Teach ChatGPT about your business once, so every answer fits

Save your business basics in ChatGPT's custom instructions so emails, posts and replies come out in your voice with the right details.

The problem

Every time you ask an AI tool for help, you have to explain your business again: what you sell, where you are, your hours, how you talk to customers. Skip it and the answers come out generic, so people give up on AI after a few tries.

Step by step

1. 1Open a Google Doc and write a short "about us" cheat sheet: business name, what you sell or do, town and service area, hours, how to book or order, your 3–5 most common customer questions with your usual answers, and how you like to sound (friendly, straight to the point, no slang).
2. 2Leave out anything private: customer names, bank details, passwords and pricing you don't want shared.
3. 3In ChatGPT, click your profile picture or name, open Settings, then "Personalization" and "Custom instructions" (the menu names move around a little between updates). Paste your cheat sheet into the box that asks what ChatGPT should know about you, and add "Write in this style" notes in the response box. Save.
4. 4Test it: open a new chat and ask "Write a reply to a customer asking if we can come out next Tuesday". The answer should already use your business name, hours and tone.
5. 5In Claude, you can paste the same cheat sheet at the top of a chat, or use a Project if your plan has it. Update the cheat sheet when your hours, services or prices change.

Copy-paste prompt

Interview me to build a short "about my business" cheat sheet I can save in ChatGPT's custom instructions. Ask me one question at a time, waiting for my answer, covering: what we sell or do, who our customers are, where we work, hours and how to book or order, our 5 most common customer questions and my usual answers, words and phrases I like or hate, and how formal I want to sound. When we are done, write the cheat sheet in under 250 words, in plain bullet points, with no private information.

Tips and watch-outs

• Only put information in the cheat sheet that you'd be comfortable printing on a flyer.
• If ChatGPT's menu looks different, search its Help Center for "custom instructions"; the feature name stays the same even when menus move.
• Update it whenever your hours, prices or services change, or every answer will be a little out of date.

Review AI output before using it. Don’t paste confidential, customer or patient data into tools your company hasn’t approved.

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