AI Content Workflow Template Pack

BRAND VOICE GUIDE: [Brand name]
Last updated: [date]
Owner: [name]

1. Who we are, in one sentence
We help [who] do [what] so they can [result].

2. Who we write for
Main reader: [role, type of company, what they care about]
What they already know: [ ]
What they are tired of hearing: [ ]

3. Five voice traits
For each trait, give one sentence we would write and one we never would.
Trait 1: [e.g. Direct] | We say: [example] | We never say: [example]
Trait 2: [ ] | We say: [ ] | We never say: [ ]
Trait 3: [ ] | We say: [ ] | We never say: [ ]
Trait 4: [ ] | We say: [ ] | We never say: [ ]
Trait 5: [ ] | We say: [ ] | We never say: [ ]

4. Ten sentences that sound like us
Copy them from your best real content.
1. [ ]
2. [ ]
3. [ ]
4. [ ]
5. [ ]
6. [ ]
7. [ ]
8. [ ]
9. [ ]
10. [ ]

5. Ten sentences that don't sound like us
1. [ ]
2. [ ]
3. [ ]
4. [ ]
5. [ ]
6. [ ]
7. [ ]
8. [ ]
9. [ ]
10. [ ]

6. Words we use
Product and company names, spelled exactly: [ ]
Preferred terms: [ ]

7. Words we avoid
Jargon: [ ]
Competitor terms: [ ]
Anything legal has ruled out: [ ]

8. Formatting
Spelling: [US / UK]
Headings: [sentence case / title case]
Numbers: [e.g. words for one to nine, numerals from 10]
Emojis: [where allowed, if anywhere]
Sentence length: [e.g. mostly 10 to 20 words, varied]

9. Topics
We cover: [ ]
We stay away from: [ ]

10. Claims we're allowed to make
List every number or claim writers may use, with where it comes from.
[Claim] | Source: [link or document]
[Claim] | Source: [link or document]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write an outline for a blog post.
Topic: [topic]
Main search phrase: [keyword]
Reader: [who they are and what they want to find out]
Length of the finished post: [number] words
What we want the reader to do next: [action]

Give me:
1. Three headline options under 65 characters, each containing the search phrase.
2. One paragraph that sums up the post's argument.
3. The H2 and H3 headings in order, with two or three bullet points under each saying what that section covers.
4. Four to six questions a reader would still have, to answer as FAQs.
5. A list of the facts and numbers the post needs, each marked [SOURCE NEEDED].

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write the full blog post from the approved outline below.
Outline: [paste the approved outline]
Length: [number] words
Past posts that worked for us: [paste one or two excerpts or links]
Call to action at the end: [action and link]

Rules:
- Open with the reader's problem in the first two sentences.
- Short paragraphs of one to three sentences. Plain words.
- Use the search phrase in the first 100 words and in one H2. Never force it.
- Every number must come from the outline or be marked [SOURCE NEEDED].
- End with the call to action above and nothing after it.

Return the post in Markdown.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write search snippets for this page.
Page address: [URL]
Page draft or summary: [paste]
Main search phrase: [keyword]

Give me:
- Five title tags of 50 to 60 characters.
- Five meta descriptions of 140 to 155 characters.
Each one must describe what the page actually delivers and include the search phrase once. Show the character count after each.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: turn the source below into a LinkedIn post.
Source: [blog post, announcement or idea]
Posting as: [person's name / company page]
Goal: [comments / clicks / reach]
Link: [put it in the post / in the first comment / no link]

Rules:
- The first line must work alone before "see more", under 140 characters.
- 120 to 250 words, short paragraphs.
- No more than three hashtags, at the end.

Give me three versions with different first lines.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write posts for X from the source below.
Source: [paste]
Allowed hashtags: [list, or none]

Give me:
- Five single posts, each under 280 characters.
- One thread of four to six posts. The first post must make sense on its own and say why the thread is worth reading.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write an Instagram caption.
What the image or carousel shows: [describe each slide]
Goal: [saves / profile visits / link in bio]

Rules:
- The hook goes in the first 125 characters.
- 80 to 200 words in total, with a line break between ideas.
- One clear call to action.
- Five to ten relevant hashtags on a separate line at the end.

Also write alt text for each image, under 125 characters each.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write three Threads posts from the source below.
Source: [paste]

Rules:
- Conversational, as if talking to one person.
- Under 500 characters each.
- End each post with a question people will want to answer.
- No hashtags.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write the caption and opening text for this TikTok video.
What happens in the video: [summary]
Length: [seconds]

Give me:
- A caption under 150 characters.
- Three options for the on-screen text in the first three seconds, each under eight words.
- Three to five hashtags that fit the video.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write a welcome email sequence.
Who signed up, and where: [segment and sign-up source]
What we promised them: [guide, newsletter, demo, etc.]
Number of emails and timing: [e.g. four emails over ten days]
Facts about the product we can use: [paste]
Sender name: [ ]

For each email give:
- Subject line, under 50 characters
- Preheader, under 90 characters
- Body, under 200 words
- One call to action
- The single job of that email

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write one nurture email.
Who gets it: [segment]
Where they are: [e.g. downloaded a guide two weeks ago, hasn't replied]
The one idea this email teaches: [ ]
Proof we can mention: [case study or number, with its source]
Call to action: [ ]
Sender: [name]

Under 200 words, written like a personal note from the sender. Give me a subject line and preheader too.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write two emails for subscribers who haven't opened anything in [90] days.
What they signed up for: [ ]

Email 1: remind them what they get from us and ask if they still want it.
Email 2: tell them this is the last email unless they choose to stay, with one click to stay.

For each email: subject line, preheader and a body under 120 words. No guilt and no fake deadlines.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write ten subject lines and matching preheaders for the email below.
Email: [paste]

Mix:
- three direct
- three that make the reader curious
- two that use a number from the email
- two written like a note from one person

Keep subject lines under 50 characters. Mark the two you would test first and say why in one sentence each.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write a responsive search ad.
Product or service: [ ]
Landing page: [URL, and what it offers]
Keyword theme: [ ]
Facts we can state: [prices, offers, proof, each with its source]

Give me:
- 15 headlines, 30 characters or fewer
- 4 descriptions, 90 characters or fewer
Show the character count after each line. At least three headlines include the keyword theme. Make no claim beyond the facts listed above.

Brand voice guide:
[Paste your brand voice guide here]

You are writing for [brand name]. Follow the brand voice guide pasted at the end. Do not invent facts, quotes, sources or statistics: if something needs a number you don't have, write [SOURCE NEEDED].

Task: write [15] ad variants for [Meta / LinkedIn].
Audience: [ ]
Offer: [ ]
Angles to cover: [the problem, the result, proof, a common objection]
Facts we can state: [each with its source]

For each variant give:
- Primary text, under 125 characters before "more"
- Headline, under 40 characters
- Description, under 30 characters
- The angle it uses
Group the variants by angle.

Brand voice guide:
[Paste your brand voice guide here]

Task: review these ads before they go live.
Platform: [Google / Meta / LinkedIn]
Landing page: [URL]
Ads: [paste]

Flag anything that:
- makes a claim with no source
- uses "best", "#1", "guaranteed" or similar words we can't prove
- refers to the reader's personal traits (for example "Are you in debt?"), which ad platforms reject
- states a price or offer that doesn't match the landing page
- uses ALL CAPS, repeated punctuation or symbols as decoration
- names a trademark we don't own

Return a table with three columns: the ad, the problem, a suggested fix.

EDITOR CHECKLIST
Piece: [title]
Editor: [name]
Date: [ ]

[ ] 1. Facts: every number, name, date and quote is checked against a source, and the source is linked or filed.
[ ] 2. Sources are real: every study, quote and statistic exists and says what we say it says.
[ ] 3. Voice: it reads like the "sounds like us" sentences in the voice guide, with the avoided words removed.
[ ] 4. Reader: the reader's question is answered on the first screen.
[ ] 5. Search: the search phrase is in the title, the first 100 words and one heading; the title tag and meta description are written.
[ ] 6. Links: two to four links to our own related pages; every outside link opens and goes to a credible source.
[ ] 7. Images: chosen, with alt text, and no generated image shows fake text or logos.
[ ] 8. Claims: nothing legal or compliance has ruled out; no promise we can't keep.
[ ] 9. Not a repeat: it doesn't cover the same ground as something we've already published.
[ ] 10. Read aloud: the first and last paragraphs sound natural spoken out loud.

Signed off by: [name]
Published on: [date]
URL: [ ]

PROMPT LIBRARY
Folders:
01-voice: brand-voice-guide
02-blog: blog-outline, blog-draft, seo-snippets
03-social: linkedin, x, instagram, threads, tiktok
04-email: welcome-sequence, nurture, re-engagement, subject-lines
05-ads: search-ads, social-ads, ad-review
99-retired: old versions (keep them, never delete)

File names: [channel]-[task]_v[number]
Example: blog-draft_v4

At the top of every prompt file:
Owner: [name]
Last changed: [date]
What changed: [one line]
Best example of its output: [link]

Track for each prompt, monthly:
Times used: [ ]
Average editing time per piece: [ ] minutes
Pieces published: [ ]
Pieces rejected: [ ]

Every quarter:
- Move prompts nobody used to 99-retired.
- Merge prompts that do the same job.
- Update the best example of each prompt's output.

MONTHLY AI CONTENT REPORT: [Month, Year]
Prepared by: [name]
For: [team or leadership group]

1. Summary
Three sentences: what we published, what it produced, what we'll change next month.

2. Cost
Tools and subscriptions: $[ ]
Staff and freelance time: [hours] x $[hourly rate] = $[ ]
Total cost: $[ ]

3. Output
Published this month: blog [ ], social [ ], email [ ], ads [ ]
Average editing time per piece: [ ] minutes
Pieces sent back for rework: [ ]

4. Quality
Average editor checklist score, out of 10: [ ]
Corrections made after publishing: [ ]

5. Results
Visits to content published this month: [ ]
Leads from content: [ ]
How leads are counted: [first touch / last touch / other]
Revenue from those leads: $[ ]

6. Return
ROI = (revenue - total cost) / total cost = [ ]%
Cost per lead = total cost / leads = $[ ]

7. Last three months
[Month]: cost $[ ], pieces [ ], leads [ ], revenue $[ ], ROI [ ]%
[Month]: cost $[ ], pieces [ ], leads [ ], revenue $[ ], ROI [ ]%
[Month]: cost $[ ], pieces [ ], leads [ ], revenue $[ ], ROI [ ]%

8. Next month
Keep doing: [ ]  |  Stop doing: [ ]  |  Try: [ ]

NEW TEAM MEMBER: 14-DAY ONBOARDING
Name: [ ]
Start date: [ ]
Buddy: [ ]

Days 1 to 2: access
[ ] Accounts for the AI tools, the CMS, analytics and the prompt library
[ ] Read the brand voice guide and the editor checklist

Days 3 to 5: learn the library
[ ] Run each blog and social prompt once on a topic we've already covered, and compare the result with what we published
[ ] Review three published pieces against the editor checklist with an editor

Days 6 to 10: supervised work
[ ] Write two blog posts and ten social posts; an editor reviews each one against the checklist
[ ] Write one email and its subject lines with Prompt 12

Days 11 to 14: first solo week
[ ] Own one piece from brief to publish; the buddy reviews it before it goes live
[ ] Suggest one change to a prompt and log it in the library

Signed off by: [manager]
Date: [ ]