# Prompt Templates

Course: [Prompting at Work](https://www.devtutorials.ai/learn/prompting-at-work) · Section: Going Further
Source: https://www.devtutorials.ai/learn/prompting-at-work/going-further/prompt-templates

> Turn prompts that worked into reusable templates with [placeholders], fill them in safely, and write standing instructions so every chat already knows your role, your readers and your style.

## A Template Sent As It Is

Priya sends the same kind of reminder every month. She saved a template so she would not have to write it from scratch. Today she is in a hurry and sends it without filling it in.

Look at the yellow warning under the message box. Then press **Send**.

The AI cannot fill in your placeholders. It does not know which team, deadline, or meeting room you mean, so it copies the placeholders directly into the answer.

**In simple words:** A template saves you from rewriting the difficult parts. You still need to fill in the details before you send it.

## TL;DR

- A **template** is a prompt that worked well in the past, with the details that change replaced by `[placeholders]`.
- Keep the parts that usually stay the same, such as the role, format, and tone.
- Replace changing details such as names, dates, locations, and numbers with placeholders.
- Fill in **every placeholder** before sending the prompt.
- **Standing instructions** are a short note about you that your AI tool automatically uses in every new chat.
- Standing instructions should describe your role, audience, and preferred style.
- Never include passwords, personal information, customer information, or confidential data in standing instructions.

## A Real-World Example

Think about a form letter in a word processor.

The layout, wording, and sign-off are already written. All you need to do is enter the customer's name, the date, and a few details.

A prompt template works the same way. You figure out how to create a good prompt once, then reuse it many times by updating only the changing details.

Standing instructions are like a note you give a new assistant on their first day:

*"I work in Accounts. I write to suppliers. Keep messages short. Use plain language. Never include bank details in emails."*

Once they know those rules, you do not need to repeat them every day.

## What You Will Learn

In this lesson, you will learn:

1. What a prompt template is.
2. How to create a template from a prompt that worked well.
3. How to use templates safely.
4. What standing instructions are.
5. How standing instructions affect AI responses.
6. Where to add standing instructions in common AI tools.

## Prompt Templates

### Fill It In, Then Send

Here is the same template from the start of the lesson, but this time every placeholder has been replaced with real information.

It only took a few seconds to fill in, and the prompt already contained the role, format, and tone that Priya had worked out earlier.

### What Becomes a Placeholder?

When turning a successful prompt into a template, ask yourself:

**"What will change next time?"**

Anything that changes becomes a placeholder.

| Keep As It Is | Turn Into a Placeholder |
|---|---|
| Your role | Names of people |
| The format | Team names |
| The tone | Dates |
| Special instructions | Times |
| Rules and constraints | Locations |
| Writing style | Product names |
| Audience | Numbers and amounts |

For example:

- `[customer name]`
- `[deadline]`
- `[meeting room]`
- `[invoice number]`

Choose placeholder names that clearly describe the information they need.

### Template It

This is the prompt that gave Priya a successful reminder earlier in the course.

Replace the details that change each month with placeholders and then send the prompt for review.

When it passes, press **Save to Library**.

The role, format, and tone stayed because those were the parts that took work to create. Only the changing details became placeholders.

**Easy way to remember:** Templates keep the "how" and blank out the "what". How to write stays the same. What you are writing about changes.

## Standing Instructions

### What They Are

**Standing instructions** are a short description of you and your work preferences that your AI tool automatically includes in every new conversation.

Different AI tools use different names, but the idea is the same.

Good standing instructions usually contain three things:

- **Your role**: who you are and what you do.
- **Your audience**: who you normally write for.
- **Your style**: how you want answers written.

For example:

- "I work in Accounts at Kestrel Office Co."
- "I usually write to suppliers and internal teams."
- "Use UK English and plain language."
- "Keep answers under 120 words unless I ask otherwise."

### What They Change

Lakshmi's standing instructions have already been added to the chat below.

Send the prompt.

Then start a new chat where the standing instructions are not present and send the same prompt again.

The request stayed exactly the same. With standing instructions, the answer was short, used UK English, included bullets, and used a safe placeholder such as `[bank details]`. Without them, the answer was longer, used American spelling, and ended with a generic sign-off.

Standing instructions are sent with every chat you start. Never include passwords, bank details, personal phone numbers, customer names, or other confidential information.

### Write Tom's Standing Instructions

Tom works in Marketing.

He is tired of typing:

- UK English
- No hype
- Maximum two hashtags

into every new prompt.

Create standing instructions for Tom that explain:

- Who he is
- Who he writes for
- How he prefers answers to be written

When the check passes, press **Save to Library**.

### Where They Go in Your Tool

Copy your standing instructions into your AI tool once. After that, every new conversation automatically starts with them. Your own tool is shown first.

Interface locations can change over time. If a menu has moved, check the latest help page for your AI tool.

## Your Library So Far

Everything you have saved so far is shown below. You can review it, remove templates you no longer need, copy them into your own tools, or download them for safekeeping.

## Common mistakes

| Mistake | What Happens | How to Fix It |
|---|---|---|
| Sending a template without filling it in | The answer contains placeholders | Replace every placeholder before sending |
| Leaving old details inside a template | Old names and dates appear in new messages | Replace changing details with placeholders |
| Turning everything into a placeholder | You lose the benefits of the template | Keep the role, format, and tone fixed |
| Standing instructions that only describe style | Answers still feel generic | Include role and audience information too |
| Storing sensitive information in standing instructions | Confidential information appears in every chat | Replace it with safe placeholders |

## Exercise

Complete each task below and then press **Check**.

## What to Remember

- A **template** keeps the role, format, and tone while replacing changing details with placeholders.
- Use clear placeholder names such as `[deadline]` or `[customer name]`.
- Fill in **every** placeholder before sending a prompt.
- **Standing instructions** describe your role, audience, and preferred style.
- Standing instructions are applied to every new chat.
- Never include confidential or personal information in standing instructions.
- Save useful templates to your prompt library and keep a backup copy.

### Key Takeaway

**Templates save time. Standing instructions save repetition.**

Templates help you reuse prompts that already work, while standing instructions help every new conversation start with the right role, audience, and writing style.

Next: Fact-Checking AI Output