Why it helps
Putting your prices up is never fun to announce. Most small business owners either say nothing and hope nobody notices, or write something so apologetic it sounds like bad news. Customers generally cope fine with a price rise if they hear about it early, in plain words, with a short honest reason.
AI can help you get the tone right and write versions for each place you need: an email to regulars, a sign for the counter and a social post. You set the new prices, the date and the reasons. AI just says it clearly and kindly.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I run a [type of business] in [town], New Zealand. I'm putting my prices up and need to tell my customers. Write three versions: an email to existing customers, a short sign for the counter or front door, and a social media post. - NZ English. Warm, clear and honest. Not over-apologetic, not defensive. - Say what's changing, when it starts and why, in that order. - Use my prices, dates and reasons exactly as I give them. Don't add reasons, percentages or claims I haven't given (for example, don't say "costs have gone up 20%" unless I say so). - Don't use words like "small" or "minor" about the increase unless I do. - Thank customers for their support, and say how they can ask questions. - Keep the sign under 40 words and the social post under 80 words. What's changing: [old and new prices, or which services] Start date: [date] Reasons: [your real reasons, e.g. supplier costs, wages, rent] Anything else: [e.g. existing bookings or quotes keep the old price]
Then keep chatting
Make the email shorter and more casual.
Write a version for my business customers who have a contract with me.
Write a short reply I can use if a customer complains about the increase.
Write a version for my website's prices page.
Step by step
- Decide your new prices, the start date and your honest reasons. Check your own terms of trade, contracts or memberships for how much notice you've said you'll give.
- Copy the prompt, fill in the [square brackets] and paste it in.
- Read every version. Check the prices, dates and reasons match exactly. Remove anything that overstates or softens the truth.
- Send the email to existing customers with plenty of notice, then put up the sign and post on social.
- Update your prices everywhere on the same day: menu, website, Google Business Profile, booking system and price lists.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Be honest about the reasons. Under the Fair Trading Act you must not mislead customers about prices or why they're changing. Don't blame costs that haven't changed. See consumerprotection.govt.nz and comcom.govt.nz.
- Give the notice you've promised. Check your terms of trade, contracts, subscriptions and memberships. Existing quotes and agreed prices may need to be honoured.
- Check every price and date in every version, and update your menu, website and till on the same day. If you're GST registered and sell to the public, show prices incl GST (ird.govt.nz).
- Privacy: you don't need customer names or details in the prompt. Send the email through your usual tool, and only to people who've agreed to hear from you.
Go further
Keep a short note of your reasons and costs, so you can answer questions at the counter with confidence. If you get a grumpy reply, try the complaint-response use case. And if the increase was about food costs, the menu-costing use case can help you check your margins before the next one.
