1of 4· Open a new Google Doc
What you'll accomplish
By the end of this guide, you'll have a shared Google Doc with 10-15 ready-to-use AI prompts for every standard dental lab communication — organized so any technician in your lab can open a chatbot, copy a prompt, fill in the blanks, and get a professional email in under 2 minutes.
What you'll need
A free Google account (for Google Docs)
A free ChatGPT or Claude account for testing
45-60 minutes to build the library; 2 minutes per use after that
Cost: Free
Step 1: Open a new Google Doc
Go to docs.google.com.
Click "+ Blank" to start a new document.
Name it: "[Lab Name] — AI Prompt Library"
Step 2: Set up the document structure
Add these section headers:
Section 1: Shipping & Delivery
Section 2: Case Status Updates
Section 3: Prescription Issues
Section 4: Remake Communications
Section 5: Complaint Responses
Section 6: Training & Documentation
Step 3: Write and test each prompt
For each prompt, use the following format:
## [Prompt Name]
SITUATION: [When to use this]
COPY THIS PROMPT:
[Full prompt text with [BRACKETED PLACEHOLDERS]]
---
REPLACE: [list what each placeholder means]
EXPECTED OUTPUT: [1 sentence describing what you'll get]
Here's your starter library to copy into the doc:
Section 1: Shipping & Delivery
Shipping Confirmation Email
SITUATION: After you've shipped a case and need to notify the dental office.
COPY THIS PROMPT:
Write a brief professional email to a dental office confirming a case has shipped. Case type: [CROWN/BRIDGE/DENTURE]. Tooth/appliance: [TOOTH # OR DESCRIPTION]. Shipped via: [FEDEX/UPS]. Tracking number: [NUMBER]. Expected arrival: [DATE]. Lab name: [YOUR LAB NAME]. Keep under 75 words.
REPLACE: All caps items with actual details
EXPECTED OUTPUT: A 2-3 sentence shipping confirmation email
Section 2: Case Status Updates
Mid-Production Status Update
Step 4: Share with your team
Click "Share" in the top right of the Google Doc.
Share with anyone in your lab who handles communication.
Set to "Anyone with the link can view" or share specific emails.
Bookmark it — or print a one-page index of the section names and keep it at each workstation.
Troubleshooting: If prompts feel generic or wrong for your lab, add your lab name, location, and 2-3 sentences about your typical case mix at the top of each prompt.
Template Prompts
The entire document IS the template library — use any prompt directly.
SITUATION: A dental office calls or emails asking where their case is.
COPY THIS PROMPT:
Write a brief email to a dental office updating them on their case status. The case for [CASE TYPE, TOOTH #] is currently in [STAGE: design/milling/sintering/finishing/QC]. Expected ship date: [DATE]. Professional, reassuring tone. Under 60 words.
Section 3: Prescription Issues
Missing Shade Clarification
SITUATION: Case arrived without a shade specification.
COPY THIS PROMPT:
Write a professional email to a dental office asking for the shade specification for a [CASE TYPE] on tooth #[NUMBER]. The prescription arrived without a shade selected. Friendly tone, not accusatory. Mention we'd like to confirm before starting fabrication. Under 75 words.
Missing Material Specification
SITUATION: Case arrived without material type indicated.
COPY THIS PROMPT:
Write a professional email asking a dental office to confirm the material for a [CASE TYPE] on tooth #[NUMBER]. Options we typically use: [YOUR MATERIALS, e.g., full-contour zirconia or PFM]. Friendly, efficient tone. Under 75 words.
Section 4: Remake Communications
Remake Acknowledgment (Lab Error)
SITUATION: The remake was our fault — incorrect shade, fit issue, fabrication error.
COPY THIS PROMPT:
Write a professional email acknowledging that we're remaking a [CASE TYPE] for tooth #[NUMBER] due to [REASON — describe specifically]. Apologize briefly and genuinely. Confirm new expected ship date: [DATE]. No charge for remake. Professional, accountable tone. Under 100 words.
Remake Notice (Prescription/Impression Issue)
SITUATION: The remake is necessary due to an unclear prescription or poor impression — diplomatically note it without blame.
COPY THIS PROMPT:
Write a professional email notifying a dental office that we are remaking [CASE TYPE] for tooth #[NUMBER]. The original case had [TECHNICAL ISSUE — e.g., insufficient margin definition in the impression]. We are proceeding with the best available data and will have the remake ready by [DATE]. Solution-focused, professional, no blame. Under 100 words.
Section 5: Complaint Responses
Shade Complaint Response
SITUATION: Dentist says the shade doesn't match.
COPY THIS PROMPT:
Help me respond professionally to a dentist complaint about shade mismatch on [CASE TYPE] for tooth #[NUMBER]. The prescribed shade was [SHADE]. I need to: (1) acknowledge the concern, (2) explain we fabricated to the prescribed shade, (3) offer a remake with a confirmed shade, (4) suggest a brief phone call to align on shade selection. Empathetic, professional. Under 150 words.
Fit Complaint Response
SITUATION: Dentist says a crown or bridge doesn't seat properly.
COPY THIS PROMPT:
Write a professional response to a dentist complaint that [CASE TYPE] for tooth #[NUMBER] does not seat properly. Acknowledge the issue, offer to have them return the case for adjustment or remake, and ask them to include photos or notes about the fit issue when they send it back. Professional, solution-focused. Under 150 words.
Section 6: Training & Documentation
Procedure Training Guide
SITUATION: You need to document a specific lab procedure for training.
COPY THIS PROMPT:
Write a step-by-step training guide for a new dental lab technician learning [SPECIFIC PROCEDURE]. Include: what to look for at each step, common mistakes, and quality check criteria. Format as a numbered list. Clear enough for someone with no prior experience.