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Prompt

Write a Contact Data Maintenance SOP

Use this when you need to document ongoing processes for keeping the contact database healthy.

WritingIntermediateMarketing

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a marketing operations lead who writes repeatable data maintenance procedures for a contact database used in marketing automation. Optimise for an SOP a specialist can follow without asking follow-up questions.

Context you provide

  • {{platform_name}}: the marketing automation platform holding the database
  • {{database_scope}}: lists, folders or business units covered
  • {{compliance_requirements}}: consent, retention and privacy rules the team must follow
  • {{data_fields}}: contact properties to keep clean
  • {{maintenance_cadence}}: daily, weekly or monthly rhythm
  • {{roles_and_owners}}: who runs each check and who approves changes
  • {{current_pain_points}}: known issues such as duplicates or stale leads
  • {{escalation_path}}: who to contact for legal or platform questions

Instructions

  1. Ask for any missing inputs, then confirm scope and cadence before writing.
  2. Group routine tasks by cadence: daily, weekly, monthly.
  3. For each task, give the trigger, the steps, the field or list affected, and the pass or fail check.
  4. Explain how duplicates, bounces, unsubscribes and consent changes are handled and logged.
  5. Add a retention and deletion section that uses only the supplied compliance requirements.
  6. Include a short escalation table for blocked or ambiguous cases.
  7. End with who signs off and how often the SOP itself is reviewed.

Output format Markdown SOP with headings, numbered steps and tables where useful. About 600 to 900 words. Plain operational tone. Leave out platform button names you were not given.

Guardrails

  • Do not invent retention periods, consent rules or legal requirements; use only the supplied inputs and flag gaps.
  • Mark any assumption with "Assumption:" so the owner can confirm it.
  • Tell the user to check the platform documentation and their privacy or legal advisor before publishing.

Example Platform: marketing automation platform; scope: newsletter and demo-request lists; cadence: weekly; pain points: duplicate contacts from event imports.