Five prompts for the emails that take the longest to write. Each one asks for your real facts first, so the draft sounds like you and not a template.
5 copy-ready prompts
Work and personal
Editable output
The prompts
Prompt 1
Write a clear request email
Asking a colleague, client or supplier for something without sounding vague or pushy.
Write an email asking [person or role] for [what you need].
Context:
- Who I am to them: [relationship]
- Why I need it: [reason]
- Deadline: [date or "no fixed date"]
- Anything they should know or attach: [details]
Rules:
- Put the request in the first two sentences.
- Keep it under 120 words.
- Offer one easy way for them to say yes, such as a time slot or a short reply.
- Polite and direct, with no filler like "I hope this email finds you well".
Give me a subject line as well.
Why it works: Add a real deadline whenever you have one. People respond faster to a specific date than to "as soon as possible".
Prompt 2
Follow up without nagging
Chasing a reply, a payment or a decision after silence.
Write a follow-up email.
Original email: sent [date], about [topic].
What I am waiting for: [reply, payment, decision, file]
Number of follow-ups already sent: [0, 1, 2]
My relationship with the recipient: [client, manager, stranger, supplier]
Write it so that:
- It reminds them of the original request in one sentence.
- It makes the next step obvious.
- The tone is friendly and firm, not accusatory.
- Each follow-up is slightly shorter than the last.
Give two versions: one gentle and one more direct.
Why it works: The second version is useful for the third reminder, when politeness alone has stopped working.
Prompt 3
Reply to a difficult email calmly
A tense message arrives and your first draft is defensive.
Here is an email I received:
"""
[paste email]
"""
My honest first reaction, which I will not send:
"""
[paste your angry or defensive draft, or describe it]
"""
Help me write a reply that:
- Acknowledges what is reasonable in their message.
- States my position and the facts clearly.
- Proposes a concrete next step.
- Avoids blame, sarcasm and unnecessary apology.
Before the draft, tell me in two lines what they actually seem to want.
Why it works: Writing the angry version first, and not sending it, often makes the calm version easier to write.
Prompt 4
Shorten a long draft
Your email is accurate but nobody will read all of it.
Here is a draft email:
"""
[paste draft]
"""
Rewrite it to about half the length.
Keep:
- The main request or message.
- Any dates, amounts or names.
- A clear next step.
Remove:
- Background the reader already knows.
- Repeated points and softening phrases.
Then list what you removed, so I can restore anything important.
Why it works: The "what you removed" list is the safety check. You decide whether a cut detail was really optional.
Prompt 5
Turn rough notes into a professional email
You have the facts in your head but not the words.
Turn these notes into an email to [recipient]:
"""
[bullet points, half sentences, anything]
"""
Purpose of the email: [inform, request, thank, decline, apologise, update]
Tone: [formal, friendly, neutral]
Length: [short, medium]
Do not add facts that are not in my notes. If something important is missing, list questions at the end instead of guessing.
Why it works: The instruction not to add facts matters. Without it, models fill gaps with plausible but invented detail.
Using AI for email without losing your voice
Email is where AI helps most and misleads most. It writes smoothly and quickly, but it does not know your relationship with the reader or what happened last week. Good prompts supply that context.
Give the model the facts
The difference between a generic email and a useful one is detail: who is reading, what you need, by when, and what has already happened. Each prompt on this page has fields for that. Fill them in honestly and the draft needs far less editing.
What to check before you send
Names, dates and amounts. Models sometimes alter details when rewriting.
Tone. Would you say this to the person's face?
Promises. Make sure the draft does not commit you to something you did not intend.
Attachments and links. Mentioned files are often forgotten.
Confidential information. Avoid pasting private or sensitive data into any tool you do not trust.
When not to write an email
Emotional topics, complicated negotiations and anything with a lot of back and forth are often better handled by a call. Use the email afterwards to confirm what was agreed.
Related resources
The ChatGPT Writing Prompts cover longer pieces, the Client Communication Prompts handle specific client situations, and the Communication Skills Roadmap builds the underlying skill.
Frequently asked questions
Can I send an AI-written email as it is?
Read and edit it first. Check facts, tone and any commitments, and make sure it sounds like something you would actually say.
How do I stop AI emails sounding generic?
Provide specific context, ask for a particular tone and length, and add a personal detail or sign-off of your own.
