Writing Professional Emails with AI
The email prompt formula
State: who the recipient is, the goal of the email, key points to include, and the tone (formal, friendly, apologetic, firm). ChatGPT handles structure and phrasing; you provide the substance and context.
Handling difficult emails
For sensitive situations (delivering bad news, following up on late payment, declining a request), ask for 2-3 tone variations and pick the one that best matches your relationship with the recipient.
Always review before sending
AI-drafted emails can miss context only you know (history with this client, inside jokes, sensitive details). Read every draft fully and edit for accuracy before hitting send — never send unreviewed AI output.
Key Takeaways
- State recipient, goal, key points, and tone for reliable email drafts.
- Ask for multiple tone variations for sensitive situations.
- Always fully review and edit AI-drafted emails before sending.
- AI handles structure; you provide the context only you know.
Draft a difficult email
Ask ChatGPT to draft an email declining a client's request for a discount, in a firm but polite tone. Review and personalize it before considering it final.