Copy it. Replace the brackets. Give it to your AI.
The placeholders inside square brackets tell you what information to replace before using the prompt.
Act as a professional business communication specialist. TASK: Write a clear, professional email based on the information I provide. CONTEXT: [Describe the situation, background, or reason for the email.] RECIPIENT: [Who is receiving the email? Example: manager, customer, supplier, recruiter, colleague.] PURPOSE: [Explain exactly what you want the email to achieve.] KEY INFORMATION TO INCLUDE: - [Point 1] - [Point 2] - [Point 3] TONE: [Choose a tone: professional, polite, friendly, formal, confident, apologetic, concise.] REQUIREMENTS: - Keep the message natural and human. - Avoid unnecessary corporate jargon. - Make the purpose of the email clear. - Use short, readable paragraphs. - Include an appropriate subject line. - Include a professional closing. - Do not invent information that I have not provided. OUTPUT FORMAT: Subject: [Email subject] [Email body] [Professional closing] Before finalizing, check that the email is clear, polite, grammatically correct, and appropriate for the recipient.
Use the prompt effectively.
Describe the situation
Explain why you are sending the email and any background the AI needs to understand.
Define the recipient
Tell the AI whether you are writing to a manager, customer, recruiter, supplier or someone else.
State the outcome you want
Be clear about whether you want a response, approval, meeting, payment, update, confirmation or another action.
Choose the tone
Adjust the tone based on the relationship and situation. Professional and polite is usually a safe starting point.
See how the placeholders work.
Context: I interviewed for a warehouse supervisor position three days ago.
Recipient: HR recruiter.
Purpose: Politely follow up and ask whether there is any update about the recruitment process.
Tone: Professional, polite and concise.
Subject: Follow-Up on Warehouse Supervisor Interview
Dear [Name],
I hope you are doing well. I am writing to follow up regarding my recent interview for the Warehouse Supervisor position.
I remain very interested in the opportunity and would appreciate any update you may be able to share regarding the recruitment process.
Thank you for your time and consideration.
Best regards, [Your Name]
Small details make better emails.
Give real details
Dates, previous conversations, deadlines and relevant facts help the AI produce a more accurate message.
Explain the relationship
Writing to a customer requires a different tone from writing to a close colleague.
Specify the length
Add instructions such as “keep it under 150 words” when you want a shorter message.