Most people use AI to write emails the wrong way: “write an email to my client.” The result sounds like a robot. The trick is to give the AI your rough notes, your tone and your goal. These five prompts work in ChatGPT, Claude, Gemini or Microsoft Copilot. Copy them, fill in the brackets, and edit the result before you send.
1. Turn rough notes into a clear email
Turn these notes into a short, friendly, professional email to [who]. Goal: [what you want them to do]. Keep it under 120 words, plain English, no buzzwords. Notes: [paste your notes]2. Follow up without sounding pushy
Write a polite follow-up to [name] about [quote/proposal/invoice] I sent on [date]. They haven't replied. Make it easy for them to answer with one line. Offer [a call / a small change / a deadline]. Under 80 words.3. Say no (nicely)
Help me decline [request] from [who] politely and clearly. Keep the relationship positive. Suggest [an alternative] if possible. Under 100 words.4. Handle an upset customer
A customer is upset because [what happened]. Write a calm reply that acknowledges the problem, explains what we will do: [your fix], and gives a clear next step and timeline. Don't over-apologize. Under 120 words.5. Make my draft better
Edit this email so it's clearer and shorter. Keep my voice. Fix grammar. Put the main ask in the first two sentences. Show me the edited version only. Email: [paste draft]Station tips
- Give a word limit. Shorter emails get answered faster.
- Paste one of your old emails and say “write in this style” so it sounds like you.
- Always read before sending. Check names, numbers, dates and prices. AI can get details wrong.
- Don’t paste private info like card numbers, passwords or health details into an AI chat.
Prepared with AI assistance and reviewed by Media Station. Disclosure.