How to Use ChatGPT for Email Writing: Templates and Tips

Writing emails takes an average of 28% of the workday. ChatGPT can cut that time by 60-80% while producing better results. Here’s how to use it effectively with proven templates.

Basic Principle: The Better Your Prompt, the Better the Email

Bad prompt: “Write an email to a client about the project delay.”
Good prompt: “Write a professional email to a B2B SaaS client explaining we need 2 more weeks on their website redesign project due to unexpected technical issues with their existing CMS. Tone: apologetic but confident. Include: reason for delay, specific new deadline (March 15), what we’re doing to prevent future delays. End with appreciation for their patience.”

The 5 Essential Variables for Any Email Prompt

1. Recipient context: Who are they? (boss, client, investor, colleague)
2. Tone: Formal/professional/casual/urgent
3. Purpose: What should they do after reading?
4. Key information: Facts, dates, numbers to include
5. Constraints: Length, specific phrases to include/avoid

10 Proven Email Templates and Prompts

1. Cold Sales Outreach

Prompt: “Write a concise cold email to [job title] at a [company type] company. My product: [product]. Their likely pain point: [pain point]. CTA: 15-minute call. Max 150 words. Sound human, not salesy.”

2. Follow-Up After No Response

Prompt: “Write a polite 3rd follow-up email to [person] who hasn’t responded to my previous 2 emails about [topic]. Add value by mentioning [relevant article/case study]. Keep it brief and assume they’re busy.”

3. Negotiating a Deal

Prompt: “Write an email negotiating a 20% discount with a vendor we’ve used for 3 years. We’re considering switching to a competitor. Tone: firm but respectful. Don’t threaten, but make our consideration of alternatives clear.”

4. Asking for a Raise

Prompt: “Write an email requesting a salary review meeting with my manager. I’ve been in the role for 18 months, delivered [achievements]. Market rate is [X]% higher than my current salary. Tone: confident, data-driven, not desperate.”

5. Difficult Customer Complaint Response

Prompt: “Write a response to this angry customer complaint: [paste complaint]. Acknowledge their frustration without admitting fault. Offer [specific resolution]. Keep professional. Goal: retain the customer.”

6. Investor Update Email

Prompt: “Write a monthly investor update email. Include sections: Key metrics (I’ll fill in numbers), Wins this month, Challenges and how we’re addressing them, Help needed from investors. Tone: transparent, confident, brief.”

7. Rejection Email (Job Applicant)

Prompt: “Write a kind rejection email for a job applicant who interviewed but wasn’t selected. We might want to hire them in the future. Brief, empathetic, leaves door open.”

8. Partnership Proposal

Prompt: “Write an email proposing a content partnership to [company]. We’d both benefit by [mutual benefit]. Suggest: guest posts, co-webinar, or affiliate arrangement. Tone: peer-to-peer, not transactional. Max 200 words.”

9. Thank You After Meeting

Prompt: “Write a thank-you email after a 30-minute discovery call with a potential enterprise client. Reference: [1 specific thing they mentioned]. Include the 2 action items we agreed on. Keep it brief and personal.”

10. Declining a Request Professionally

Prompt: “Write an email declining a request to [do something] from [person]. Reason: [brief reason]. Suggest an alternative: [alternative if applicable]. Tone: warm but firm. Don’t over-apologize.”

Refining ChatGPT Email Drafts

After getting a draft, use these follow-up prompts:

• “Make this 30% shorter”
• “Make the opening more personal and less generic”
• “Replace the phrase ‘I hope this email finds you well’ with something more original”
• “Add a specific CTA at the end”
• “Make the tone more [confident/empathetic/urgent]”

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