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How to Write Better Emails in Half the Time with AI

Practical prompts and techniques for busy professionals

You probably spend 2-3 hours a day on email. Some of those emails take 20 minutes to write because you're trying to strike the right tone, be concise but thorough, or navigate a tricky situation.

AI tools like ChatGPT, Claude, and Gemini can cut that time in half—once you know how to use them properly. Here's exactly how to do it.

The Basic Approach

Don't just paste your email and say "make this better." That gives you generic, robotic results. Instead, give the AI context about:

  • Who you're writing to (client, boss, vendor, cold prospect)
  • Your relationship (new contact, long-term client, tense situation)
  • What you want to happen (get a meeting, deliver bad news, follow up)
  • The tone you need (formal, friendly, firm, apologetic)

Prompt Templates That Actually Work

For Drafting From Scratch

Write a professional email to [who] about [what].

Context: [any relevant background]

Goal: [what I want them to do after reading]

Tone: [formal/friendly/direct/diplomatic]

Keep it under [X] sentences.

For Replying to a Difficult Email

Here's an email I received:
[paste email]

I need to respond. Here's my situation: [context]

I want to [your goal] while maintaining a good relationship.

Draft a response that is [tone] and addresses their concerns.

For Following Up Without Being Annoying

I sent an email to [who] about [what] on [date] and haven't heard back.

Write a brief, polite follow-up that:
- Doesn't sound pushy
- Gives them an easy way to respond
- Is under 4 sentences

Real Examples

Bad Prompt

"Write an email to a client about a project delay."

This gives you generic, unhelpful output.

Good Prompt

"Write an email to a long-term client (we've worked together 3 years) letting them know their website redesign will be delayed by 2 weeks due to unexpected technical issues. I want to apologize, explain briefly without making excuses, and offer a 10% discount on the project. Keep the tone warm but professional. Under 150 words."

This gives you something you can actually send with minor tweaks.

Pro Tips

  • Always edit the output. AI gets you 80% there. Your job is the final 20% that makes it sound like you.
  • Use "write three versions" when you're unsure of the right approach. Pick the best elements from each.
  • Tell it what NOT to do. "Don't use phrases like 'I hope this email finds you well'" or "Don't be overly apologetic."
  • Match your voice. Paste a few emails you've written and say "Match this writing style."

When NOT to Use AI for Email

AI is great for routine emails, but use caution with:

  • Highly sensitive HR or legal matters
  • Emails containing confidential business information
  • Situations requiring genuine personal emotion (condolences, for example)

For these, AI can help you outline your thoughts, but the final product should be entirely yours.

Start Today

Next time you're staring at a blank email, try one of these prompts. You'll be surprised how much time you save—and how much better the results are than starting from scratch.

Want hands-on training on using AI for your daily work? Book a free consultation and we'll show you how to make AI work for your specific business.