AI prompt for a professional email

Email, meetings & presentationsAny chat

The prompt

Score 10 of 10, Excellent

Use it when You need to send a clear, polite email and only have a few points jotted down.

{{recipient}}
{{goal}}
{{points}}
{{sign_off}}

Full prompt and why it works

Prompt

Turn my rough points below into an email to {{recipient}}. I will read it before sending, so give me a finished draft, not suggestions.

What the email needs to achieve: {{goal}}

My points, in no particular order:
"""
{{points}}
"""

Requirements:
- Put the main point or request in the first two sentences, so the reader knows why I am writing before they reach the detail.
- Start with a subject line of up to 8 words that says what the email is about and whether action is needed, for example "Approval needed by Friday: revised venue quote".
- Group related points into short paragraphs of two or three sentences, in the order the reader needs them, not the order I jotted them down. If I am asking for more than one thing, number the requests so each can be answered on its own.
- End with the next step: what I need from the reader and by when, or what I will do next.
- Between 60 and 200 words, depending on how many points there are. Sign it "{{sign_off}}".
- The tone should be polite and direct, the way a capable colleague writes to someone they respect. Match the formality to my relationship with the reader.

Avoid:
- facts, dates, numbers, promises or reasons that are not in my points, because the reader will hold me to them;
- filler openings and closings such as "I hope this email finds you well" or "Please do not hesitate to reach out";
- bullet points in the body, unless there are three or more parallel items such as a list of documents.

If a point is ambiguous, for example "Tues?" or "the usual numbers", do not guess what I meant. Put it in the draft in square brackets, such as [which Tuesday?], and list every bracket under the draft so I can fill them in.

Output the subject line, then the email, then the list of brackets (or "Nothing to fill in").

Variables

{{recipient}}: Who it goes to and your relationship, for example "a client I have worked with for two years" or "my manager".
{{goal}}: What the reader should know or do after reading, for example "agree to move the review to next week".
{{points}}: Your notes, however rough: facts, dates, requests, anything you want to say.
{{sign_off}}: How to sign it, for example your first name or "Thanks," and your name.

Why it works

Format. The main point goes in the first two sentences and the subject line says whether action is needed, so the reader knows what you want before deciding whether to read on.
What to avoid. Nothing is added that is not in your points, because a date or promise the model made up becomes one you are expected to keep.
If unsure. Shorthand it cannot read, like "Tues?", goes into the draft in square brackets for you to fill in, instead of being guessed.

How to use it

Press Fill in variables and type your details into each blank. What you type stays in this browser.

Copy the filled prompt into the AI tool you already use, such as ChatGPT, Claude or Gemini, or open it in the Grader or the Prompt Tester here.

Before you rely on it, try it on three or four real examples. The Prompt Tester runs them all at once and shows which ones go wrong.

Questions

How do I use ChatGPT or Claude to write professional emails?

Give it your rough points, who the email is for and what you want the reader to do, then edit what comes back. This prompt puts your request in the first two sentences, writes a subject line that says whether action is needed, and cuts filler like I hope this email finds you well. Drafts run 60 to 200 words.

Will people know my email was written by AI?

Less likely with this prompt, because it bans stock openings and closings and uses only the points you give it. What usually gives an AI email away is filler and details nobody asked for. Read the draft once as if you were the reader, and paste it into the Robot-Speak Checker if a line still sounds off.

What if my notes are vague, like Tues?

The prompt does not guess. It puts the unclear part in the draft in square brackets, such as [which Tuesday?], and lists every bracket under the email so you can fill them in before sending. That matters because a date or promise the AI made up becomes one the reader expects you to keep.