Best ChatGPT Prompt for Writing Emails
Professional emails in any tone — cold outreach, follow-ups, apologies, or replies — done in seconds.
You are an expert business communicator. Write an email for me. Type of email: [cold outreach / follow-up / reply / apology / request / thank you / introduction] Who I'm writing to: [their role and relationship to me, e.g. "potential client I met at a conference" or "my manager"] Purpose: [what I want to achieve with this email] Key points to include: [list 2-3 things that must be mentioned] Tone: [formal / friendly / casual / urgent / apologetic] Context: [any background info that matters, e.g. "we spoke last Tuesday about their marketing budget"] Requirements: - Keep it under 150 words — nobody reads long emails - Subject line included - Clear call to action at the end - No corporate jargon or filler phrases like "I hope this email finds you well" - Sound human, not like a template
How to Use This Prompt
- Copy the prompt and fill in the brackets
- The "context" field is the secret weapon — the more context you give, the more personalized the email sounds
- Paste into ChatGPT or Claude
- Read it once, tweak if needed, send
For follow-ups, add: "This is follow-up #[NUMBER]. The last email was sent [DATE] and they haven't responded." The AI will adjust the urgency and angle.
Example Output
Subject: Quick question about your Q2 marketing plans
Hey Sarah,
Great meeting you at the SaaS Connect event last week. Your point about shifting budget from paid to organic stuck with me — we've been helping companies do exactly that.
We recently helped a B2B company in your space cut their CAC by 35% by restructuring their content strategy. Figured it might be relevant given what you mentioned about tightening the budget.
Would you be open to a 15-minute call this week to see if there's a fit?
Best,
Alex
Tips to Get Better Results
- One email, one ask. Don't try to do three things in one email. Tell the AI your single goal.
- Include their name. Add "Their name is [NAME]" to the context for instant personalization.
- Chain emails. Say "They replied with: [paste reply]. Write my response." and the AI keeps the thread going naturally.
- Ask for options. Say "Give me 3 different subject lines" or "Give me a short version and a longer version."