Writing and Improving Emails
Email is one of the most popular uses for ChatGPT, and for good reason. Whether you're writing a new email from scratch or improving one you've drafted, ChatGPT can help you communicate more effectively.
Why ChatGPT is Great for Emails
- Saves time - Get a solid first draft in seconds
- Helps with tone - Professional, friendly, formal, or apologetic
- Overcomes writer's block - No more staring at a blank screen
- Catches mistakes - Helps you say what you actually mean
Writing a New Email
The Basic Approach
Tell ChatGPT:
- Who the email is to (their role/relationship to you)
- What the email is about
- The tone you want
Adding More Detail
The more context you provide, the better the email:
Common Email Scenarios
Requesting Time Off
Following Up
Apologizing for a Mistake
Declining an Invitation
Asking for Help
Improving Your Own Emails
Sometimes you've already written an email but want to make it better. ChatGPT can help!
Make It More Professional
Make this email more professional:
"Hey, so about that meeting yesterday, I think we should probably do the thing we talked about. Let me know what you think."
Make It Shorter
Shorten this email while keeping the key points:
[paste your long email here]
Make It Friendlier
Make this email warmer and friendlier while keeping it professional:
[paste your email here]
Check the Tone
Does this email sound too demanding? How can I make it more polite?
[paste your email here]
Email Writing Tips
Tip 1: Specify the Relationship
The email to your close colleague will be different from the email to your CEO.
To a peer:
Write a casual email to my coworker...
To upper management:
Write a formal email to our VP of Sales...
Tip 2: Include the Outcome You Want
What do you want the recipient to do?
Clear outcome:
Write an email asking my landlord to fix the leaky faucet. I want them to schedule a repair this week.
Tip 3: Mention Any Constraints
Are there things you should or shouldn't include?
With constraints:
Write an email resigning from my position. Don't mention my new job or criticize the company. Keep it brief and positive.
Responding to Difficult Emails
ChatGPT is especially helpful when you're not sure how to respond.
When You're Frustrated
When You Need to Say No
When You're Confused
Subject Line Help
Don't forget the subject line! ChatGPT can help with those too.
Exercise: Write Your Own Email
Think of an email you actually need to write and try creating a prompt for it. Consider:
- Who is the recipient?
- What's the purpose of the email?
- What tone is appropriate?
- What do you want them to do?
Quick Reference: Email Prompt Template
Write an email to [recipient relationship] about [topic].
Context: [any relevant background]
Tone: [professional/friendly/formal/apologetic/etc.]
I want them to: [desired action or response]
Keep it [length preference: brief/detailed/to the point].
Key Takeaways
- ChatGPT excels at writing emails of all types
- Include who, what, and tone in your prompt
- You can improve existing emails by asking ChatGPT to adjust tone, length, or clarity
- For difficult emails, ChatGPT helps you stay professional and calm
- Don't forget to ask for subject line suggestions too
Next, let's learn how ChatGPT can help you summarize information quickly!