Best prompts for writing professional emails in seconds

Writing professional-level emails is an essential skill in any work environment. However, it requires time and effort. Fortunately, the use of artificial intelligence comes to our rescue. In this article, we explain how to use prompts to write professional emails quickly and effectively.

If you want to make a difference with your messages and stand out in your company or business relationships, keep reading: here's EVERYTHING you need to become a true master of professional email, powered by AI.

 

What is a prompt in AI and how is it used to write emails?

Un prompt It's an instruction or initial phrase that helps the AI ​​generate a specific message tailored to your needs. In the context of professional email, the prompt would be what you tell the AI ​​to compose the appropriate email. For example: «Write an email requesting detailed information about the status of project X, maintaining a cordial and professional tone.»

The more information and context you provide in the prompt, the more accurate and aligned with your objective the response will be.This system works both for creating texts from scratch and for correcting, shortening, adapting the tone, or transforming long emails into easy-to-digest summaries.

Key elements of a good prompt for professional emails

If you want to get the most out of the AI in email writing, You have to know how to ask for what you needA good prompt should always incorporate:

• Context: Specify what the email is about and who it's for. A colleague, a client, or your boss are not the same.
• Clear action: Explain what you hope to achieve with the message (request, thank, inform, complain, etc.).
• tone and style: Indicate whether it should be formal, informal, close, persuasive…
• Limitations or extension: If you want something short, direct or with a certain length.

Common mistakes when creating prompts (and how to avoid them)

Many users fall into some typical faults when asking AI for help composing emails:

• Being too genericIf you type "Compose a formal email," the AI ​​will improvise, and the text may not be relevant to your case.
• Not achieving the objectiveIf you don't explain the exact reason for the email, the message may remain superficial.
• Forget the recipient. You have to adapt your tone and content to the person you're addressing. Dealing with a client is not the same as dealing with a colleague.
• Do not ask for spelling/grammar check. Including it in the prompt reduces the risk of errors.

By using these tips and avoiding the most common mistakes, you'll be able to create the best prompts for writing professional emails.

Practical examples of prompts for professional emails

The best way to learn how to create prompts for writing professional emails is by watching examples applied to real situationsHere we present a compilation based on different objectives that you can use in ChatGPT or any other tool:

Situation	Prompt Example
Request information	"Write a professional email to request an update on the delivery status of order number 12345. Use a formal and polite tone, with no more than 80 words."
Thanking a customer	"Write a thank-you email to a customer who just completed a purchase. Ask for feedback on the experience and sign off cordially."
Meeting call	"Generate an email inviting everyone to a meeting about the quarter's results, including the date, time, agenda, and a request for RSVP."
Report expenses	"Write an email to notify your supervisor about the expenses recorded during your last company outing. Include attachments and request confirmation."

 

Recommended types of professional emails and prompts

The writing needs can be very diverse depending on the objective of the message. Therefore, it's helpful to categorize the most common situations and the most effective prompts for each:

• Information request: “Write an email requesting information about the new catalog of available services, in a friendly tone.”
• Gratitude: “Write a formal thank-you email after a meeting, highlighting the key points discussed and showing openness to future collaboration.”
• Tracking: “Create a polite follow-up email to see if there’s any update on the proposal you sent last week.”
• Proposal presentation: “Write a professional email presenting a collaboration proposal with details of the project and requesting a possible meeting to discuss it.”
• Meeting reminder: “Write an email reminding attendees of the meeting scheduled for Monday, in a professional and concise tone.”
• Closing of projects: “Create an email to inform everyone that the project has ended, including a summary of the results and thanking the team for their involvement.”

How to improve the tone of your emails with AI

One of the great values ​​of personalized prompts is the ability to adjust the tone of the email according to the recipient.You can specifically ask the AI ​​to make the email sound more formal, more approachable, or even empathetic in delicate situations.

• Formal: «Write a professional and formal email requesting a meeting with the HR director.»
• Friendly: «Create a friendly email to thank a colleague for their help in delivering the project.»
• Direct: «Write a brief and direct email asking about the status of the pending documentation.»
• Empathic: «Write an email apologizing to a customer for a service error, offering a solution and showing understanding.»

Prompts for effective follow-up emails

Following up on clients, meetings, or tasks is essential to maintaining productive relationships.Some useful examples:

Case	Prompt Example
After-sale	«Write a follow-up email after a purchase, asking about satisfaction and requesting honest feedback.»
Reminder	"Write a polite reminder to a customer about an upcoming delivery deadline."
Request opinion	"Generate an email requesting the recipient's feedback on the service received, in a friendly tone."
Appointment confirmation	«Create a follow-up email confirming the scheduled appointment and reminding you of the necessary documentation.»

Personalize emails with recipient data thanks to AI

Personalized emails increase open and response rates. Add details to your prompts such as the recipient's name, their company, shared projects, or specific interests:

Personalization.	Proposed Prompt
personalized greeting	«Create an opening greeting using the recipient's name and a reference to their role in the company.»
Reference to interests	"Write an email that includes details about the recipient's interests, mentioning why the proposal might be relevant to them."
Mention of previous projects	«Include a thank you mentioning the collaborative work on the previous project.»

How to review and correct your emails with AI prompts

An email with grammatical or spelling errors can ruin a professional perception.. Before you hit send, use AI to review and polish your text:

• Full review: «Please review all email and flag any grammatical or spelling errors.»
• Suggestions for improvement: «Suggest improvements to make the email clearer and have a positive impact.»
• Check consistency: «Analyze the coherence and cohesion of the message, improving the structure if necessary.»

Optimizing email marketing with prompts and automation

Email marketing campaigns have taken a leap in quality with automation and smart promptsYou can create, schedule, and customize email sequences for different audiences and situations:

• Welcome and onboarding: «Generate a welcome email for new subscribers, highlighting the benefits of joining our community.»
• Cart Reminder: «Create a reminder email for users who left products in their cart, including a special offer.»
• Presentation of products: «Design an email that announces new products, with an exclusive discount.»
• Post-purchase follow-up: «Write a thank you email after a purchase, asking for feedback on the product.»

These prompts allow you to automate repetitive tasks and add a personal touch to every interaction.

Common mistakes in professional emails (and how to avoid them)

Avoiding certain writing errors is as important as getting the message right.. Among the most common errors are:

• Being overly formal in relaxed settings.
• Abuse technicalities or far-fetched phrases.
• Not adapting the tone to the specific recipient.
• Forgetting to check spelling and grammar.
• Leave the matter blank or unclear.

A satisfactory solution: Always adjust the prompt by specifying the level of formality, the length, automatically review and request multiple versions if needed.

Effectiveness Analysis: How to Know if Your Emails Are Working

AI can also help you analyze the performance of your emails: You can request reports on open rates, response rates, detect patterns based on the sending time, or suggest improvements based on the results obtained.

• “Analyze the results of my recent emails and suggest improvements to increase the response rate.”
• “Write a report on the effectiveness of my campaigns, identifying the best topics and times.”

These analyses will allow you to iterate and refine your strategy with objective data.

How to use automatic responses with the help of AI

Setting up automatic responses is one of the most practical features for managing absences, vacations or periods of unavailability.Some useful prompts:

• "Create an auto-reply stating that I'm out of the office until October 10th and that I'll reply when I return."
• "Write an automatic thank-you message to whoever contacts, letting them know you'll respond soon."
• «Generate a response with alternative contact information for urgent cases.»

With AI, these types of messages are much more personalized and effective..

Good practices in writing formal and professional emails

Following a series of guidelines will make your emails stand out positively.:

• be clear and direct. State the objective in the first lines.
• Use short, separate paragraphs by blank spaces.
• Include bullets or lists for messages with a lot of information.
• Always check spelling and grammar before sending.
• Adjust the tone to the recipient (client, colleague, supplier, etc.).
• Include a clear call to action if you are looking for an answer.

You can ask the AI ​​to convert any email into best practices format from the prompt..

As you have seen, the Prompts for writing professional emails have become the ultimate tool for optimizing email in any business context.. Not only do they simplify the creation of effective messages, personalize the tone, and correct errors, but they also allow you to automate tasks, analyze results, and adapt to each recipient's expectations. With the help of artificial intelligence and well-defined prompts, you'll have complete control over your professional communication, save time, and ensure you leave a lasting impression with every message you send.