Email is where many people spend a big chunk of their working day. AI won't replace your judgement about what to say, but it can turn a rough idea into a clear, well-structured message in seconds.
Brief it like an assistant
The best email prompts answer four questions:
- Who is the recipient, and what's your relationship?
- What happened, and what do you need from them?
- Tone: warm, firm, apologetic, excited?
- Limits: anything you must not promise or mention?
Ask for a specific call to action
Many emails fail because the request is vague. Ask the AI to end with one clear question or action and a deadline, such as “Could you confirm by Thursday?”
Keep it short
Set a word limit; around 120 words works for most emails. Ask for short paragraphs and a subject line that says what the email is about.
Handle difficult emails calmly
For complaints, delays or saying no, ask the AI to acknowledge the other person's view, state the facts without blame and offer a next step. Then read it as the recipient would. Ask for a softer and a firmer version and pick the one that fits.
Make it sound like you
Paste a couple of emails you've written and ask the AI to match the style. Remove phrases you'd never say, like “I hope this email finds you well”, and keep your usual greeting and sign-off.
Always do a final read
Check names, dates, numbers and attachments yourself. The AI drafts; you're the one who hits send.