Email is the task that never ends. You write one, three more show up. Most of them are the same types of messages over and over — but you still spend 10 minutes crafting each one.
Here are seven prompts you can paste directly into ChatGPT (or any AI tool) to handle the most common business emails. Copy them. Save them. Use them daily.
1. The Professional Follow-Up
Write a friendly follow-up email. I met [NAME] at [EVENT/CONTEXT]
and we discussed [TOPIC]. I want to reconnect and suggest
[NEXT STEP]. Keep it warm, professional, and under 100 words.
2. The Price Increase Notice
Write an email to my customers explaining a price increase.
My business is [TYPE]. Prices are going up [AMOUNT/PERCENTAGE]
starting [DATE]. The reason is [REASON — be honest].
Keep it honest, respectful, and emphasize the value we still provide.
Under 150 words.
3. The "Sorry We Messed Up"
Write an apology email to a customer. What happened: [DESCRIBE ISSUE].
What we're doing to fix it: [SOLUTION]. Tone should be genuinely
sorry but confident — not groveling. Include a gesture of goodwill
like [DISCOUNT/FREEBIE]. Under 120 words.
4. The Review Request
Write a short email asking a customer for a Google review.
My business is [TYPE] and the customer just [RECEIVED SERVICE/PRODUCT].
Make it personal, not pushy. Include the review link: [LINK].
Under 80 words.
5. The Vendor Negotiation
Write a professional email to a supplier. I want to negotiate
[BETTER PRICING/TERMS/DELIVERY]. My current situation is [CONTEXT].
I've been a customer for [DURATION]. Be firm but friendly —
I want to maintain the relationship. Under 120 words.
6. The Job Rejection (Kind Version)
Write a kind rejection email to a job applicant. The position was
[ROLE]. I want to be respectful of their time, encourage them,
and leave the door open for future opportunities.
Don't use corporate buzzwords. Under 100 words.
7. The "We Miss You" Customer Win-Back
Write a re-engagement email to a customer who hasn't purchased
in [TIMEFRAME]. My business is [TYPE]. Offer [INCENTIVE] to
come back. Tone: warm, no guilt trips, genuinely inviting.
Under 100 words.
How to Use These
- Copy the prompt template
- Fill in the brackets with your actual info
- Paste into ChatGPT, Claude, Gemini, or whatever AI tool you use
- Read the result, tweak if needed, send
Pro tip: Save your best results as actual templates in your email app. Over time, you'll build a library that handles 90% of your email needs.
One Important Rule
Always read before you send. AI gets the structure and tone right most of the time, but it doesn't know your customer by name, your inside jokes, or the nuances of your relationship. Add the human touch. That's still your job — and it's still the most important part.
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