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AI-Powered Email Writing: Prompts and Tips with ChatGPT

AI-Powered Email Writing: Prompts and Tips with ChatGPT

Email has been around for fifty years, and it hasn’t evolved much in that time. At least till now.
Email has seen a significant generative AI makeover in the two years after ChatGPT’s debut.
AI assistants are now integrated into programs like Outlook and Gmail, ready to aid you in creating and improving your electronic correspondence. Given that some employees in the UK write emails for nearly nine hours every week, there is room for significant efficiency improvements.
GenAI solutions, such as integrated assistants or stand-alone chatbots like Gemini and ChatGPT, can help you write better, use the appropriate tone, and influence your audience to do what you want them to.

Gaining proficiency in AI prompting is fast becoming essential for daily and professional life. Here are some pointers, suggestions, and example prompts to help you save time when deciding what to write in emails and how to format them for various audiences and situations.

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Which GenAI Tools Are Best for Me?
Before we get started, a brief note: these instructions and suggestions should work with both chatbots like ChatGPT and AI assistants like Copilot that are incorporated into your mail software. There is little requirement for sophisticated skills like online browsing, multimodal ability, or reasoning capacity for simple tasks like sending emails. I’ll note if any of the advice I provide here depends on these qualities.
As previously stated, both the free and premium versions of Gmail and Outlook’s client software, as well as the browser and app versions, come with assistants. The free versions of the most well-known chatbots, including ChatGPT, Gemini, Claude, and others, are all more than capable of creating emails.

Advice for Successful Email Prompting
One of the most crucial pieces of advice for any type of prompting is to always know what you hope to accomplish.
There is no way to know what AI will give you in return if you give it ambiguous or fuzzy aims, but it probably won’t be what you want. Although AI is intelligent, it is unable to read your thinking.
Ask the AI to assist you in determining your goals if you are unsure. It can assist you in determining your objectives and the best way to gauge your progress on any task.

The second most crucial thing to realize is that you can provide ChatGPT (or whatever) with any information it requires to assist you in finishing your assignment. Spreadsheets, articles, photos, and most other kinds of media can be attached, and AI can extract insights from them to utilize in your emails.
For instance, a company could use consumer transaction data to generate automatic, customized follow-up emails inquiring about customers’ satisfaction with their most recent purchases.

Identifying your audience at all times is another helpful idea. It is more likely to be received positively if you inform ChatGPT that the communication is meant for your supervisor, clients, or potential clients whose issues you can resolve.

You can provide it samples of your writing style (either uploaded as files or pasted into the conversation) so it can mimic your voice, tone, and writing style if you want to be sure your recipients know it’s you writing.
The last and most important threat is the dreaded possibility of AI hallucinations. Language-based genAI has a peculiarity in that it dislikes situations in which it is unable to respond and will occasionally conjure stuff up out of thin air.

Telling it to ask you for any information it lacks is an easy method to prevent (or at least lessen) the likelihood of this happening. Many prompts can be made significantly more successful by adding the phrase “ask me for any additional information you need to do the job.”

Here are some easy prompts to help you write emails that accomplish your goals while keeping those broad guidelines in mind.

Meeting Highlights

Review and summarize Giving a meeting AI particular data to work with instead of making it rely solely on its training data is how it performs best.
The prompt: After summarizing the meeting using the agenda, attendance record, and comments provided, write a customized follow-up email for each participant that includes an action plan including the goals, timeline, and next activities.

Write with Impact

Your goal while composing an email is usually to influence the recipient to do a specific action, such as purchasing your goods, going to your event, or contributing to a worthy cause. Run any email you have to write that aims to motivate action through this prompt first:

Prompt: Please take this draft email and make it more likely to accomplish its goal by prioritizing opportunities, rewards, or dangers and organizing the content in a clear, succinct, and convincing manner. Ask me to explain what it is meant to accomplish if you are unclear about its goal. Keep all of your communications consistent in tone, style, and voice. Once you have all the information you require, write an email that is convincing, well-written, and efficiently organized.

How to Appeal a Ticket or Fine

Appealing a Ticket Or Fine Appeals are frequently quite technical procedures that are decided by regulations. A copy of the rules you are alleged to have broken—such as parking terms and conditions—is required for this question.

Prompt: Please assist me in reversing this penalty or fine. A copy of the restrictions I am alleged to have violated is attached. Please ask me why I think this fine or penalty should be reversed, and then write a brief, courteous, but direct letter that makes reference to the regulations and persuades the issuer to do so.

The Power of Strategic Prompting

Just to give you an idea of the various ways we may use AI to assist us with jobs, these prompts have been created. All of them are adaptable to a wide range of requirements.
By providing AIs with the precise data they require and asking them to notify you if they require additional information, anyone can make their prompts produce much more relevant and customized results.
It is clear that the success of many readers in the future will likely depend on their ability to cooperate with and benefit from AI.
Many technical obstacles that we may face when attempting to use technology efficiently are eliminated by language-based generative AI, such as the need to learn how to write code.

However, since it’s still a talent, practice and education might help you get better at it. Additionally, our chances of taking advantage of the opportunities that AI presents increase with our level of proficiency.

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Written by Huma Siraj

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