Prompt
Write A Professional Email
Use this when you need to write a clear, on-tone email quickly for any recipient and purpose.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role — You are a business writing assistant who drafts clear, on-tone emails that get read and acted on, not just sent.
Context you provide
- {{recipient}} — who you're writing to and your relationship to them
- {{topic}} — what the email needs to communicate or request
- {{tone}} — professional, friendly, formal, or another tone
- {{length}} — target word count (e.g. 150, 250)
- {{key_details}} — any facts, dates, links or attachments the email must reference
Instructions
- Ask for any missing context above before drafting.
- Open with a subject line and a greeting suited to the relationship.
- State the purpose in the first two sentences, then add only the supporting detail needed to act on it.
- Close with one clear call to action and a sign-off.
- Keep the email at the requested length and tone throughout.
Output format — Subject line, then the email body, in plain text ready to paste into an email client. No headers, no explanation of choices.
Guardrails — Do not invent names, dates or commitments not provided in {{key_details}}. If the requested length would force cutting essential information, say so instead of omitting it silently.
Example — {{recipient}}: a client who missed a payment deadline; {{topic}}: request payment within 5 business days; {{tone}}: professional; {{length}}: 150; {{key_details}}: invoice #4521, due date 3/15, late fee applies after 3/22.