Handling repetitive email tasks can quickly eat up hours of productive time, which is why having an email writing assistant, like ChatGPT, can be a game-changer. By setting up a few targeted prompts, ChatGPT can draft responses, follow-ups, and outreach emails with accuracy and tone consistency, freeing you to focus on more strategic work.

But it’s not gonna be all easy. Tips?

One of the main issues with ChatGPT-generated emails is that they can be tone-deaf and long-winded. In short, they’re not always something a human being feels compelled to read.

So, our first goal when generating emails using ChatGPT is to make sure that we’ve primed it to create emails that suit your brand, and voice, and that will actually be read and actioned by the receiver. This means keeping things clear and actionable and removing unnecessary fluff.

A Kind-of Step-by-Step Guide to ChatGPT Prompts for Repetitive Email Writing

Step 1: Identify Your Common Email Scenarios

Take a moment to reflect on the types of emails you regularly send. For most people, these fall into a few key categories:

• Client or Customer Inquiries: Requests for information, quotes, or product details.
• Follow-Up Emails: Friendly reminders or check-ins after a meeting, proposal, or initial outreach.
• Thank You and Acknowledgment Emails: Messages to express gratitude, provide project updates, or respond to feedback.
• Scheduling and Meeting Coordination: Setting up calls, rescheduling, or confirming appointments.
• Sales Emails: Outreach to potential customers, introducing products or services, or re-engaging with leads.

By pinpointing these common situations, you can create tailored prompts for ChatGPT to help you craft the perfect response for each scenario.

Step 2: Create Clear and Effective Prompts for ChatGPT

A killer prompt is your golden ticket to getting the perfect draft. To nail it, you need to:

1. Be Specific: Clearly state the purpose of the email.
2. Set the Tone: Professional? Friendly? A mix of both? Let ChatGPT know.
3. Highlight Key Points: Tell ChatGPT the main info to include.

For example:
[Write a professional yet approachable email to schedule a meeting. Mention that I’m available on Wednesday afternoon or Friday morning, and ask for their preferred time.”]

Step 3: Fine-Tune the Prompts As You Go

Prompts are like good coffee—they get better with tweaking. If the output isn’t quite right, adjust the instructions. Maybe the tone needs to be warmer, or the email needs to be shorter. Small changes can make a big difference.

Step 4: Organize Your Prompts for Easy Access

Don’t let your brilliant prompts vanish into the digital void. Save them in a tool you regularly use, like Google Docs, Notion, or even a simple folder on your desktop. Group them by category (e.g., sales emails, meeting requests) so you can grab them when needed.

Prompt Examples for Common Repetitive Emails

Let’s dive into some practical examples of how you can use ChatGPT to streamline repetitive email writing. Whether you’re handling day-to-day business communication or crafting the perfect sales pitch, these examples will help you hit the ground running.

For general business email

These emails are the everyday heroes of your inbox—clear, professional, and straight to the point.

[Draft a reply to a customer-facing technical issue with the product and ask for assistance.]

[Draft a professional email thanking clients for their time during a meeting. Highlight one key point discussed and mention the next steps.]

[Generate a response to a customer asking for more information about our product’s features and pricing.]

For cold email campaigns or sales email

Cold emails are all about grabbing attention and sparking interest without sounding pushy. These prompts can help you with that:

[Create a compelling cold email to introduce (Product/Service Name). Highlight how it solves [specific problem, e.g., streamlining team communication] and include a call-to-action for scheduling a demo or learning more.]

[Write a friendly follow-up email to a potential customer who hasn’t responded. Remind them how (Product/Service Name) can help with (specific issue). Include an offer for a free consultation or demo.]

[I want to send a cold email to (name of prospect and their company) to pitch them on (name of your company or description of your products or services). Find publicly available information on (name of prospect), and use that information to write a concise and informal cold outreach email.]

Things to notice for sales emails

Sales emails are a delicate balance of personalization, clarity, and persuasion. Here are a few tips to make them shine:

• Personalization is Key: Use their name, reference their company, or mention a pain point specific to their industry. ChatGPT can help tailor the tone and content, but you need to provide the details.
• Keep It Snappy: Long-winded sales emails are a one-way ticket to the trash folder. Keep it concise and focused—aim for one main idea per email.
• Call-to-Action (CTA): Your CTA is the backbone of your email. Whether it’s “Schedule a demo,” “Reply to this email,” or “Check out our website,” make it clear, actionable, and easy to follow.
• Timing Matters: Timing can make or break your email’s impact. Mid-morning or early afternoon on weekdays is often the sweet spot.
• Test and Iterate: Not every email will hit it out of the park. Test different subject lines, tones, or CTAs to see what resonates best.

Conquer the Inbox, One Prompt at a Time

Repetitive emails don’t have to feel like a chore anymore. With these ChatGPT prompts, you’ll breeze through your inbox faster than a Friday afternoon clock-out. So, go ahead, try them out, tweak as needed, and let ChatGPT handle the heavy lifting—because you’ve got more exciting things to do than type the same email for the hundredth time!