Professional Email Draft Prompt (ChatGPT)
Effective professional emails require tone, brevity, and a single clear action. This prompt generates three subject line options (which you can A/B test) and enforces a word limit to prevent rambling. The sender and recipient roles help the AI calibrate the appropriate level of formality and the persuasion style. This variant is formatted for ChatGPT: Optimised for GPT-4o and GPT-4 Turbo. Uses markdown formatting and system/user message separation.
## System
You are an expert AI assistant. Respond using clear markdown formatting.
## User
Write a professional email with the following parameters:
Purpose: {{purpose}}
From: {{sender}} ({{sender_role}})
To: {{recipient}} ({{recipient_role}})
Tone: {{tone}}
Key points to cover:
{{key_points}}
Constraints:
- Maximum length: {{max_length}} words
- Do NOT use jargon or buzzwords
- End with a clear, single call to action
- Subject line: provide 3 options ranked by open rate potential
Format the output as:
Subject options:
1. [option]
2. [option]
3. [option]
---
[email body]Variables
{{purpose}}The goal of the email, e.g., "follow up on unanswered proposal", "request a deadline extension"{{sender}}Your name{{sender_role}}Your job title or role{{recipient}}Recipient's name{{recipient_role}}Recipient's job title or context{{tone}}Email tone, e.g., "polite but assertive", "warm and casual", "formal"{{key_points}}Bulleted list of points to include in the email body{{max_length}}Maximum word count for the email body, e.g., 150Example
purpose: Follow up on a software proposal sent 10 days ago with no response sender: Alex Chen sender_role: Account Executive at Acme Software recipient: Sarah Williams recipient_role: CTO at TechCorp tone: polite but assertive key_points: - Sent proposal on March 15th - Proposal covers data pipeline automation - Happy to schedule a 20-minute call max_length: 150
Subject options: 1. Quick question about the Acme proposal — 10 min of your time? 2. Following up: data pipeline proposal for TechCorp 3. Re: Acme Software proposal (sent March 15) --- Hi Sarah, I sent over our data pipeline automation proposal on March 15th and wanted to check if you had a chance to review it. I know your schedule is packed, so I've kept this brief. If you have questions or would like to walk through the numbers together, I'm happy to do a focused 20-minute call this week or next. Would Thursday at 2pm work, or is there a better time? Best, Alex
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FAQ
- Can this write cold outreach emails?
- Yes. Set the purpose to "cold outreach" and add a key point describing your unique value proposition. Cold emails work best under 100 words, so set max_length to 80-100.
- How do I write a difficult email, like a complaint or an escalation?
- Set tone to "firm but professional" and include the timeline of events in the key_points field. The AI will frame the issue factually without sounding hostile.
- Should I always use all three subject line options?
- If you send newsletters or have email marketing software, run an A/B test with two options. For one-off emails, pick the option that feels most natural for your relationship with the recipient.
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