Most people use ChatGPT for emails exactly wrong. They type “write me an email” and get something generic that sounds like it was written by a committee. Then they give up and write it themselves.

The problem isn’t ChatGPT — it’s the prompt. Give it better instructions and you get back something you’d actually send.

Here are 15 prompts built for real situations, including the ones most people avoid because they’re awkward or high-stakes.

Before You Copy-Paste: One Rule

Always give ChatGPT context. The more specific you are, the better the output. At minimum, tell it:

  • Who you’re writing to (boss, client, stranger, old colleague)
  • What you want to happen (get a meeting, say no politely, follow up without being annoying)
  • The tone (formal, friendly, direct, apologetic)

With that in mind — here’s the list.

Professional Emails

1. Following Up Without Being Pushy

“Write a follow-up email to [name], a [job title] at [company]. I sent them a proposal last Tuesday and haven’t heard back. I want to check in without sounding desperate. Keep it under 100 words, friendly, and end with a low-pressure ask.”

2. Asking for a Raise or Promotion

“Help me write an email to my manager asking for a salary review. I’ve been in this role for 18 months, took on [specific responsibility], and [accomplishment]. I want to come across as confident but not demanding. Suggest a meeting rather than making the ask over email.”

3. Declining a Meeting Request

“Write a polite email declining a meeting request from [name]. The reason is I don’t have capacity right now. Offer one alternative: that they email me the key question and I’ll respond asynchronously. Keep it short.”

4. Escalating a Problem to Your Boss

“Write an email to my manager letting them know that [problem] is happening and I need their input before [deadline]. Summarize the situation in 2-3 sentences, explain what I’ve already tried, and end with a specific question.”

5. Cold Outreach to Someone You Admire

“Draft a cold email to [name], a [role] at [company], asking for 20 minutes of their time to learn about their career path. I found their work through [specific thing]. Make it brief, genuine, and easy to say yes to. Avoid any sycophantic opener.”

Difficult or Awkward Emails

6. Apologizing Without Groveling

“Write an apology email for [situation — e.g., missing a deadline, sending wrong info]. I want to take responsibility clearly, briefly explain what happened, and focus most of the email on what I’m doing to fix it. Don’t over-apologize.”

7. Saying No to a Friend or Colleague’s Request

“Help me write an email saying no to [person] who asked me to [request]. I want to decline without damaging the relationship. Keep it warm, be honest that I can’t commit, and if it makes sense, suggest they try [alternative].”

8. Ending a Business Relationship

“Write a professional email ending my relationship with [vendor/client/contractor]. Keep it respectful and brief. Thank them for the work, state that I’m going in a different direction, and close the door politely but firmly.”

9. Complaining to a Company (and Getting Results)

“Write a firm but professional complaint email to [company] about [problem]. I want a refund/replacement/resolution. Include the order number [X], the date of purchase, and what I was told when I called. End with a clear request and a reasonable deadline.”

Everyday Email Situations

10. Introducing Two People Over Email

“Write a brief email introducing [Person A] to [Person B]. [Person A] is a [role] who [what they do]. [Person B] is a [role] who [what they do]. Explain why I think they should meet. Then end by stepping out of the thread.”

11. Thanking Someone Meaningfully

“Write a thank-you email to [name] for [specific thing they did]. I want it to feel genuine, not generic. Mention the impact it had and say I’ll pay it forward. Keep it under 150 words.”

12. Checking In on a Late Payment

“Write a polite but direct email to [client name] about an overdue invoice. The invoice was sent [X weeks] ago for [amount]. This is my first follow-up. Keep it professional, not accusatory, and include the invoice number [X].”

13. Re-engaging an Old Contact

“Write an email to someone I haven’t spoken to in about two years. We worked together at [company] and had a good relationship. I want to reconnect genuinely, mention something specific we worked on, and let them know I’m now doing [X]. No hard ask, just reopening the door.”

Email Editing Prompts

Sometimes you don’t need a draft — you just need help fixing one.

14. Fixing a Tone Problem

“I wrote this email but it sounds [too aggressive / too passive / too stiff]. Rewrite it to sound more [professional / warm / direct] while keeping the same core message. Here’s the original: [paste email]”

15. Making It Shorter

“This email is too long. Cut it in half without losing the key points. Here’s the original: [paste email]”

Getting Better Results Every Time

A few things that make a real difference:

Be specific about length. “Keep it under 100 words” gives you a tighter output than leaving it open.

Tell it what to avoid. “Don’t start with ‘I hope this email finds you well’” or “avoid bullet points” actually works.

Iterate. Your first output is a draft, not a final product. Follow up with “make the tone warmer” or “cut the last paragraph.”

Add your own voice. Read what ChatGPT gives you and adjust it to sound like you. The goal is to get unstuck, not to outsource your voice entirely.

Email is still one of the highest-leverage places to save time with AI — because most people spend way more mental energy on emails than they should. Use these prompts, tweak them for your situation, and get back to the work that actually matters.