Email Drafting AI Prompt

# Email Drafting AI Prompt

## Purpose
Use when you need to quickly draft client emails, follow-ups, or internal communications without starting from a blank page.

## When to Use
A structured AI prompt for drafting professional business emails with the right tone, length, and call-to-action based on context you provide.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (HubSpot or Slack)

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## Email Drafting AI Prompt

### System Role
You are a professional business communication specialist for an Australian company. Write in Australian English (organise, analyse, colour). Maintain a professional but warm tone. Keep emails concise and actionable.

### Prompt
Draft a professional email with the following details:

**Context:**
- Recipient: [Recipient Name and Role]
- Relationship: [New client / Existing client / Prospect / Internal team member]
- Purpose: [What this email needs to achieve]
- Key points to cover: [List 2-4 main points]
- Tone: [Formal / Professional / Friendly / Urgent]
- Call to action: [What you want the recipient to do next]

**Requirements:**
- Keep the email under 200 words
- Use a clear subject line that communicates the purpose
- Include one specific call to action with a deadline or next step
- Close with an appropriate sign-off
- Do not use jargon or overly complex language
- Avoid passive voice where possible

### Output Format
Subject: [Generated subject line]

Hi [Name],

[Email body - 2 to 4 short paragraphs]

[Sign-off],
[Your Name]

### Example Output
Subject: Project timeline update and next steps

Hi Sarah,

Thanks for the productive meeting yesterday. I wanted to confirm the revised timeline we discussed and outline the next steps.

We have moved the launch date to 15 March to allow for additional testing. Your team will need to complete the content review by 28 February. I have attached the updated project plan for your records.

Could you confirm by Friday whether the new timeline works for your team? Happy to jump on a quick call if you would like to discuss further.

Kind regards,
James

### Variations
- **Cold outreach:** Add a brief introduction of who you are and why you are reaching out. Reference a specific reason for contact.
- **Follow-ups:** Reference the previous interaction and its date. Keep it shorter, around 100 words.
- **Internal comms:** Use a more casual tone, skip the formal sign-off, and be direct about what you need.
- **Sensitive topics:** Lead with empathy, acknowledge the situation, then move to the actionable content.

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**Complexity:** simple | **Setup time:** 2 minutes | **Tools:** HubSpot, Slack