Automating Emails and Messages

The average professional spends 28% of their day on email. ChatGPT can reduce that by 80% if you use it as a "Communication Drafter" rather than a writer.

1. The "Bulllet-to-Professional" Pattern

Never write a full email from scratch. Instead, provide the AI with raw bullet points and a target persona.

Example Prompt:

"Draft a professional email based on these points:

• Recipient: John (Client)
• Topic: Delay in the audit report.
• Reason: Waiting on bank statements.
• New Deadline: Next Tuesday.
• Tone: Apologetic but confident.
• End with: A request for a quick 5-minute call."

2. Refining the Tone (The "Polisher")

If you've already written an email but it sounds too harsh or too passive, use the Polisher Prompt.

"Rewrite the following email to make it more [Assertive/Friendly/Concise/Formal]. Ensure the main request is moved to the first sentence."

graph LR
    Bullets[Raw Bullets] --> AI[ChatGPT]
    AI --> Draft[Draft Email]
    Draft --> Human[Human Edit/Review]
    Human --> Send[Send]

3. Slack and Instant Messaging

For Slack, the tone is usually different (shorter, uses emojis, less formal).

"Turn this email into a short Slack message for the team channel. Use a friendly tone and include an emoji for the 'deadline' part."

4. Cold Outbound and Sales

ChatGPT is excellent at tailoring pitches to specific people.

"Below is a LinkedIn profile of a prospect. Based on their 'About' section, write a 2-sentence personalized opener for an email about our product [Product Name]."

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Hands-on: The "Bad Boss" Fix

1. Write a short, angry email about someone being late.
2. Prompt: "Rewrite this email to be professional, constructive, and focused on solutions rather than blame. Keep it under 50 words."

Notice how the AI de-escalates the situation.

Key Takeaways

• Input Bullets, Output Gems: Save time by not writing prose.
• Tone shifting is a superpower for difficult conversations.
• Always Review before sending.