Write a business email based on the information below. Recipient and relationship: [RECIPIENT AND RELATIONSHIP] Purpose and desired outcome: [PURPOSE AND DESIRED OUTCOME] Relevant facts or context: [KEY FACTS AND CONTEXT] Tone and constraints: [TONE AND CONSTRAINTS] First, identify the one action or decision I need from the recipient. Then write:
1. A specific subject line of 4-8 words.
2. The email in 120-220 words.
3. A one-sentence follow-up note I can send if there is no reply after [FOLLOW-UP TIMING].
Use a practical business structure: opening context, the reason this matters now, only the facts the recipient needs, a clear request with a deadline or proposed next step, and a courteous close. Match the power dynamic and familiarity level: do not sound overly casual with a new executive contact, and do not write stiff formalities to a close working partner. If I am asking for a decision, state the options and the recommendation when my notes support one. If I am requesting work, make the deliverable, owner, and date unmistakable.
Do not invent prior conversations, figures, commitments, attachments, approvals, or urgency. Avoid throat-clearing, long background sections, vague requests such as “let me know your thoughts,” and multiple unrelated asks.
Before answering, check that the email has exactly one primary ask and that every factual claim is supported by my inputs. Ask up to 3 clarifying questions only if a required input is missing.Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [RECIPIENT AND RELATIONSHIP] | State who will receive the email, their role, and how well you know them. | Priya Nair, VP of Operations at a prospective customer; we had a 30-minute discovery call yesterday. |
| [PURPOSE AND DESIRED OUTCOME] | State why you are writing and the decision, reply, or action you need. | Ask Priya to confirm whether her team wants a two-week pilot starting October 14. |
| [KEY FACTS AND CONTEXT] | Provide the relevant history, dates, numbers, options, or project details. | Pilot covers 25 support agents, costs $4,800, includes onboarding, and requires a signed order form by October 4. |
| [TONE AND CONSTRAINTS] | Describe the desired tone and any word count, policy, or sensitivity constraints. | Warm and concise; do not pressure her or mention competitors. |
| [FOLLOW-UP TIMING] | Enter when you plan to follow up, such as three business days. | three business days |
How to use
- Replace every bracketed field with facts the recipient needs to act.
- Paste the completed prompt into your AI tool and keep the source notes nearby.
- Check that the subject, primary ask, deadline, and any numbers are correct before sending.
- Follow up with: “Make this 90 words, preserve the ask, and make the opening less formal.”
Variations
Executive update
Use when a senior leader needs a fast decision-ready status update.
Draft an executive update email for [EXECUTIVE]. Cover [PROJECT OR DECISION], the current status, [TWO OR THREE MATERIAL FACTS], the main risk or dependency, and the decision I need by [DATE]. Write a subject line and a 100-150 word email. Lead with the recommendation, put the decision in one direct sentence, and separate facts from assumptions. Do not invent outcomes, timelines, or stakeholder agreement. Check that every issue named affects the requested decision.
Difficult correction
Use when you need to correct an error without becoming defensive.
Write a business email correcting [ERROR OR MISUNDERSTANDING] for [RECIPIENT]. Use these confirmed facts: [FACTS]. State what was wrong, the practical impact, the correction or remedy, and what happens next by [DATE]. Keep it accountable and calm; do not shift blame, over-apologize, or promise anything not approved. Produce a subject line and a 120-180 word email. Check that the corrected information is unambiguous and that the next step has an owner.
Meeting follow-up
Use after a meeting that produced decisions and assigned work.
Turn these meeting notes into a follow-up email for [ATTENDEES]: [MEETING NOTES]. Write a 150-220 word recap with confirmed decisions, action items in “Owner — deliverable — due date” format, open questions, and the next meeting or checkpoint. Do not convert suggestions into decisions or assign an owner not named in the notes. Include a concise subject line. Check that each action has one owner and that dates match the notes.
Tips
- Put the request in a sentence the recipient can answer with yes, no, or a named alternative.
- For decision emails, include only the trade-offs that change the decision; background belongs in a linked document or attachment.
- Use dates with time zones when coordinating across locations, and distinguish a deadline from a requested reply date.
- If the recipient is senior, lead with the decision and recommendation before the project history.
FAQ
Can AI write a business email from bullet points?
Yes. Give it the recipient, desired outcome, confirmed facts, and tone. Check names, dates, pricing, and commitments before sending.
How long should a business email be?
Most requests and updates fit in 120-220 words. Use a longer email only when the recipient must evaluate a meaningful decision or risk.
Should I ask for multiple things in one email?
Only when the asks are tightly connected. Separate unrelated requests so the recipient can respond and act without missing one.