Review and rewrite the email below for [RECIPIENT AND RELATIONSHIP]. The purpose is [DESIRED OUTCOME], and the context the recipient already knows is [RECIPIENT CONTEXT]. My draft is [EMAIL DRAFT]. These facts, deadlines, and commitments are accurate and may be used: [APPROVED FACTS AND CONSTRAINTS]. Preserve my intent and any necessary firmness, but do not invent commitments, deadlines, pricing, legal positions, apologies, or promises. Do not make the message warmer if that would weaken a needed boundary, and do not make it more forceful than the relationship calls for. Produce four sections: 1. “What the recipient will understand”: summarize the likely takeaway in 3 bullets, including the requested action and deadline. 2. “Issues to fix”: identify only meaningful problems, such as a buried ask, ambiguous owner, missing decision criterion, unnecessary background, loaded wording, accidental blame, or an unsupported statement. 3. “Recommended rewrite”: write a send-ready email with a clear subject line, opening context, concise body, one explicit ask, and a close. Keep it under [MAXIMUM LENGTH]. 4. “Optional tone changes”: provide two single-sentence alternatives only if a softer or firmer version could reasonably be needed. For a meeting request, specify the decision needed and propose an agenda or time window. For a follow-up, state the prior context without implying the recipient ignored it. For an escalation, separate observed facts from impact and requested remedy. Before answering, verify that the rewrite contains one identifiable owner, action, and timing where applicable. Flag any statement in the draft that cannot be supported by [APPROVED FACTS AND CONSTRAINTS]. 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 and your working relationship or relative seniority. | Priya Shah, a client project manager; I am the agency account lead. |
| [DESIRED OUTCOME] | Describe the specific reply, decision, approval, or action you need. | Approve the revised homepage copy by Thursday so design can begin Friday. |
| [RECIPIENT CONTEXT] | Explain what the recipient already knows about the situation. | Priya reviewed the first draft Tuesday and asked for a stronger enterprise focus. |
| [EMAIL DRAFT] | Paste the email you want reviewed. | Hi Priya, we made the changes and think this is much closer now. Could you look at it when you have time? We really need to keep things moving because design is waiting. |
| [APPROVED FACTS AND CONSTRAINTS] | List facts, dates, policies, commitments, and wording constraints that are verified. | Revised copy is in the shared document. Design is scheduled to start Friday, October 4. Do not imply that Priya caused a delay. |
| [MAXIMUM LENGTH] | Enter a practical limit such as 150 words or 6 short paragraphs. | 140 words |
How to use
- Paste the actual draft, including the subject line if you have one, and identify the one response you need.
- State relationship context so the review can preserve appropriate directness and formality.
- Confirm that dates, owners, links, and commitments in the rewrite are correct before sending.
- Follow up with: “Make this 20% shorter while keeping the decision, owner, and Thursday deadline explicit.”
Variations
Executive update
Use this when a senior leader needs a fast decision or status read.
Rewrite this executive update for [EXECUTIVE ROLE]: [DRAFT]. The decision or awareness goal is [GOAL], and the verified facts are [FACTS]. Output a subject line and an email under [WORD LIMIT] words using: bottom line, evidence, impact, and requested decision. Put the request in the first two sentences. Remove operational detail that does not affect the decision. Flag any claim or forecast unsupported by the facts. Ask up to 3 questions only if a required input is missing.
Sensitive feedback
Use this when the email addresses a performance or working issue.
Review and rewrite this feedback email to [RECIPIENT RELATIONSHIP]: [DRAFT]. The observed behavior is [OBSERVATIONS], the impact is [IMPACT], and the requested change is [REQUEST]. Use neutral, observable language and avoid diagnosing motives or making legal or HR conclusions. Produce a concise send-ready message plus a note on any issue better handled in a conversation. Verify that feedback is tied to specific events, not labels. Ask up to 3 questions only if a required input is missing.
Customer reply
Use this when a customer needs a clear response to a problem.
Draft a customer email response about [ISSUE] for [CUSTOMER CONTEXT]. The verified account facts and permitted remedies are [APPROVED FACTS]. The desired resolution is [OUTCOME]. Write a subject line and email under [WORD LIMIT] words that acknowledges the experience without admitting facts not established, explains the next step and owner, and gives a concrete timeline if approved. Flag information that needs confirmation before sending. Ask up to 3 questions only if required input is missing.
Tips
- Put the ask in a sentence that can be answered with yes, no, a named choice, or a date; “thoughts?” turns an email into open-ended work.
- For decision emails, separate background from recommendation so the recipient can act without rereading a history of the project.
- Avoid “just following up” when you need action; name the prior item, the requested action, and the date directly.
- Do not let AI soften contractual, HR, pricing, or legal language without checking it against the approved position.
FAQ
Can Copilot make an email sound less blunt without making it vague?
Yes. Keep the concrete request, owner, and deadline, then replace accusatory wording with observed facts and a clear next step.
Should I paste confidential information into an AI tool?
Follow your organization's approved AI and data-handling policy. Redact personal data, customer data, credentials, and restricted commercial information when required.
How long should a business email be?
Long enough to provide the decision context, but short enough that the ask is visible without scrolling. A useful limit is often 100-175 words for a routine request.