Draft a Gmail message for me using the details below. Purpose: [EMAIL PURPOSE] Recipient and relationship: [RECIPIENT CONTEXT] Facts I can truthfully state: [KEY FACTS] What I need them to do: [CLEAR ASK] Tone and constraints: [TONE AND CONSTRAINTS] Write the email as a real person would send it, not as a memo or marketing copy. Use a useful subject line of 4-8 words. Open with the most relevant context in one or two sentences; do not use a generic greeting such as “I hope you’re well” unless it genuinely fits the relationship. Make the ask easy to answer. State the requested action, deadline or proposed time if provided, and what a “yes” would mean. If I am requesting a meeting, suggest two concrete time windows only when I supplied them; otherwise ask whether they have time. If I am following up, acknowledge the earlier message without sounding impatient. If I made a mistake, state it plainly, correct it, and avoid excuses. Produce: 1. A subject line. 2. The email body, 90-180 words unless my constraints call for shorter. 3. An optional one-sentence follow-up note I could send after five business days. Do not invent prior conversations, attachments, dates, availability, shared connections, results, or urgency. Before answering, check that every factual claim comes from my inputs and that the recipient can tell exactly what response or action I am requesting. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [EMAIL PURPOSE] | State why you are writing, such as requesting feedback, following up, or sharing an update. | Follow up on a proposal I sent last Tuesday. |
| [RECIPIENT CONTEXT] | Name the recipient and explain your relationship, seniority difference, and any relevant history. | Maya Chen, operations director at a client; we have worked together for six months. |
| [KEY FACTS] | Provide the accurate background, dates, links, attachments, and details the email may mention. | Proposal: customer onboarding audit for $4,800; her team planned to choose a vendor by October 3; no reply yet. |
| [CLEAR ASK] | State the exact action, decision, or reply you want from the recipient. | Ask whether she has questions and whether the project is still under consideration. |
| [TONE AND CONSTRAINTS] | Describe the desired tone and any length, deadline, or wording limits. | Warm, brief, no pressure; under 130 words. |
How to use
- Paste the prompt into ChatGPT, Claude, or Gemini and replace every bracketed field.
- Include only facts you are comfortable sending and state the recipient relationship plainly.
- Check the subject line, factual claims, and that the ask has one clear response path.
- Follow up with: “Make this 30% shorter and keep the same ask, without adding any facts.”
Variations
Meeting request
Use when you need a concise first email asking someone for time.
Write a Gmail meeting request to [RECIPIENT AND RELATIONSHIP] about [TOPIC]. My legitimate reason for reaching out is [CONTEXT]. I can offer these times: [TIME WINDOWS], and the meeting would take [DURATION]. Draft a subject line and a 70-110 word email. Make the purpose clear before asking for time, give the recipient an easy decline or alternative, and do not claim familiarity, mutual contacts, or benefits I did not provide. Check that the requested meeting has a concrete purpose and time commitment.
Sensitive correction
Use when you need to correct an error without becoming defensive.
Draft an email to [RECIPIENT] correcting this error: [ERROR]. The accurate information is [CORRECTION]. The effect on them is [IMPACT], and my proposed remedy is [REMEDY]. Write 90-140 words with a direct subject line. Lead with the correction, own the mistake in one sentence, explain only necessary context, and state the next step. Do not over-apologize or invent a cause. Check that the correction is unambiguous and the remedy has an owner and timing.
Warm introduction
Use when connecting two people who may benefit from meeting.
Write a Gmail introduction between [PERSON ONE] and [PERSON TWO]. Person one does [ROLE OR NEED]; person two does [ROLE OR RELEVANCE]. The truthful reason they may benefit from speaking is [CONNECTION]. Draft a subject line and a 100-140 word email that gives each person equal context, asks whether they want to take it from there, and removes me from the thread politely. Do not oversell either person or promise outcomes. Check that both introductions are specific enough to make a reply easy.
Tips
- Put the requested action in one sentence rather than burying it in background; a recipient should know what you need before reaching the signature.
- For a follow-up, reference the earlier item and add useful new context only if you have it; repeating the whole original case usually creates friction.
- Match the relationship with evidence: a senior external contact often needs context and a low-friction ask, while a close teammate may need a decision and owner.
- Do not let AI add “just checking in,” manufactured urgency, or availability you have not confirmed.
FAQ
Can AI write an email from a few bullet points?
Yes, if the bullets include the recipient relationship, accurate context, and the action you want. Read factual claims carefully before sending.
How long should a business email be?
For most requests, 90-180 words is enough. Complex decisions may need a short summary and a linked or attached detail document.
Should I use the AI-generated subject line?
Use it if it accurately signals the message purpose. Replace vague lines such as “Quick question” with the actual topic.