Draft a professional email to [RECIPIENT AND RELATIONSHIP] about [PURPOSE AND CLEAR ASK]. The facts I can support are [KEY FACTS AND CONTEXT]. Use this tone: [TONE AND POWER DYNAMIC]. The recipient needs to know [RECIPIENT PRIORITIES OR CONSTRAINTS], and the deadline, meeting options, or next step is [TIMING AND NEXT STEP]. Write as a careful professional who respects the recipient’s time. Choose a specific subject line that makes the topic and requested action clear. Open with the relevant context in one or two sentences, then state the ask plainly. Include only facts, names, dates, and commitments I supplied. If I am requesting a decision, make the requested decision easy to identify. If I am requesting a meeting, offer a bounded next step rather than a vague request to connect. Produce: 1. Three subject-line options, each under 60 characters. 2. One ready-to-send email of 90-180 words. 3. A brief note naming any fact, date, attachment, or commitment I need to confirm before sending. Avoid filler, exaggerated praise, legal or financial commitments, invented familiarity, and follow-up pressure. Do not claim an attachment exists unless I supplied it. Do not make the recipient responsible for discovering the context. Before answering, check that the email has one unambiguous primary ask and that every claim is supported by my notes. Also check that the level of formality matches the relationship and power dynamic. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [RECIPIENT AND RELATIONSHIP] | Name the recipient, their role, and how you know or are contacting them. | Priya Shah, director of operations at a prospective client; we met during a vendor demo last week. |
| [PURPOSE AND CLEAR ASK] | State why you are writing and the single action or response you want. | Ask Priya to confirm whether her team wants a two-week pilot and identify the operational owner. |
| [KEY FACTS AND CONTEXT] | Provide the accurate background, relevant details, names, and any approved claims. | Her team manages 11 regional warehouses. We demonstrated exception reporting on September 18. A pilot would use one warehouse and weekly check-ins. |
| [TONE AND POWER DYNAMIC] | Describe the desired tone and whether the recipient is a client, manager, peer, prospect, or other relationship. | Professional, concise, collaborative; Priya is the decision-maker. |
| [RECIPIENT PRIORITIES OR CONSTRAINTS] | State the recipient’s likely goals, concerns, or constraints that the email should address. | She said implementation bandwidth is limited before October and needs a clear estimate of staff time. |
| [TIMING AND NEXT STEP] | Enter deadlines, available times, attachments, or the concrete next step to propose. | Ask for a response by September 30; offer a 20-minute planning call on October 2 or 3. |
How to use
- Write the ask before you paste context; one email should normally seek one main decision or action.
- Include the recipient’s role and the relationship, since a note to a manager needs different directness from a note to a new prospect.
- Confirm dates, names, and attachments in the draft before sending.
- Follow up with: “Make this 25% shorter while preserving the ask and the implementation-time detail.”
Variations
Parent email
Use this to communicate clearly with a parent or guardian.
Write a respectful email to [PARENT OR GUARDIAN] about [TOPIC AND REQUEST]. The verified facts are [FACTS], and my role is [MY ROLE]. The parent may be concerned about [LIKELY CONCERNS]. Produce three subject lines and a 100-160 word email that gives necessary context, states the requested response or action, and explains any deadline in plain language. Use a warm, professional tone without jargon or assumptions about the family. Do not disclose unnecessary student information or invent policy. Check that the request is explicit and that all dates and claims come from my notes. Ask up to 3 questions only if essential.
Marketing address ideas
Use this to choose an email address for a business or campaign.
Suggest professional email-address options for [PERSON OR BUSINESS] serving [AUDIENCE] for [USE CASE]. The available domain or domains are [DOMAINS], and naming constraints are [CONSTRAINTS]. Provide 15 options grouped as individual, role-based, and campaign-specific addresses, with a short use case for each. Favor readable names, stable role accounts for shared inboxes, and clear sender identity. Flag addresses that could confuse customers, expose a personal inbox, or create deliverability or continuity problems. Do not imply that any address or domain is available. Check that every option matches the specified domain and audience.
Follow-up email
Use this after a meeting or unanswered request.
Draft a concise professional follow-up to [RECIPIENT] after [PREVIOUS INTERACTION]. My original ask was [ORIGINAL ASK], and these are the relevant facts or materials: [CONTEXT]. The appropriate timing is [TIMING]. Produce three subject lines and one 70-130 word email. Restate the decision or action needed, add one useful detail if it reduces friction, and offer a clear next step. Do not imply urgency, prior agreement, or receipt of materials unless supported. Check that the follow-up is polite without burying the ask; ask up to 3 questions only if essential.
Tips
- Use a subject line that describes the action or topic, such as “Pilot scope confirmation for October,” rather than “Quick question.”
- Put the requested action in the first third of the email; recipients should not need to infer what reply you need.
- If you mention an attachment, state what it contains and what you want the recipient to do with it.
- For a sensitive update, separate confirmed facts from proposed next steps so the recipient does not mistake a proposal for a decision.
FAQ
How long should a professional email be?
Most request and follow-up emails work well at 90-180 words. Add length only when the recipient genuinely needs context to make a decision.
Can AI make my email sound more professional?
Yes, but give it the relationship and power dynamic so it does not become stiff or overly familiar. Keep your own factual claims and commitments under control.
Should I include several asks in one email?
Avoid it when the asks can be separated. If they must stay together, number them and state which one is the primary decision.