Draft a work email that gets a clear response while protecting the relationship. RECIPIENT AND RELATIONSHIP: [RECIPIENT AND RELATIONSHIP] PURPOSE AND DESIRED OUTCOME: [PURPOSE AND DESIRED OUTCOME] CONTEXT THE RECIPIENT NEEDS: [CONTEXT THE RECIPIENT NEEDS] FACTS, LINKS, OR ATTACHMENTS: [FACTS LINKS OR ATTACHMENTS]
DEADLINE OR TIMING: [DEADLINE OR TIMING] TONE AND ORGANIZATIONAL CONTEXT: [TONE AND ORGANIZATIONAL CONTEXT] Write a subject line and a send-ready email of 90-180 words. Open with the purpose in the first two sentences. Include only context needed for the recipient to decide or act; do not retell a project history they already know. Make the ask concrete, name the owner if one is needed, and state a realistic deadline with a reason when appropriate. If there are choices, present no more than three and recommend one only if my inputs support it. Use short paragraphs or bullets when the recipient must scan dates, decisions, or action items. Do not imply approval, commitments, performance, legal positions, or facts I did not provide. Avoid false urgency, apology padding, and vague closings such as “let me know your thoughts” when a specific reply is needed. After the email, provide a one-line “reply needed” statement and a 40-60 word shorter version. Before answering, self-check that the request is answerable, the deadline is explicit, and every factual claim came from 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] | Name the recipient’s role, your working relationship, and what they already know. | Priya Shah, finance director; she approves vendor renewals and knows our analytics contract is up this month. |
| [PURPOSE AND DESIRED OUTCOME] | State the decision, approval, information, or action you need from the recipient. | Approve renewal of the Mixpanel Growth plan at $18,400 for one year. |
| [CONTEXT THE RECIPIENT NEEDS] | Give only the background needed to understand the request. | Product and marketing use it weekly; switching before the renewal would interrupt dashboard access and require migration work. |
| [FACTS LINKS OR ATTACHMENTS] | List confirmed facts, relevant links, file names, and attachments to reference. | Attached renewal quote and usage summary; the price is unchanged from last year. |
| [DEADLINE OR TIMING] | State when you need a response or action and why that date matters. | Please approve by Thursday, September 26, so procurement can process it before the September 30 expiration. |
| [TONE AND ORGANIZATIONAL CONTEXT] | Specify the tone and any hierarchy, sensitivity, or communication norm to respect. | Concise and professional; recommend approval but do not pressure her. |
How to use
- State the reply you need in a form the recipient can answer, such as approve, choose A or B, or send a file by a date.
- Include only verified context and link to supporting material instead of pasting a long project history into the email.
- Check that the subject line, opening, and final request all point to the same action and deadline.
- Follow up with: “Rewrite this for a busy executive in 70 words while preserving the exact decision and deadline.”
Variations
Request a status update
Use when you need progress information without sounding accusatory.
Write a concise status-update email. RECIPIENT: [RECIPIENT] PROJECT OR DELIVERABLE: [PROJECT OR DELIVERABLE] LAST CONFIRMED STATUS: [LAST CONFIRMED STATUS] INFORMATION NEEDED: [INFORMATION NEEDED] DEADLINE OR DEPENDENCY: [DEADLINE OR DEPENDENCY] TONE: [TONE] Draft a 70-130 word email with a specific, easy-to-answer status request. State the dependency or deadline factually, without assigning blame or assuming delay. Ask for the expected completion date, blockers, and any decision needed from me only if relevant. Provide a direct subject line. Do not invent progress or commitments. Self-check that the email asks for information rather than implying a performance judgment. Ask up to 3 questions only if inputs are missing.
Decline a request
Use when you need to say no while preserving a working relationship.
Write a respectful work email declining or narrowing this request. RECIPIENT AND RELATIONSHIP: [RECIPIENT] REQUEST TO DECLINE: [REQUEST] REASON I CAN SHARE: [SHAREABLE REASON] ALTERNATIVE OR NEXT STEP: [ALTERNATIVE] TONE: [TONE] Draft a 90-150 word email that gives a clear answer early, offers only alternatives I can actually provide, and avoids overexplaining or apologizing repeatedly. If the request can be revisited, state the condition or timing. Do not invent policy, authority, workload details, or promises. Include a subject line and a one-sentence shorter version. Self-check that the recipient cannot mistake the response for tentative approval. Ask up to 3 questions only if required inputs are absent.
Follow up politely
Use when an earlier email has not received a reply.
Draft a polite follow-up to this unanswered work email. ORIGINAL EMAIL: [ORIGINAL EMAIL] RECIPIENT AND RELATIONSHIP: [RECIPIENT] DAYS SINCE SENT: [DAYS SINCE SENT] CURRENT DEADLINE: [DEADLINE] WHAT I NEED NOW: [NEEDED RESPONSE] Write a 55-100 word follow-up that briefly restates the exact ask and deadline, acknowledges the recipient may be busy, and makes the reply easy. Escalate urgency only if the provided deadline supports it. Do not imply they ignored the email, invent a new deadline, or add new commitments. Include a subject line that works as a reply thread. Self-check that the message adds a useful action cue rather than merely saying “following up.” Ask up to 3 questions only if needed.
Tips
- Put the action and timing in the opening, because recipients often decide whether to reply before reading the background.
- For approvals, attach the exact quote or decision document and state what happens if no decision arrives by the deadline.
- Use a single named owner for each action item; “we” often leaves a task without an accountable responder.
- Avoid calling something urgent unless you can name the real dependency or consequence of delay.
FAQ
How long should a work email be?
Most decision or update emails work in 90-180 words. Use more length only when the recipient needs to compare options or understand a material risk.
Should I ask for “thoughts” at the end?
Use it only when broad feedback is genuinely what you need. For a decision, ask for approval, a choice, or a response to a defined question.
Can AI match my company’s tone?
Yes, if you provide a recent approved email or describe the hierarchy and norms. Remove any confidential information you should not share with the model.