Using AI to write emails: 5 prompts to copy

Emails eat up your time. You rewrite them ten times and they still sound off. AI writes them in thirty seconds. Here are 5 ready prompts. Copy, change two words, send.

Prompt 1: the apology email

You messed up and need to fix it. Copy this:

• "Write a short apology email to a client for a late delivery. Sincere tone, no fake excuses. Offer a solution and close on a positive note."

Swap "late delivery" with your case. Done.

Prompt 2: the email to say no

Saying no is hard. AI does it with grace:

• "Write a kind email to decline an event invitation. Thank them, explain I can't make it, leave the door open for the future. Max 5 lines."

Prompt 3: the payment reminder

You need to get paid without sounding aggressive:

• "Write a polite reminder for an invoice overdue by 15 days. Professional and firm tone, but friendly. Ask to settle by a date and say thanks."

Prompt 4: the cold email

Writing to a stranger is scary. Use this:

• "Write a short cold email to offer my services in [what you do]. Get straight to the point, show one clear benefit, close with a question. No fluffy phrases."

Prompt 5: shortening a long email

Sometimes you've already written it, but it's a wall of text. Paste it and ask:

• "Cut this email in half. Keep only the essentials, clear and direct tone: [paste here]."

The trick for emails that sound like you

AI is sometimes too formal. After the draft, type: "Make it more human, the way I talk: simple and warm." And add one sentence of your own at the start. That way no one can tell AI was involved.

The next step

Using AI to write emails wins you back hours every week. If you want a full collection already prepared, there's a shortcut. The AI Method teaches you to write every kind of email, and gives you 200 ready-to-use prompts, including many for work emails. Open, paste, send. It costs 29€, once. Stop staring at the blank screen.