150+ ChatGPT Prompts for Email Writing

I don’t know about you, but I’ve spent way too much time staring at a blank screen, trying to write the perfect email.

Whether it’s following up with someone, applying for something important, or just trying to sound professional without sounding robotic.

It takes effort. 

And let’s be honest… sometimes it’s just plain exhausting.

That’s where ChatGPT has been a total game-changer for me.

Lately, I’ve been using it to draft everything from quick replies to more thoughtful, well-worded emails. 

And the best part? 

It saves me time and makes my writing sound better (without losing my voice).

In this guide, I’m sharing the exact prompts I use—and others I’ve discovered along the way—to help you write better emails faster.

No fluff. Just prompts that actually work.

Professional & Workplace Email Prompts

Work emails can be tricky sometimes, right? 

You don’t want to sound too formal or too casual.

You just want to get your point across without overthinking every word.

That’s exactly where ChatGPT comes in handy. 

Whether you’re following up after a meeting, asking for feedback, or sending a quick reminder.

These prompts can help you write emails that sound clear, respectful, and totally natural.

Just fill in a few blanks, and you’re good to go.

1. Meeting Follow-Ups

Write a follow-up email to [Name/Team] after our meeting on [Topic]. Mention the key takeaways: [List Key Points]. Keep the tone [Professional/Friendly] and add a polite nudge about [Next Steps/Deadlines].

2. Project Updates

Write a professional project update email for [Project Name] to send to [Team/Manager]. Summarize what’s been completed, what’s in progress, and what’s next. Keep it concise but clear.

3. Status Check-Ins

Write an email to check in on the status of [Task/Deliverable] with [Name/Team]. Mention the original deadline and ask if there are any blockers or updates. Keep the tone polite and helpful.

4. Feedback Requests

Write an email asking [Name/Manager/Client] for feedback on [Presentation/Report/Task]. Let them know why their input is valuable and ask if they have suggestions for improvement.

5. Deadline Extensions

Write a respectful email to request an extension on [Task/Project] originally due on [Date]. Briefly explain the reason, propose a new deadline, and express your commitment to quality.

6. Polite Reminders

Write a gentle reminder email to [Name] about [Task/Meeting/Deadline] scheduled for [Date]. Keep it short, friendly, and respectful.

7. Introduction to a New Colleague/Client

Write an email introducing [New Team Member/Client Name] to [Team/Person]. Include their role, background in brief, and what they’ll be working on. Keep the tone welcoming and professional.

8. Resignation Emails

Write a professional resignation email to [Manager’s Name], stating that I’m resigning from my role as [Your Job Title] effective [Last Working Day]. Keep it polite, appreciative, and concise.

9. Internal Team Announcements

Write an internal announcement email to inform the team about [Update/Change/Promotion/New Hire]. Make it clear, positive, and include any next steps if needed.

10. Performance Review Requests

Write a professional email requesting a performance review with [Manager’s Name]. Mention how long it’s been since the last one and that you’re seeking feedback for growth and development.

Marketing & Business Email Prompts

Writing marketing emails can take forever—especially when you’re trying to sound exciting without overdoing it. 

Whether you’re launching a product, running a promo, or just keeping your audience in the loop, having the right prompt can make things 10x easier.

These prompts are built to help you get the message across clearly and creatively—without burning out your brain. 

Just plug in your offer, product, or idea, and let ChatGPT do the heavy lifting.

1. Product Launch Announcements

Write a product launch email for [Product Name], launching on [Date]. Highlight the main benefit in a clear, exciting tone. Keep it under [X words] and include a call to action like [‘Shop Now’ / ‘Learn More’].

2. Promotional Campaigns

Write a promotional email for our [Sale/Offer] happening from [Start Date] to [End Date]. Mention the [Discount/Deal], highlight what’s included, and add a friendly, action-focused CTA.

3. Newsletter Ideas

Give me a creative newsletter draft for this week’s issue. Include [Topic/Theme], a quick tip of the week, a featured product, and a short personal note to make it feel more human.

4. Abandoned Cart Emails

Write an abandoned cart email to remind [Customer Name] about the items left in their cart. Make it friendly, a bit playful, and include a gentle nudge to complete their purchase. Mention any offer if available.

5. Limited-Time Offers

Write an urgent email promoting a limited-time offer for [Product/Service]. Mention that the offer ends on [Date] and create a sense of urgency without sounding too salesy.

6. Customer Onboarding Emails

Write a welcome email for a new customer who just signed up for [Service/App/Product]. Keep the tone warm and friendly. Include 2–3 steps to get started and a support link.

7. Feature Update Announcements

Write a product update email announcing a new feature: [Feature Name]. Explain what it does, how it helps the user, and invite them to try it out. Keep it short and upbeat.

8. Partnership Proposals

Write a professional yet friendly partnership proposal email to [Name/Company]. Briefly introduce myself, explain why this collab could be a win-win, and suggest a time to chat.

9. Content Distribution (Blog, Podcast, Video)

Write an email to share my latest [Blog Post/Podcast Episode/YouTube Video] titled [Title]. Briefly describe what it’s about, why it’s worth checking out, and include a direct link.

10. Event Promotions (Webinars, Launches)

Write a promotional email for our upcoming [Webinar/Launch Event] on [Date]. Highlight what attendees will learn, who it’s for, and include a simple ‘Register Now’ CTA.

Job Search & Career Advancement Email Prompts

Writing career-related emails can feel like a high-stakes game. 

You want to sound confident but not pushy. 

Professional, but still human. 

And when you’re job hunting or trying to grow your career, every message matters.

These prompts are here to take the pressure off. 

Whether you’re applying for a job, reaching out on LinkedIn, or negotiating your salary, just fill in a few blanks and let ChatGPT help you sound your best.

1. Job Application Cover Letters

Write a personalized cover letter for a [Job Title] position at [Company Name]. Highlight my experience in [Relevant Skill/Field] and show excitement about joining the team. Keep the tone professional but friendly.

2. Thank-You Emails Post-Interview

Write a thank-you email to [Interviewer’s Name] after my interview for the [Job Title] role. Mention something we discussed during the interview and express genuine interest in the position.

3. Resume Follow-Up Emails

Write a follow-up email to check on the status of my application for the [Job Title] role I applied for on [Date]. Keep it polite, concise, and show continued interest.

4. LinkedIn Cold Outreach

Write a short LinkedIn message introducing myself to [Name], who works at [Company]. Mention my interest in [Role/Field] and ask if they’d be open to connecting or sharing insights.

5. Informational Interview Requests

Write an email requesting a 15–20 minute informational interview with [Name], a [Job Title] at [Company]. Mention what I admire about their work and what I’d love to learn from them.

6. Asking for Internal Referrals

Write a polite email to [Name] asking if they’d be open to referring me for the [Job Title] role at [Company]. Mention our connection (e.g., same university/team) and why I’m a good fit.

7. Resignation Letters

Write a respectful resignation letter for my role as [Your Job Title] at [Company], with my last working day on [Date]. Express appreciation for the opportunity and keep it professional.

8. Salary Negotiation Emails

Write a polite but confident email to negotiate the offer for the [Job Title] position at [Company]. Mention appreciation for the offer and explain why a higher salary of [$X] would better reflect my skills/experience.

9. Remote Work Request

Write a professional email to request a remote work arrangement for my current role. Briefly explain why it would help me work more effectively and how I’ll stay accountable.

10. Asking for Job Shadowing or Mentorship

Write an email asking [Name] if they’d be open to letting me shadow them for a day or consider mentoring me. Mention what I admire about their work and what I’m hoping to learn.

Customer Service & Client Communication Email Prompts

Customer emails don’t have to sound like cold, robotic scripts. 

In fact, the best ones feel like you’re actually talking to someone.

Clearly, kindly, and with care.

These prompts are designed to help you handle tricky situations like complaints or delays but also turn everyday moments (like asking for a review) into real conversations. 

Whether you’re saying sorry, explaining a service, or just checking in, these prompts make it way easier.

1. Responding to Complaints

Write a professional and empathetic email responding to a complaint about [Issue]. Acknowledge the problem, apologize sincerely, and explain what steps are being taken to fix it.

2. Requesting Additional Info

Write an email asking the customer for more details about their issue with [Product/Service]. Keep it polite and clear, and mention that their response will help speed things up.

3. Product/Service Explanation

Write an email to explain how [Product/Service] works to a confused customer. Keep it simple, friendly, and avoid technical jargon. Include links or resources if helpful.

4. Offering Compensation or Refund

Write a polite and reassuring email offering a [Refund/Discount/Credit] to a customer who had an issue with [Product/Service]. Thank them for their patience and understanding.

5. Requesting Testimonials or Reviews

Write a friendly follow-up email asking [Customer Name] if they’d be open to leaving a review about their experience with [Product/Service]. Make it easy for them with a direct link.

6. Upselling or Cross-Selling

Write an email suggesting an additional product or service to a customer who recently bought [Product Name]. Keep it helpful, not pushy—explain how it complements their purchase.

7. Delay/Apology Emails

Write a short, sincere apology email for a delay in delivering [Product/Service]. Let the customer know what happened, when to expect it, and thank them for their patience.

8. Handling Negative Feedback

Write a calm, professional response to a customer who left negative feedback about [Issue]. Acknowledge their frustration, thank them for the feedback, and offer to make it right.

9. Client Onboarding

Write a welcome email to a new client who just signed up for [Service/Program]. Keep it warm and informative—include next steps and who to contact with questions.

10. Renewal Reminder Emails

Write a friendly reminder email about an upcoming subscription renewal for [Service/Product] on [Date]. Include a brief list of what they’ll continue to get, and how to cancel if needed.

Academic & Student Email Prompts

If you’re a student, you already know that writing emails to professors, advisors, or classmates can be weirdly stressful. 

You want to sound respectful, but not too stiff. 

You want help, but you don’t want to seem clueless.

These prompts are here to make it easier. 

Whether you’re asking for an extension, coordinating a group project, or just saying thanks, you’ll find templates that keep things clear, polite, and to the point without sounding like a robot.

1. Asking for Deadline Extensions

Write a respectful email asking [Professor’s Name] for a deadline extension on [Assignment Name] due on [Original Date]. Briefly explain the reason and propose a new deadline.

2. Reaching Out to Professors or Advisors

Write an email to [Professor/Advisor Name] introducing myself as a student in their [Course Name] class. Mention a question or concern I have about [Topic] and ask for their guidance.

3. Requesting Letters of Recommendation

Write an email asking [Professor/Advisor Name] for a letter of recommendation for [Scholarship/Internship/Program]. Mention my connection to their course, key achievements, and the deadline.

4. Clarifying Assignments or Grades

Write a polite email to [Professor’s Name] asking for clarification on [Assignment/Grade]. Mention the confusion, what I’ve understood so far, and ask for further explanation.

5. Group Project Coordination

Write an email to my group members for our [Project Name]. Suggest a time to meet, assign initial tasks if needed, and set expectations in a friendly tone.

6. Applying for Scholarships or Internships

Write an email applying for the [Scholarship/Internship Name]. Introduce myself briefly, explain why I’m interested and qualified, and ask about the next steps or required materials.

7. Requesting Office Hours/Meetings

Write an email to [Professor/Advisor Name] requesting a meeting during office hours (or another time) to discuss [Topic]. Include availability and ask for confirmation.

8. Emailing Classmates for Study Groups

Write a friendly email to classmates asking if anyone wants to form a study group for [Course Name]. Mention why I think it’ll help and suggest a first meeting time.

9. Thanking Instructors

Write a short thank-you email to [Instructor’s Name] for a great semester/class. Mention one specific thing I appreciated about their teaching.

10. Academic Withdrawal or Leave Requests

Write an email to [Advisor/Registrar] requesting a withdrawal from [Course Name] or a temporary leave from school. Briefly explain the reason and ask about the next steps.

Want more? Here are 200+ ChatGPT prompts for students.

Personal & Informal Email Prompts

Sometimes, personal emails are even harder to write than professional ones. 

You want to get the tone just right… especially when it’s about love, loss, or a long-overdue catch-up.

This category is all about keeping things real. 

Whether you’re apologizing, inviting someone to a party, or writing to someone you haven’t seen in years.

These prompts will help you say what you really mean without overthinking every word.

1. Apology Emails

Write a heartfelt apology email to [Name] for [Situation]. Keep it sincere and personal—acknowledge what I did, express regret, and if possible, suggest how I can make things right.

2. Thank-You Notes

Write a warm thank-you email to [Name] for [Gift/Favor/Support]. Make it feel genuine and mention how much it meant to me.

3. Birthday or Holiday Greetings

Write a cheerful [Birthday/Holiday] email to [Name]. Keep it personal, maybe include an inside joke or memory, and wish them the best.

4. Congratulations (Wedding, Baby, Job, etc.)

Write a personal email to congratulate [Name] on their [Wedding/New Job/New Baby/etc.]. Keep the tone joyful and encouraging—mention how happy I am for them.

5. Polite RSVPs or Declines

Write a polite and friendly RSVP email to [Name] accepting/declining the invitation to [Event]. Mention appreciation for the invite and, if declining, a warm reason why.

6. Invitations to Parties/Events

Write a casual but inviting email to [Friend/Group] inviting them to [Event Name] on [Date]. Share the vibe (casual/dressy/etc) and include any key details.

7. Friendly Catch-Ups

Write a light, friendly email to [Name] to check in after a while. Ask how they’ve been and share a bit about what’s going on in my life, too.

8. Break-Up or Closure Emails

Write a respectful and heartfelt email to [Name] to end a relationship or bring closure. Be honest but kind, and express gratitude for the time we shared.

9. Condolence Emails

Write a short, compassionate email to [Name] offering condolences for the loss of [Person’s Name/Relation]. Express support and let them know I’m thinking of them.

10. Long-Distance Updates

Write a personal update email to [Friend/Family Member] I haven’t seen in a while. Share a few life updates, ask how they’re doing, and keep it warm and casual.

Small Business & Freelance Email Prompts

If you’re a freelancer or running your own thing, email is basically your second job. 

Whether you’re pitching a new client, sending over a quote, or (ugh) reminding someone about payment, you want your message to be clear, confident, and still human.

This set of prompts is built to help you sound like a pro and a person.

Because when you get that balance right, clients trust you more, and business runs smoother.

1. Proposal Emails

Write a proposal email to [Client Name] for a project involving [Brief Project Description]. Include what I’ll deliver, the timeline, and the estimated cost. Keep it friendly yet professional.

2. Quotation/Estimate Requests

Write an email requesting a quote for [Service/Product] from [Business Name]. Mention what I’m looking for, any specifics (quantity, deadline, etc.), and ask for the next steps.

3. Invoicing Emails

Write an email to send an invoice to [Client Name] for [Project/Service Name] completed on [Date]. Include the payment amount, due date, and attach the invoice. Keep it polite and clear.

4. Scope Clarification

Write an email to [Client Name] to clarify the project scope for [Project Name]. Highlight what’s included, what’s not, and confirm we’re aligned before moving forward.

5. Project Delivery Notification

Write an email to notify [Client Name] that [Project/Deliverables] have been completed and are ready for review. Include links or attachments and invite feedback.

6. Asking for Testimonials

Write a friendly follow-up email to [Client Name] asking for a short testimonial about their experience working with me on [Project]. Make it easy and low-pressure.

7. Client Check-ins

Write a quick check-in email to [Client Name] a few weeks after project delivery. Ask how things are going, if they need any support, and let them know I’m available.

8. Requesting Payment

Write a polite payment reminder email to [Client Name] regarding the overdue invoice for [Project/Service] originally due on [Date]. Mention payment methods and offer help if needed.

9. Upsell Follow-ups

Write a follow-up email to [Client Name] suggesting an additional service/product that complements [Previous Project]. Explain the value, keep it helpful—not pushy.

10. Freelance Pitch Outreach

Write a cold pitch email to [Business/Client Name] offering my freelance services in [Your Field]. Include a quick intro, what I can help with, and invite them to connect.

Networking & Outreach Email Prompts

Let’s be real, reaching out to someone (especially out of the blue) can feel kinda nerve-wracking. 

You don’t want to sound pushy, but you also don’t want to overthink every line.

These prompts are perfect for breaking the ice, following up, or just staying in touch. 

They’re casual, respectful, and super easy to tweak based on who you’re writing to. 

Great for growing your network without feeling weird about it.

1. Cold Email to Potential Mentor

Write a short, respectful cold email to [Person’s Name], introducing myself and asking if they’d be open to a quick chat or mentorship around [Topic/Field]. Mention why I admire their work and keep it low-pressure.

2. Introductions via Mutual Connections

Write an email asking [Mutual Connection’s Name] to introduce me to [Target Person’s Name], explaining why I’d love to connect and how it could be valuable for both sides.

3. Follow-Up After Meeting at Event

Write a follow-up email to [Name], whom I met at [Event Name]. Mention something we talked about, thank them for the convo, and suggest staying in touch.

4. Reconnecting with Old Contacts

Write a friendly email to reconnect with [Name], someone I haven’t spoken to in a while. Mention how we know each other, share a quick update, and ask how they’re doing.

5. Invitation to Collaborate

Write a collaboration invite email to [Name] for a possible project involving [Brief Idea]. Explain why I think we’d be a good fit and suggest a quick call or meeting.

6. Referral Requests

Write an email asking [Name] if they’d be comfortable referring me for [Position/Opportunity] at [Company/Organization]. Include a short reminder of my experience and a thank-you.

7. Thanking Someone for Advice/Help

Write a warm thank-you email to [Name] for their advice/help on [Topic]. Mention what I learned or how it helped me, and offer to return the favor if I can.

8. Asking to Join a Community/Group

Write an email to [Group/Admin Name] expressing interest in joining [Community/Slack Group/Forum/etc.]. Mention what I like about it and how I hope to contribute.

Mindset, Motivation & Coaching Email Prompts

Sometimes, a well-timed email can totally shift your day—or someone else’s. 

If you’re a coach or mentor (or just that go-to friend who cheers others on), these prompts help you stay connected and supportive in a real, down-to-earth way.

They’re great for check-ins, motivation boosts, or nudging someone gently toward their goals, without sounding robotic or preachy.

1. Coaching Session Recaps

Write a follow-up email summarizing the coaching session with [Client Name]. Include key takeaways, what we agreed to work on, and a bit of encouragement moving forward.

2. Weekly Goal Check-Ins

Write a goal check-in email to [Client Name] for the week of [Date]. Ask how things went, what worked, what didn’t, and what they’re aiming for next.

3. Inspirational Email Series

Write a short, motivational email for Day [X] of a mindset series. Include a quick story or quote, a thought-provoking question, and a simple action step.

4. Personal Reflection Emails

Write a reflective email to help [Client Name] think through a recent challenge or win. Include a few guiding questions and invite them to share back if they want.

5. Client Accountability Follow-Ups

Write a friendly accountability follow-up email to [Client Name] about their commitment to [Goal/Habit]. Keep it positive, check in on progress, and offer support.

6. Habit Tracker Reminders

Write a quick reminder email to [Client Name] to update their habit tracker for [Week/Month]. Add a light motivational message and a link to the tracker if needed.

7. Motivational Welcome Email

Write a warm, uplifting welcome email for a new coaching client. Introduce what they can expect, share a bit about my coaching style, and let them know I’ve got their back.

E-commerce & Sales Email Prompts

Running an online store means knowing how important emails are. 

Every message is an opportunity to build trust, share excitement, and show customers they matter.

These prompts help create emails that feel personal and friendly, not robotic or overly formal. 

1. Welcome Email Sequence

Write the first email in a welcome sequence for new customers who just signed up at [Store Name]. Keep it warm, thank them for joining, and introduce what they can expect.

2. Order Confirmation Email

Write a friendly order confirmation email for [Product Name] ordered on [Date]. Include order summary, estimated delivery date, and a thank-you message.

3. Shipping Updates

Write an email to let [Customer Name] know their order has shipped. Include tracking info, expected delivery time, and a helpful support link.

4. Review Requests

Write an email asking [Customer Name] to leave a review for [Product Name] they purchased on [Date]. Make it short, easy to follow, and express why it helps.

5. Upsell After Purchase

Write a post-purchase email suggesting a related product to [Customer Name] based on their recent order of [Product Name]. Keep it helpful, not salesy.

6. Loyalty Reward Announcements

Write an email letting [Customer Name] know they’ve earned [Reward Type] through the loyalty program. Include how to redeem it and a little appreciation note.

7. Flash Sale Announcements

Write an exciting flash sale email for [Product or Collection], valid for [Time Period]. Create urgency but don’t go overboard—keep it real and enticing.

8. Cart Abandonment Recovery

Write a reminder email to [Customer Name], who left [Product Name] in their cart. Add a gentle nudge, maybe a small incentive, and a clear call to action.

9. Wishlist Item is Back in Stock

Write a ‘back in stock’ email for [Product Name] that [Customer Name] added to their wishlist. Mention availability and suggest ordering soon to avoid another sellout.

10. Win-Back Emails

Write a re-engagement email for past customers who haven’t shopped in [X] months. Include a warm message, a small incentive, and a reminder of what makes the brand great.

Newsletter & Content Email Prompts

Your subscribers probably get a ton of emails. 

So, if they’re opening yours, you want to make it count. 

These prompts help you write newsletters and content-focused emails that actually feel like a good read, not a chore.

1. Weekly Newsletter Writing

Write a casual weekly newsletter for my subscribers. Include a quick personal note, highlight [Main Content/Update], and share [1–2] useful or fun extras.

2. Blog Post Email Teaser

Write a short, intriguing email promoting my new blog post titled [Title]. Include a quick hook, a key takeaway, and a link to read the full post.

3. YouTube Video Promotion

Write an email introducing my new YouTube video: [Video Title]. Briefly explain what it’s about, why it matters, and include a call to action to watch.

4. Podcast Episode Recap

Write a recap email for podcast episode [Title/Number]. Include a key quote or takeaway, mention any guest featured, and link to listen.

5. Curated Content Roundup

Write a curated content email featuring [3–5] great reads, tools, or videos around [Topic]. Keep it casual, like I’m sharing cool stuff with a friend.

6. Event Recaps or Takeaways

Write a follow-up email after [Event Name], sharing what happened, key takeaways, and any links or next steps for attendees (or those who missed it).

7. Sneak Peek of Upcoming Content

Write a teaser email giving my audience an early look at upcoming content about [Topic]. Keep it fun and a bit mysterious to spark interest.

8. Behind-the-scenes Emails

Write a behind-the-scenes email showing how I created [Project/Post/Product]. Keep it real, honest, and include a takeaway or lesson if possible.

Follow-Up Email Prompts (Across All Contexts)

Let’s face it, people get busy, emails get buried, and sometimes even the best messages get missed. 

That’s where a good follow-up comes in.

Whether you’re circling back after a meeting, a pitch, or even a freebie download, these prompts help you follow up with grace, not pressure. 

Just helpful, polite, and to-the-point nudges that move things forward.

1. After No Response

Write a friendly follow-up email to [Person’s Name] regarding [Original Topic or Offer], since I haven’t heard back in [X] days. Keep it polite and ask if they had a chance to review.

2. After a Meeting or Event

Write a follow-up email after meeting [Person’s Name] at [Event/Meeting Name]. Recap what we discussed, express appreciation, and suggest a next step if relevant.

3. After a Purchase or Trial

Write a follow-up email to [Customer Name] after they purchased or tried [Product Name]. Ask how it’s going, offer help or tips, and thank them for trying it out.

4. After Someone Downloads a Lead Magnet

Write a follow-up email for someone who downloaded my lead magnet: [Title]. Thank them, share a bit more about what I do, and invite them to check out [Next Step or Offer].

5. After Being Introduced

Write a follow-up email after [Mutual Contact] introduced me to [New Contact Name]. Keep it friendly, acknowledge the intro, and suggest how we might connect further.

Tech & SaaS Product Email Prompts

When you run a software product, every email is a chance to show users that you care, not just about selling features but about helping them succeed. 

Whether it’s a shiny new update, a heads-up about downtime, or a little nudge before their trial ends, these emails can make or break the user experience.

Use these prompts to keep things clear, helpful, and human (not robotic).

1. Feature Release Notes

Write an email announcing a new feature called [Feature Name] in my app [Product Name]. Explain what it does, why it’s helpful, and how users can start using it.

2. Bug Fix Announcements

Write an update email letting users know that we fixed [Bug Description]. Include a quick note about how it was affecting users and what’s improved.

3. Maintenance Downtime Notification

Write a polite maintenance notice email informing users that [Product Name] will be down on [Date & Time]. Mention why, how long it’ll take, and reassure them about data safety.

4. Trial Ending Reminder

Write an email reminding [User Name] that their free trial of [Product Name] ends in [X] days. Recap what they’ve used, benefits of upgrading, and how to continue.

5. Churn Prevention Emails

Write a friendly email to a user who hasn’t logged in for [X] days. Mention what they’re missing out on and offer help or a reason to come back.

6. User Onboarding or Walkthroughs

Write an onboarding email for a new user of [Product Name]. Welcome them, share [1–2] key steps to get started, and offer a link to support/tutorials.

7. Knowledge Base/Tutorial Email

Write an email sharing a helpful tutorial or knowledge base article for new users of [Product Name]. Include a quick intro, what they’ll learn, and link to the guide.

8. Beta Testing Invitation

Write an email inviting [User Segment] to test a new beta feature called [Feature Name]. Explain why we’d love their feedback and how to access it.

Travel & Hospitality Email Prompts

When someone’s planning a trip or staying at your place, your emails are part of the experience. 

They should feel helpful, not transactional.

And maybe even a little exciting. 

Use these prompts to build trust and keep your brand memorable long after the booking.

1. Booking Confirmations

Write a friendly booking confirmation email for [Guest Name], who just booked [Hotel/Service Name] for [Dates]. Include a summary, confirmation number, and what to expect next.

2. Itinerary Updates

Write an email updating [Guest Name] on changes to their itinerary for [Trip/Service Name]. Keep it clear and include links or contact info if they have questions.

3. Check-in/Check-out Reminders

Write a reminder email for [Guest Name] about their upcoming check-in on [Date] at [Location]. Include check-in time, what to bring, and contact info.

4. Post-Trip Follow-Up

Write a friendly post-stay email thanking [Guest Name] for staying at [Hotel/Service]. Ask about their experience and share a discount or loyalty offer for next time.

5. Review Requests

Write a polite email asking [Guest Name] to leave a review after their stay at [Hotel/Experience Name]. Mention how helpful their feedback is and include a link.

6. Loyalty Program Updates

Write an email updating members of [Loyalty Program Name] about new rewards or perks. Keep it fun, short, and include a link to check their current points.

7. Cancellation Policies

Write an informative email explaining our cancellation policy for [Booking/Service]. Keep it clear, friendly, and include any key dates or penalties.

8. Customer Service Responses

Write a warm, professional reply to a guest complaint about [Issue]. Acknowledge their concern, offer a solution or next step, and thank them for reaching out.

Healthcare & Wellness Email Prompts

In the world of health and wellness, trust is everything. 

Whether you’re confirming an appointment, sharing test results, or checking in on someone’s progress.

Your emails should feel like a gentle tap on the shoulder, not a robotic notification.

The goal? Clear, kind, and human communication that shows you’re truly there for them.

1. Appointment Confirmations

Write a simple, professional email confirming [Patient Name]’s appointment at [Clinic Name] on [Date & Time]. Include location, contact info, and rescheduling options.

2. Health Check Reminders

Write a friendly reminder email encouraging [Patient Name] to schedule their annual check-up or routine screening. Mention the importance and how to book.

3. Wellness Tips/Newsletters

Write a short, engaging wellness email sharing [3] simple health tips for [Topic, like stress, sleep, or hydration]. Keep it casual and positive.

4. Personalized Treatment Follow-Ups

Write a check-in email for [Patient Name] following up on their [Treatment/Procedure Name]. Ask how they’re feeling and if they have any questions.

5. Lab/Test Result Notifications

Write a professional and sensitive email letting [Patient Name] know their [Test Name] results are ready. Mention how to access them and what to do if they have questions.

6. Lifestyle Coaching Check-ins

Write a motivating follow-up email for [Client Name] in a wellness or coaching program. Recap last week’s goals and encourage them for the week ahead.

7. Medical Updates

Write an informative email sharing an important update from [Clinic/Doctor’s Office Name], such as new hours, services, or health guidelines.

Thought Leadership & Personal Branding Email Prompts

This is where you just show up as you. 

Sharing a story, an idea, something you’ve been thinking about… and sending it out to your people. 

No pressure to sound smart.

Just being real and connecting with others who get it.

1. Sharing a Personal Insight or Story

Write a reflective email where I share a personal story about [insert experience or topic], tie it into a key lesson about [related takeaway], and invite replies.

2. Launching a Newsletter Series

Write an engaging first email for my new newsletter called [Newsletter Name]. Let readers know what to expect, how often they’ll get it, and why it’s worth their time.

3. Announcing Media Appearances

Write a professional but excited announcement email sharing that I was featured on [Podcast/Media Name] discussing [Topic]. Include a link and short summary.

4. Inviting Feedback on a New Idea or Article

Write an email asking my subscribers or followers for honest feedback on my new idea/article about [Topic]. Keep it casual and open-ended.

Nonprofit & Fundraising Email Prompts

These are the kind of emails where you speak from the heart. 

You’re trying to bring people in—whether it’s to help, donate, show up for something, or just stay in the loop. 

It’s less about selling and more about making someone feel like they’re part of something that matters.

1. Donation Requests

Write a heartfelt donation appeal email for [Cause Name]. Share a brief story of impact, mention how funds will be used, and include a clear donation link.

2. Event Invitations for Supporters

Write an email inviting supporters to [Event Name] happening on [Date/Time]. Include the mission behind the event and how they can attend or help.

3. Volunteer Call-Outs

Write a motivating email encouraging people to volunteer for [Specific Need or Event]. Make it personal, include time commitment, and link to sign-up info.

4. Impact Updates for Donors

Write an uplifting update email to donors showing the results of their support for [Project Name]. Include stats, a short story, and a thank-you message.

Email Prompts for Course Creators & Educators

These are for when you’re teaching something or sharing what you know. 

Whether you’re launching a course, checking in with students, or just helping people stay on track.

1. New Course Launch Announcement

Write an exciting launch email for my new course, [Course Name]. Highlight the key benefits, who it’s for, and link to the course page.

2. Drip Email for New Students

Write a friendly onboarding email for students who just signed up for [Course Name]. Set expectations, share what’s coming next, and include a quick win.

3. Course Completion Congratulations

Write a congratulatory email to students who just finished [Course Name]. Celebrate their effort and suggest next steps or additional resources.

4. Asking for Course Feedback/Testimonials

Write a polite follow-up asking students for feedback on [Course Name]. Ask for one takeaway and whether they’d be open to sharing a short testimonial.

Digital Nomad & Remote Work Life Email Prompts

If you’re working from the road, this is your way of staying in touch. 

Letting people know where you’re at, that you’re still getting things done, and maybe giving a little peek into your remote lifestyle. 

Chill, casual, but still professional when it needs to be.

1. Sharing Travel Updates with Clients

Write a casual update email to let clients know I’m working remotely from [Location]. Reassure them of availability and include time zone info.

2. ‘Out of Office’ But Still Working Emails

Write a professional OOO-style email saying I’m traveling in [Location] but still working and available during [Hours/Timezone].

3. Check-ins While on the Move

Write a short check-in email to clients just to say hi, share what I’m working on, and mention my current travel spot to keep things personal.

4. Remote Workspace Tour/Newsletter

Write a fun and friendly email showing my current remote workspace setup in [Location]. Include a photo or tip for fellow remote workers.

AI/Tech-Powered Prompts (Bonus)

This is where things get extra cool. 

These aren’t your usual “write an email” prompts.

These are transformative. 

They help you change the tone of an email, rework rough drafts, or make sense of messy threads. 

Perfect for when you’ve already written something but want to make it better (or just faster).

Think of this section as your secret AI-powered email assistant.

1. Dynamic Prompts That Change Tone

Rewrite this email to sound more [friendly/professional/confident/casual] while keeping the same message: [Paste your email here]

2. Prompts to Convert Bullet Points into Full Emails

Turn the following bullet points into a well-written email with a clear subject line and a polite tone:

• [Bullet Point 1]
• [Bullet Point 2]
• [Bullet Point 3]

3. Prompts That Summarize Long Email Chains

Summarize the key points and action items from this email thread: [Paste full email chain here]

4. Translate Email Tone (Too Formal ➝ Friendlier)

Make this email sound more friendly and conversational but still professional: [Paste formal version here]

Pro Tips for Writing Better Emails with ChatGPT

Alright, so now that you’ve got all these prompts… let’s make sure you actually get great emails out of them. 

Here are a few things I’ve learned (and wish I knew sooner) when using ChatGPT to write emails:

1. Always tell ChatGPT who the email is for.

The more specific you are, the better the result. Just saying “write a follow-up email” is fine.

But saying “write a friendly follow-up email to a potential client who seemed interested but hasn’t replied in a week” gets you so much closer to what you need.

2. Add the vibe you’re going for.

Don’t be shy to say things like “make it warm but professional” or “keep it fun but not cheesy.” 

ChatGPT is surprisingly good at matching tone.

If you tell it what you want.

3. Ask it to make your rough draft better.

If you’ve already written something but it feels off, paste it in and say:

Make this clearer and a bit more friendly, but keep my voice.

Seriously, this one’s a game changer.

4. Use bullet points → full email trick.

Got scattered thoughts? 

Just throw them in as bullet points and ask ChatGPT to turn them into a full email. 

You’ll save time and get a cleaner message.

5. Don’t send the first draft blindly.

Even if ChatGPT nails it, always read it once out loud before you hit send. 

Add a line or tweak a word to make it sound more you. 

That tiny effort makes a big difference.

6. Save your favorite prompts.

If you find a prompt that works well, save it in Notes, Notion, or wherever. 

That way, you’re not reinventing the wheel every time.

7. Be real, not perfect.

At the end of the day, people connect with people, not perfect paragraphs. 

Use ChatGPT to help you say what you mean, not to sound like a corporate robot.

FAQs

My Final Thoughts

If you’ve made it this far, first off, you’re awesome. 

And second, I really hope these prompts help take some pressure off your inbox. 

Writing emails can be weirdly stressful sometimes, right? 

But here’s the real magic: the prompts are just a starting point. 

What makes them work is you. 

Your voice, your context, your little tweaks.

That’s what turns a good email into a great one.

So, try them out, experiment a bit, save the ones that click for you, and make them your own.

And if you end up using any of these prompts and they actually land you a new client, job, or just save you from staring at a blank screen… I’d love to hear about it.