How to use ChatGPT prompts to write effective emails

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Have you ever wished you could get help with your emails from a personal assistant? With your good coaching, ChatGPT and other AI chatbots can be useful tools for improving your email game. So, let’s talk about the most effective commands and prompts you can utilise to maximise the benefits of your AI helper.

It’s likely that you’ve heard of ChatGPT, the AI chatbot developed by Open AI that swept the globe in late 2022. Other AI-based tools like Google’s Bard and an upgraded version of Microsoft’s Bing search engine were also released as a result of this. Beyond the first beta release, GPT3, ChatGPT is now accessible in GDP3.5 for free and GPT4 through the premium GPTPlus version. Many people view these new AI tools as helpful aides in both personal and professional contexts.

Since email is the focus of zonal365.com, we’ve been experimenting with email authoring using GPT3.5. According to our experience, if you provide the chatbot with clear instructions and prompts, it can be a helpful tool for creating email content. Take a peek at a few techniques for utilising AI to design the ideal email message.

What are prompts in ChatGPT, and what makes them useful?

With ChatGPT, you may ask questions and receive quick replies, making it appear like a technical wonder! However, individual mileage will differ based on how you phrase your inquiry or request. An answer to a question written poorly will likely be too generic or unclear to be of much help, or it may even be wrong. Proficient AI chatbot operators provide specific phraseologies, or prompts, for optimal outcomes.

Examples of ChatGPT prompts

  • “Act as if…” helps the chatbot understand the role you are asking it to play, and therefore the type of information you’re looking for. For example, starting your query with a phrase like “Act as if you are an expert on healthy weight loss” or “Act as if you are a gourmet vegetarian cookbook author” will help you get a more precise and helpful answer when paired with a more general question like “What should I eat for dinner this week?”
  • Here is the problem:” is another way to provide ChatGPT or other AI chatbots with the necessary context to provide you with relevant information. For example: “Here is the problem: my foodie vegetarian neighbors are coming to dinner tomorrow. I need a menu and a shopping list.”
  • Tell me what information you need to do this.” In many cases, ChatGPT can tell you what information it requires to fulfill your request. For example, if you are writing a cover letter and would like a the chatbot to provide a customized message rather than a generic template, you could ask: “I need help writing a cover letter for a job application. Tell me what information you need to do this.” Then you can continue the chat with the information it asks for.

As you can see from the above, one of the keys to using ChatGPT, Bard, etc. is to provide as much context and information as possible for your specific query. So, even more important than a specific prompt is formulating a question that covers all the bases. For example, you could enter a detailed query like this for best results: “I need to change a project timeline due to a lack of resources. Can you help me phrase an email to my supervisor explaining the situation and asking for their support?”

Recognise the importance of information accuracy and privacy.

Unfortunately, a “but” is always present: In order to receive a helpful response from ChatGPT, you must provide sufficient information; nevertheless, avoid making your inquiry so precise that you have to provide private company information, your name, your employer, or other personal details. The creators of ChatGPT are transparent in saying that any information you input will be recorded and kept on the company’s servers. AI trainers that are striving to enhance the system may potentially examine your conversation.

Second “but”: AI chatbots can be helpful helpers, but don’t assume that every response you get is accurate. A well-known AI phenomena is “hallucination,” in which a chatbot misassembles incorrect data it discovers online. Remember that ChatGPT and its AI siblings just present you the most likely response to your question after analysing enormous volumes of internet data; they do not truly “know” any facts. Therefore, before using an answer, always double-check it.

Best ChatGPT prompts for emails

With all this in mind, how can you use ChatGPT or other AI chatbots to up your email game? Here are four handy-dandy ways you can make the chatbot work for you, complete with an example of a query you could use.

  1. Generating new emails, including multiple versions of the same template. If you keep a thread open, you can start with a query and then follow up with a prompt to refine your message: “Act as a marketing assistant. Write a compelling promotional campaign email about [product] highlighting [list three features] and informing of [discount] lasting until [date].” After the text is generated, you can add “Modify the above email to focus on [feature x]”.
  2. Checking your grammar and spelling. Paste the text of your message into the chat field and use the prompt “Correct the spelling and grammar of this email”.
  3. Getting your reply right. An AI chatbot can actually write an email reply for you. Just paste the text of the email into the field and provide the points you’d like to include in your answer. “Write a professional reply to this email declining the meeting due to scheduling conflict and proposing new date on Oct. 4.”
  4. Keeping it concise. If you have been trying to draft the perfect message but feel like you’ve been rambling, paste the text you have into the query field and ask “Reformulate this email as a single paragraph highlighting [3 main points].
  5. Hitting the right tone. Emotions are running high and you would like to keep things professional? Paste in your draft and prompt “Edit this email to give it a professional and productive tone.”

Example

Prompt: Write a compelling promotional campaign email about [product] highlighting [list three features] and informing of [discount] lasting until [date].

Output:

Subject: Hurry! Limited-Time Offer: [Product] with Exciting Features at [Discount] until [Date]

Dear [Recipient’s Name],

We hope this message finds you well! At [Your Company Name], we’re thrilled to introduce an exclusive limited-time offer that you won’t want to miss. We’ve taken your feedback into account and are excited to present to you our cutting-edge [Product] with three incredible features that will transform your [specific use case] experience like never before.

Feature 1: [Highlight Feature 1]
We’ve engineered our [Product] to be a game-changer, and [Highlight Feature 1] is a testament to that. Say goodbye to [common problem], as our [Product] is designed to [specific benefit]. This groundbreaking feature will simplify your life and make [specific use case] a breeze.

Feature 2: [Highlight Feature 2]
[Product] is not just about solving problems; it’s about enhancing your [specific use case]. With [Highlight Feature 2], you can [specific benefit] effortlessly. Our goal is to make your [specific use case] experience the best it can be, and this feature takes us one step closer to that vision.

Feature 3: [Highlight Feature 3]
We know how important [specific requirement] is to you, and that’s why we’ve included [Highlight Feature 3] in our [Product]. This feature empowers you to [specific benefit], ensuring that you have all the tools you need to excel in your [specific use case].

But that’s not all! To celebrate the launch of our enhanced [Product], we are offering a limited-time discount of [Discount] on all orders placed before [Date]. Don’t miss out on this opportunity to experience [Product] like never before at an incredible price!

Whether you’re a [profession], a [hobbyist], or anyone looking to improve their [specific use case], [Product] is the ultimate solution you’ve been waiting for. This offer won’t last forever, so act quickly to take advantage of the discount before it’s gone.

To place your order and unlock the potential of [Product], simply click the link below or visit our website:

[Link to Order]

If you have any questions or need assistance, our dedicated customer support team is here to help. Feel free to reach out at [Customer Support Email] or [Customer Support Phone Number].

Thank you for being a valued member of the [Your Company Name] community. We can’t wait to hear how [Product] enhances your [specific use case] experience.

Sincerely,

[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]

Are you prepared to give AI a go as your personal email helper? Would you please provide us with some comments below before you get started? Additionally, you can set up a free business email address with zonal365.com right now if you don’t already have one!