Most people try ChatGPT for email once, get a generic response that starts with "I hope this email finds you well," and never use it again.
The trick is giving ChatGPT enough context that the email sounds like you, not like a chatbot.
Every good email prompt has these parts:
"I run a cafe in Napier. A customer named Mike left a 1-star Google review saying his coffee was cold and the service was slow. Write a reply that apologises sincerely, explains we were short-staffed that day due to illness, offers him a free coffee next time he visits, and thanks him for the feedback. Keep it under 80 words, warm but professional."
"I'm a builder in Tauranga. I sent a quote to a customer named Jen 2 weeks ago for a bathroom renovation and haven't heard back. Write a follow-up email that's not pushy — just checking if she has questions or if the timing has changed. Offer to come by and look at the space again if that helps. Friendly, brief, under 60 words."
"I'm a freelance graphic designer in Auckland. A client named David is 30 days overdue on a $2,400 invoice. Write a firm but professional email reminding him payment is overdue, attaching the invoice again, and asking when I can expect payment. Not aggressive, but clear this needs attention. Under 100 words."
Key Takeaways