The templates below are designed to be copied and adapted. Each prompt tells the AI what you need, who it's for, and what tone to aim for. Fill in the parts in brackets with your own details, paste the prompt into any AI chat tool, and you'll have a solid draft within seconds.
✅ How to use these prompts
Copy a prompt, replace anything in [brackets] with your real details, and paste it into ChatGPT, Claude, or another AI tool. Always read the result and adjust any details that don't sound right before sending.
Following up after a meeting or interview
💡 Prompt
"Write a professional follow-up email after a job interview for [role] at [company]. The interview was on [date] with [interviewer name/their role]. I want to thank them, briefly reinforce my interest in the role, and mention one specific thing from the conversation that resonated with me: [topic discussed]. Keep it to 3–4 short paragraphs and a warm but professional tone."
Chasing an unanswered email
💡 Prompt
"Write a polite follow-up email to [person/company] about [original request or topic]. My first email was sent [timeframe] ago and I haven't received a reply. I don't want to seem pushy, but I do need a response by [date if applicable]. Tone: patient and professional."
Making a formal complaint
💡 Prompt
"Write a formal complaint email to [company name] about [specific issue]. The problem happened on [date]. I have already [described any previous contact]. I want to explain clearly what went wrong, what I expected, and what resolution I'm looking for: [your desired outcome]. Tone: firm, factual, and professional — not aggressive."
Asking for a pay rise or promotion
💡 Prompt
"Write a professional email to my manager requesting a salary review. I have been in this role for [time period] and have [key achievements or responsibilities]. I'm not quoting a specific number yet — just requesting a meeting to discuss. Tone: confident, positive, and professional."
Introducing yourself to a new colleague or client
💡 Prompt
"Write a short introduction email from me to [new colleague / client name]. I'm [your name and role]. The context is [how you're connected — new project, new client, new job]. I want to come across as approachable, professional, and clear about my role. Keep it brief — no more than 3 short paragraphs."
Declining politely
💡 Prompt
"Write a professional email declining [invitation / project / request] from [person or organisation]. I want to be appreciative of the offer, give a brief and honest reason ([your reason]), and leave the relationship on good terms. I'm not looking to leave the door open for future offers. Tone: warm, direct, and final."
Requesting a reference
💡 Prompt
"Write an email to [former manager/colleague] asking if they would be willing to act as a reference for [a job application / professional opportunity]. We worked together at [company] from [dates]. Give some context about what I'm applying for and why I value their perspective. Tone: respectful and genuine."
Out of office message
💡 Prompt
"Write a professional out-of-office auto-reply. I'll be away from [start date] to [return date]. For urgent matters, contact [colleague name] at [email]. I will respond to all other emails when I return. Keep it brief and professional."
Apology email
💡 Prompt
"Write a professional apology email to [recipient] for [what happened]. I want to take responsibility without over-explaining, explain briefly what caused it if relevant, and outline what I've done or will do to prevent it happening again. Tone: genuine, not defensive."
After you've used a prompt
Read the output carefully. AI is good at structure and tone but sometimes includes generic phrases that don't fit your situation. Remove or rewrite anything that doesn't feel right, add any personal details that matter, and check that the subject line is clear and relevant.
If the first result isn't right, ask the AI to try again with a specific adjustment: "Make it shorter", "Less formal", "Add more emphasis on the urgency", etc.
For more background on how AI handles email writing, read our guide: How to Use AI to Write Better Emails.