Are you tired of spending hours writing emails? Let’s introduce ChatGPT, an advanced large language model developed by OpenAI. ChatGPT can assist you in automating your repetitive email writing tasks and producing professional emails with just a click. ChatGPT can tailor your emails to any style and tone to make them perfect for you.

In this article, I will explain how to craft emails from scratch and modify them according to your use case. I will share email prompts for several use cases.

So are you ready to become an email master? Let’s dive into it and turn a boring task into fun!

How to optimize emails using ChatGPT?

I am going to send an email to my team informing them about weakly working schedule.

Before sending the email, I will optimize word choice, correct spelling mistakes, and write it in a more professional way.

I will use this prompt “Please help me correct the spelling, grammar, and optimize the word choice in this email while writing in a professional and clear manner.” then past subject line and email body. ChatGPT will rewrite your email in a professional tone.

Sometimes we need to make emails shorter; we spend minutes of time shortening an email. ChatGPT can do it for you in less than a minute without missing any important information. We can limit the word count for email body and subject line.

The prompt for shortening emails is “Please help me shorten this email and write it in a much more concise manner while maintaining the essential information and keeping it clear and professional.”

If you want to limit the word count, you can add that with the prompt.

How to write an email from scratch?

We know ChatGPT can edit your email and improve it. But you can also use ChatGPT to write an email from scratch.

So, for example, I need to write an email announcing a skill training program to all the employees. Now I don’t have any idea how to write this email in a professional manner. I will ask ChatGPT to write for me.

The prompt I will use is, “Please help me write a professional email announcing a skill training program, including its purpose, key components, participation process, potential benefits, and contact information for further inquiries.”

Let’s see what ChatGPT produces!

I just need to fill the gaps with the information, and my email is ready.

So this email is about skill training program, It can be about anything. You need to command what you want to include in the email. It may produce a long email; we already discussed how we can shorten an email containing all the important points professionally.

How to change style and tone of email?

All the time, we don’t need to write emails in a professional manner. When we write an email to our colleague or friends, the email should be in a friendly tone. It is important to write an email according to the audience.

For example, I will write an email to my friend Mim inviting her to a party.

Look at the email; it’s looking more professional. As I am sending the email to my friend, it should be in a friendly tone. Let’s tell ChatGPT to write it in a friendly manner and informal.

I will give the email to ChatGPT and ask for “Write this email in a fun and friendlier tone as it is going out to my friend.”

And ChatGPT gives me this:

So, you can see that the content of the email is same and the tone is changed. This is what we wanted.

How to Infuse your style Into emails with ChatGPT?

When we write emails with AI, it doesn’t reflect our style of writing. We want ChatGPT to write emails, and it sounds as if we wrote this. If you start using writing email by ChatGPT from today and you are working with someone for long time, he might notice some change in your email. You don’t want this, right?

So what can we do?
ChatGPT allows us to upload files, You can upload image, texts or PDFs here.

Feel free to upload two or three samples of your previous written emails. Then ask ChatGPT to analyze the style and write email using this style. Even one sample is enough.

The prompt will be “Here is a sample of my writing: (insert sample). Analyze my writing style, and for any emails going forward, write it in my style.”

It will save you a lots of time.

How to generate attractive subject line?

Subject line is the most important part of an email when it comes to whether your mail will be viewed or not. It can take hours of time to think about an attractive subject line. We can ask ChatGPT to write subject line for our emails. If we ask ChatGPT to write an email on a specific topic, it will generate the subject line automatically. But if we want to generate subject lines separately, we can do that also.

Let’s ask ChatGPT to generate a subject line for our email.

The prompt is “Based on the content of this email, write me an optimized subject line for this email. The subject line should be a maximum of 70 characters.”

You can also ask to generate 2 or 3 versions of it so that you can choose from that.

How to generate reply of an email?

ChatGPT can not only write emails for you, it can also generate replies of emails that sent in your inbox. It literally saves you lots of brain power and time.

I got an invitation email to join a webinar about digital marketing organized by UNI Consultants.

I know what will be my response. But again, it’s such a hassle to go ahead and word this email in a professional manner. In this scenario, ChatGPT will help us to reply to the email.

I will copy the email and paste it to ChatGPT and ask to generate a reply for the email.

The prompt is “Please help me write a professional email response to Md. Faizul Islam , agreeing to attend the webinar on one of the suggested dates. Include appreciation for their interest and any relevant information.”

The reply is ready,

Automate your email task with ChatGPT email integrations

The integration we are talking about is ChatGPT writer. It is an extension which is available for any any browser.

If we use this, we don’t need to go back to ChatGPT  to write email. The extension allows email writing  in our inbox.

If we give a prompt here, it will generate an email here, and we can send it intently. It has the ability to use advanced LLMs like GPT 4o Mini and Gemini 1.5F in the free version and more advanced GPT 4o and Sonnet 3.5 in the pro version.

With this extension, you can set the tone of your emails and also limit the length of your emails.

You can also generate replies to emails.

Click on the add context button, than paste the email which you want to reply. It will generate a reply to the email.

I think the free version of this tool is good to go for an average user.