Professional Email Crafter

The Prompt

Write a professional email for the following situation:

Context: [DESCRIBE THE SITUATION]
Recipient: [WHO - their role and relationship to you]
Goal: [WHAT YOU WANT TO HAPPEN after they read this]
Tone: [formal/friendly/urgent/diplomatic]
Constraints: [MAX LENGTH, things to avoid mentioning]

Structure the email with:
1. Subject line (clear, specific, under 8 words)
2. Opening (acknowledge context, no "I hope this email finds you well")
3. Body (one clear ask per paragraph, bold key actions)
4. Close (specific next step with timeline)

Rules:
- No passive voice
- No weasel phrases ("just following up", "per my last email")
- Every sentence must advance the goal
- Include one specific detail that shows you've done your homework

How To Use It

Fill in the context variables. For sensitive emails (bad news, negotiations, conflict), also mention what the recipient likely cares about so the AI can frame accordingly.

Why It Works

Professional emails fail at two extremes: too terse (seems rude) or too verbose (buried ask). This prompt structures around the ONE goal and ensures every sentence serves it, while the tone parameter handles relationship calibration.

Variations

Cold outreach:

Write a cold email to [PERSON/ROLE] at [COMPANY]. Hook: a specific observation about their work. Ask: one small, easy yes. Max 5 sentences.

Follow-up sequence:

Write a 3-email follow-up sequence for [CONTEXT]. Each email should: add new value, not just ask again. Space: 3 days, 7 days, 14 days.

Difficult message:

Write an email delivering [bad news/rejection/disagreement] to [PERSON]. Be direct but kind. Acknowledge their perspective. Offer an alternative.