Back to Blog

40 ChatGPT Prompts for Professional Business Emails

You spend 28% of your workday on email.

That's 2.6 hours per day writing, reading, and responding to emails.

The problem? Most business emails are:

  • Too long (nobody reads past paragraph 2)
  • Too vague (unclear ask or next steps)
  • Too formal (sound like robots)
  • Too casual (unprofessional)

The opportunity: ChatGPT can help you write clear, professional emails in 60 seconds that get responses.

In this guide, I'll share 40 prompts for the most common business email scenarios—from cold outreach to difficult conversations.

Why Use AI for Business Emails?

The data:

  • Average professional sends 40 emails per day
  • 47% of emails are opened based on subject line alone
  • Emails under 125 words get 50% higher response rates
  • Personalized emails improve response rates by 26%

What ChatGPT does well: ✅ Generates clear, concise copy
✅ Adapts tone (formal, casual, persuasive)
✅ Structures emails for readability
✅ Creates compelling subject lines
✅ Saves you 10 or more hours per week

What you still need to do:

  • Personalize with specific details
  • Review for accuracy
  • Add your authentic voice

The 5 Email Types Every Professional Needs

1. Cold Outreach (Sales, Networking, Partnerships)

Goal: Get a response from someone who doesn't know you.

Key principles:

  • Personalize the first line (show you've done research)
  • Make it about THEM, not you
  • Clear, specific ask
  • Keep it under 100 words

Prompt:

Write a cold outreach email to [NAME] at [COMPANY].

Purpose: [WHAT_YOU_WANT]
Why them: [SPECIFIC_REASON_YOU'RE_REACHING_OUT]
What's in it for them: [VALUE_PROPOSITION]
My background: [BRIEF_CREDIBILITY]

Make it:
- Personalized (reference their work, company, or recent news)
- Concise (under 100 words)
- Clear ask with low friction
- Professional but warm
- Include compelling subject line

Example output:

Subject: Quick question about [Their Recent Initiative]

Hi [Name],

I noticed [Company] just launched [Specific Initiative]—congrats on the traction!

I'm [Your Role] at [Company], and we help [companies like yours] [achieve specific outcome]. I think there might be an interesting fit for [specific benefit relevant to them].

Would you be open to a 15-minute call next week to explore?

Best,
[Your Name]

2. Follow-Up Emails

Goal: Re-engage without being annoying.

Prompt:

Write a follow-up email to [NAME] about [TOPIC].

Context:
- Original email sent: [DATE]
- Purpose: [WHAT_YOU_ASKED_FOR]
- No response yet

Make it:
- Polite and professional (not pushy)
- Add new value or context
- Clear next step
- Acknowledge they're busy
- Under 75 words

Pro tip: Add value in follow-ups. Share a relevant article, insight, or update—don't just say "checking in."

3. Meeting Requests

Goal: Get on someone's calendar.

Prompt:

Write an email requesting a meeting with [NAME].

Purpose: [WHAT_YOU_WANT_TO_DISCUSS]
Why it matters to them: [BENEFIT_OR_RELEVANCE]
Suggested time commitment: [15/30/60 minutes]
Urgency: [TIMELINE_IF_RELEVANT]

Make it:
- Clear on topic and purpose
- Respectful of their time
- Offer specific time options or calendar link
- Explain why meeting is valuable for them

4. Difficult Conversations

Goal: Address problems professionally.

Prompt:

Write a professional email addressing [ISSUE].

Situation: [DESCRIBE_PROBLEM]
My role: [YOUR_POSITION]
Recipient: [WHO_YOU'RE_EMAILING]
Desired outcome: [WHAT_YOU_WANT_TO_HAPPEN]

Tone: [Firm but respectful / Diplomatic / Direct]

Make it:
- Address the issue clearly (no passive-aggressive hints)
- Focus on facts, not emotions
- Propose a solution or next step
- Professional and constructive

Examples:

  • Missed deadline
  • Unmet expectations
  • Budget or scope changes
  • Performance issues

5. Thank You & Relationship Building

Goal: Build goodwill and maintain relationships.

Prompt:

Write a thank you email to [NAME] for [WHAT_THEY_DID].

Context: [SPECIFIC_SITUATION]
Impact: [HOW_IT_HELPED_YOU]
Next step: [IF_APPLICABLE]

Make it:
- Genuine and specific (not generic)
- Acknowledge their effort or expertise
- Brief (3-4 sentences)
- Warm and professional

When to send:

  • After meetings or introductions
  • When someone helps you
  • After receiving advice or feedback
  • Following up on a favor

Sales Email Prompts

Prompt: Cold Sales Email

Write a cold sales email for [PRODUCT/SERVICE].

Target audience: [BUYER_PERSONA]
Their pain point: [PROBLEM_THEY_FACE]
How we solve it: [YOUR_SOLUTION]
Proof: [CASE_STUDY_OR_METRIC]

Structure:
- Subject line that gets opened
- Personalized first line
- Identify their pain point
- Present solution with proof
- Clear, low-friction CTA
- Under 125 words

Prompt: Demo/Trial Follow-Up

Write a follow-up email to someone who [TRIED_DEMO / DOWNLOADED_TRIAL].

Product: [YOUR_PRODUCT]
What they tried: [SPECIFIC_FEATURE_OR_DEMO]
Next step: [WHAT_YOU_WANT_THEM_TO_DO]
Objection to address: [COMMON_HESITATION]

Make it:
- Reference their specific usage or demo experience
- Offer help or answer questions
- Share relevant case study or resource
- Clear CTA (schedule call, upgrade, etc.)

Networking Email Prompts

Prompt: LinkedIn Connection to Email

Write an email to [NAME] after connecting on LinkedIn.

Context: [HOW_YOU_FOUND_THEM]
Common ground: [SHARED_INTEREST_OR_CONNECTION]
Purpose: [WHAT_YOU_HOPE_TO_DISCUSS]

Make it:
- Reference LinkedIn connection
- Find common ground
- Suggest low-commitment next step (coffee chat, intro call)
- Genuine interest in learning from them

Prompt: Introduction Request

Write an email asking [MUTUAL_CONNECTION] to introduce me to [TARGET_PERSON].

Why I want to meet [Target]: [SPECIFIC_REASON]
What's in it for [Target]: [VALUE_PROPOSITION]
My background: [BRIEF_CREDIBILITY]

Make it:
- Easy for [Mutual Connection] to forward
- Clear on why you want the intro
- Include a "forwardable" paragraph they can send
- Respectful of both people's time

Internal Business Email Prompts

Prompt: Project Update

Write a project update email to [STAKEHOLDERS].

Project: [PROJECT_NAME]
Status: [ON_TRACK / AT_RISK / DELAYED]
Key updates:
- [UPDATE_1]
- [UPDATE_2]
- [UPDATE_3]

Blockers: [IF_ANY]
Next milestones: [UPCOMING_DEADLINES]

Make it:
- Scannable (use bullets and bold)
- Lead with status and key points
- Be transparent about risks
- Clear on next steps and who's responsible

Prompt: Feedback Request

Write an email requesting feedback on [WORK_PRODUCT].

What: [DOCUMENT / PRESENTATION / PROPOSAL]
From whom: [RECIPIENT_AND_THEIR_EXPERTISE]
Specific areas for feedback: [WHAT_YOU_WANT_INPUT_ON]
Deadline: [WHEN_YOU_NEED_IT]

Make it:
- Specific about what feedback you need
- Respectful of their time
- Provide context on purpose/audience
- Make it easy to respond (specific questions)

Email Writing Best Practices

The 3-Second Rule

Your email must pass the 3-second scan test:

✅ Clear subject line
✅ Skimmable structure (short paragraphs, bullets)
✅ Obvious ask or next step
✅ Under 200 words for cold emails

Subject Line Formulas

Curiosity:
"Quick question about [Their Initiative]"

Value:
"[Benefit] for [Their Company]"

Mutual connection:
"[Name] suggested I reach out"

Direct:
"Meeting request: [Topic]"

The AIDA Framework

Attention: Compelling subject + personalized first line
Interest: Identify their pain point or goal
Desire: Show how you solve it (with proof)
Action: Clear, specific next step

Common Email Mistakes

Mistake #1: Burying the Ask

Bad: 3 paragraphs of context, then "Let me know if you're interested."

Good: Clear ask in first 2 sentences, context follows.

Mistake #2: Too Formal

Bad: "I am writing to inquire about the possibility of..."

Good: "I'd love to chat about [Topic]. Are you available next week?"

Mistake #3: No Clear Next Step

Bad: "Let me know your thoughts."

Good: "Can we schedule 15 minutes next Tuesday or Wednesday?"

Mistake #4: Too Long

Bad: 400-word email with 5 paragraphs

Good: 100-word email with 2-3 short paragraphs

Get All 40 Business Email Prompts

This guide shared 10 core prompts. Want the complete system?

Get our Business Assistant Pack:

✅ 40 business email prompts
✅ 20 meeting & presentation prompts
✅ 15 strategy & planning prompts
✅ 10 negotiation prompts
✅ Templates for every scenario

👉 Get the Complete Pack ($24)

Or start free: Download 15 Free Prompts

Final Thoughts

Great business emails aren't about perfect writing—they're about clear communication.

The professionals who get responses are the ones who:

  • Make emails easy to read
  • Show they've done research
  • Make clear, specific asks
  • Respect people's time

ChatGPT helps you write professional emails in seconds, not minutes.

Start today. Your inbox (and calendar) will thank you. 📧

About PromptPrime: We create professional AI prompts that actually work—for people who want results, not experiments. Browse all prompt packs →