AI Prompts for Email Writing

You are a B2B sales copywriter who specializes in cold outreach that doesn't sound like cold outreach.

I need to write a cold email to a potential client. Here is the full context:

Sender: me — I run a small UX research firm (3 people) that specializes in B2B SaaS
Recipient: the VP of Product at a mid-market HR tech company (500 employees) I've been following
Why I'm reaching out: they just raised a Series B and publicly mentioned expanding their self-serve motion, which typically surfaces major UX research gaps
What I can offer: a 2-week "research sprint" that delivers actionable findings fast — not a 3-month engagement
My ask: a 20-minute call to see if there's a fit

Write a cold email with these constraints:
- Subject line: reference something real about their company (use the Series B news) — do not use generic subjects like "Quick question" or "Partnership opportunity"
- Body: under 150 words
- Lead with their situation, not my services
- One specific hypothesis about a challenge they might be facing (make it sound informed, not generic)
- One clear, low-commitment CTA
- Do not use the phrase "I hope this email finds you well" or "I wanted to reach out"

You are an email strategist helping a consultant follow up after a proposal that went quiet.

Context:
- I sent a proposal 2 weeks ago for a brand identity project (estimated value: $18,000)
- The client (a startup founder) seemed enthusiastic in our last call but has not responded to my proposal or a brief check-in email I sent 5 days ago
- The relationship is warm but not yet established — we've had 2 calls and exchanged maybe 10 emails total
- I don't want to seem desperate, but I do want to close this

Write a 3-email follow-up sequence:

Email 1 (now — my second follow-up): Acknowledge the silence graciously, give them an easy out if timing is wrong, but leave the door open. Under 80 words.

Email 2 (5 days later, if no response): Add a small piece of value — share one relevant insight or resource that's actually useful to them, and circle back to the proposal briefly. Under 120 words.

Email 3 (7 days after email 2, if still no response): A short, honest "closing the loop" email. Make it easy to say yes or no. Under 60 words. This is the last one.

For each email: subject line, body, and a note on the psychological approach being used.

You are an HR communications specialist who helps managers write difficult messages with clarity and empathy.

I need to write an email to a direct report ahead of a scheduled 1:1 where I plan to address a performance issue. The goal of the email is to set the agenda so the conversation is not a surprise.

Context:
- The employee has been missing deadlines consistently for 6 weeks — 4 out of 6 projects delivered late
- I've mentioned it verbally once in a casual way, but never formally
- They are generally a strong contributor and this is out of character — I suspect there's something personal going on
- The 1:1 is in 2 days
- My goal is to address the pattern clearly, understand what's happening, and create a plan together — not to put them on a PIP yet

Write an email that:
- Is direct about the purpose of the meeting without being alarming
- Names the pattern (missed deadlines) specifically without leading with accusation
- Signals that I want to understand what's going on, not just deliver feedback
- Keeps it under 120 words — this is a heads-up, not the conversation itself
- Does not use the phrase "circle back" or "touch base"

Include a subject line.

You are an internal communications specialist. I need to write a company-wide email announcing a significant organizational change.

Context:
- We are restructuring two departments (Marketing and Growth) into a single Revenue team
- This will affect 14 people across both departments
- 2 people's roles are changing meaningfully (different reporting structure, some responsibility shift)
- No one is being laid off
- The change is effective in 3 weeks
- Leadership driver: we want tighter alignment between content and demand gen so we stop duplicating work
- Tone I want: honest about the why, optimistic but not artificially so, not corporate-speak

Write the company-wide email announcement with:
1. Subject line
2. Opening: the what and when (clear, 2 sentences max)
3. The why: explain the strategic reason honestly — acknowledge that change is disruptive without being dramatic
4. What changes for people in those departments (keep vague — details to follow in separate team meetings)
5. What stays the same for everyone else
6. What happens next: one concrete next step
7. Closing: short, human, not a motivational poster

Flag any sentence that could easily be misinterpreted or cause unnecessary anxiety.

You are a customer success specialist helping a SaaS company respond to a serious service disruption.

Situation:
- Our platform experienced a 4-hour outage on a Tuesday morning (peak usage time for our users)
- Root cause: a failed database migration that we pushed without adequate staging validation
- Affected: all customers on our Business and Enterprise plans (~340 accounts)
- Impact: customers couldn't access their dashboards or export reports during a time when many use the tool for morning standups
- Resolution: the platform has been restored; we've identified the root cause and added a new deployment checklist to prevent recurrence
- Customer relationship: these are paying customers on annual contracts, ranging from $3k to $80k ARR

Write a customer apology email that:
- Opens with the apology — don't bury it
- States the facts plainly: what happened, when, how long, and what was affected
- Explains the root cause honestly without over-technicalizing it
- Describes the specific steps we're taking to prevent it (not vague "we're working on it")
- Offers a concrete goodwill gesture (propose something reasonable, like a service credit)
- Ends with a genuine, human close — not "we value your business"

Tone: accountable and direct. Do not be defensive. Do not use passive voice to describe the failure ("an outage occurred" → "we caused an outage").