Do you spend a lot of time in your inbox? ChatGPT can help you write emails faster. What’s more, it could enhance your email in a way that you haven’t thought of.
In this article, you will learn how to write a new email and craft a response to an email using ChatGPT.
Why use ChatGPT to write emails?
Using ChatGPT to write or respond to emails has several advantages:
- Time-saving: Writing emails can be time-consuming. You can tell ChatGPT what you want to communicate.
- Using the right words: Tell it the voice you want, and ChatGPT will use the most appropriate words for your message. It’s a great way to prevent miscommunication.
- Reduced errors: ChatGPT is great for proofreading and correcting grammatical errors.
To start using ChatGPT, visit the URL https://chat.openai.com/chat .
In this section, you will find a few use cases for using ChatGPT to write a new or respond to an email.
Writing a new email
You can use the following template to ask ChatGPT to write a new email.
Write an email to my [relationship] [name]. Tell him/her [something].
For example, if you want to let your boss know you are going to be late, you can write:
Write an email to my boss Mark. Tell him/her I am going to be late for the 2pm meeting.
I am writing to let you know that I am going to be late for the 2pm meeting today. Unfortunately, there was an unexpected delay on my commute, and I am now running behind schedule.
I understand the importance of this meeting, and I apologize for any inconvenience this may cause. I will make every effort to arrive as soon as possible, but I anticipate being about 10 to 15 minutes late.
Please let me know if there is anything I can do to help prepare for the meeting while I am on my way. I will also catch up with you afterwards to ensure that I am up to speed with what I missed.
Thank you for your understanding, and I apologize again for any disruption this may cause.
Best regards, [Your Name]
With the time of writing two sentences, you can generate a formal email that may have taken 15 minutes to write. So much time was saved!
Note that you can include a few points in [content] if you like. You don’t need to stick to a single idea.
Responding to an email
You may actually spend most of your time replying to emails rather than writing new ones. Can ChatGPT help there? Absolutely. Use the following template for ChatGPT.
Reply to the following email. [Content] [Paste the email message here]
For example, a customer asked you for a refund. You can write
Reply to the following email. Refund in 1 day.
I’ve purchased a toilet cleaner and it doesn’t work for me. Can I please get a refund? The invoice is attached.
Here’s ChatGPT’s response.
Thank you for reaching out to us. We apologize for the inconvenience caused by the toilet cleaner that you purchased from us. We would be happy to assist you with a refund for the product.
Please be informed that our refund policy requires a maximum of three business days for the refund process to be completed. However, we understand your urgency and we will make every effort to expedite the process and ensure that you receive your refund within one business day.
To proceed with the refund, please provide us with the following information:
- Your full name and contact information
- The order number or invoice number of the purchase
- The reason for the refund request
Please send us the information as soon as possible to expedite the refund process. We appreciate your cooperation and we are committed to resolving this matter to your satisfaction.
Thank you for your patience and understanding.
Best regards, ChatGPT
Now sometimes the response is not exactly what you want. Give a follow-up instruction for a revision.
Don’t ask the customers to provide information.
Sure, I understand. Here’s a revised version of my previous response without asking for any additional information:
We apologize for the inconvenience caused by the toilet cleaner that you purchased from us. We will be happy to process a refund for you.
Please be advised that we typically require up to three business days for refunds to be processed. However, we understand your urgency and will make every effort to expedite the process to ensure you receive your refund as soon as possible.
Thank you for your patience and understanding.
Now you get a revised response that suits your need.
Privacy warning: Per OpenAI’s policy, their employees are allowed to read your ChatGPT dialogs. Make sure you are ok with that, and don’t put sensitive information in the chat.
Sometimes you want to personally write the email instead of using a boilerplate. You can ask ChatGPT to proofread and
Proofread the following email message. Give me bullet points of what you have changed and suggestions. [email content]
This prompt is useful when you just want ChatGPT to correct grammatical mistakes and suggest alternative wordings.
What if you don’t get what you wanted from ChatGPT? Ask it to rewrite. Below are some commonly used follow-up responses.
These follow-up prompts can be used to change the tone of the emails.
Make it more friendly.
Make it more formal.
Make it more positive.
Make it more engaging.
Controlling the length
You may want to control the length of the message. Here are some follow-up prompts.
Make it a quick note.
Make it a longer.
ChatGPT Writer is a Chrome extension that allows you to access ChatGPT without leaving the page you are visiting. Below are instructions for using the extension.
Step 1. Visit ChatGPT Writer’s extension Page and the “Add to Chrome” button on the top right to install the extension.
Step 2. Click the ChatGPT Writer’s icon to bring up its input box. The icon can be hiding inside the extension button which looks like a puzzle piece.
Step 3. Write a few points about the content of the new email in the Message context input box. Write “Write a new email” in the second text box.
Step 4. Click Generate Response to generate the email. Your message will be ready in the bottom text box after a short while.
This extension provides a similar functionality ChatGPT’s official page, except that you don’t need to register or leave the page you are currently visiting.
A current limitation of this extension is that it does not allow asking ChatGPT follow-up questions to fine-tune the message. You have to start all over.