Best ChatGPT Prompts for Repetitive Emails

1. Choose the right prompt – Select a template that fits your scenario.
2. Provide key details – Add variables like recipient name, company, or purpose.
3. Refine & personalize – Adjust tone, length, and specific details.
4. Use ChatGPT’s memory or integrations – For even more automation (if using Plus).

📝 Pro Tip: If you need ChatGPT to generate longer emails, check out this guide on making ChatGPT write longer.

1. Generic Response to Frequently Asked Questions (FAQ Emails)

💡 Use this when answering common customer or client questions.

Prompt:

“Write a professional yet friendly email responding to a customer asking about [insert FAQ topic]. Keep it clear and concise, and include a call to action for further assistance.”

📌 Example:
Subject: Re: Inquiry About Our Pricing

Hi [Customer’s Name],

Thank you for reaching out! Our pricing for [product/service] varies based on [specific factors]. You can find detailed pricing information on our website here: [insert link].

If you need a customized quote or have any questions, feel free to reply to this email or call us at [contact number].

Best regards,
[Your Name]
[Your Position]

2. Follow-Up Email (After No Response)

💡 Perfect for following up on job applications, sales pitches, or unanswered emails.

 Prompt:

“Write a polite and professional follow-up email for a [specific scenario, e.g., job application, sales proposal] when the recipient hasn’t responded. Keep it short and include a clear next step.”

📌 Example:
Subject: Just Following Up on My Previous Email

Hi [Recipient’s Name],

I hope you’re doing well. I wanted to follow up on my previous email regarding [mention topic]. I understand things can get busy, so I just wanted to check if you had any thoughts or if there’s a better time to discuss.

Looking forward to your response. Let me know if you need any further details.

Best,
[Your Name]

3. Meeting Request Email

💡 Use this when scheduling meetings with clients, colleagues, or business partners.

Prompt:

“Draft a polite and professional email requesting a meeting with [recipient’s name] about [topic]. Include possible time slots and a request for confirmation.”

📌 Example:
Subject: Request for a Quick Meeting

Hi [Recipient’s Name],

I hope you’re doing well. I’d love to schedule a quick meeting to discuss [topic]. Would you be available on [suggest two or three date/time options]?

Please let me know what works best for you, or if there’s another time that’s more convenient. Looking forward to our conversation.

Best regards,
[Your Name]

4. Apology or Issue Resolution Email

💡 Use this when responding to complaints or resolving issues professionally.

Prompt:

“Write a sincere and professional apology email addressing a customer’s complaint about [issue]. Acknowledge the problem, offer a solution, and express appreciation for their patience.”

📌 Example:
Subject: Our Apologies for the Inconvenience

Hi [Customer’s Name],

I sincerely apologize for the inconvenience caused by [describe the issue]. We truly value your business and understand how frustrating this must be.

We have taken immediate action to resolve the problem: [explain solution]. Please let us know if there’s anything else we can do to make things right.

Thank you for your patience and understanding. We appreciate your trust in us.

Best,
[Your Name]

5. Subscription Renewal or Expiry Reminder

💡 Ideal for reminding customers about upcoming renewals or expired subscriptions.

Prompt:

“Write a friendly reminder email informing a customer that their [subscription/membership] is about to expire on [date]. Include renewal instructions and a benefit-driven CTA.”

📌 Example:
Subject: Your [Service] Subscription is Expiring Soon!

Hi [Customer’s Name],

Just a quick reminder that your [subscription name] will expire on [expiration date]. Renewing now ensures uninterrupted access to [list key benefits].

You can renew your subscription here: [insert link]. If you have any questions, feel free to reach out.

Thank you for being a valued customer!

Best,
[Your Name]

6. Order Confirmation & Shipping Update

💡 Use this to confirm purchases and provide shipping details.

Prompt:

“Write a customer-friendly email confirming an order and providing shipping details for [product name]. Keep it clear and reassuring.”

📌 Example:
Subject: Order Confirmation – Your [Product Name] is on the Way!

Hi [Customer’s Name],

Thank you for your order! We’re excited to let you know that your [product name] has been shipped and is on its way to you.

📦 Order Number: [Order #]
🚚 Estimated Delivery: [Delivery Date]
🔍 Tracking Link: [Insert Tracking Link]

If you have any questions, don’t hesitate to contact us. Enjoy your new purchase!

Best,
[Your Name]

7. Job Application Acknowledgment

💡 Great for HR teams automating responses to job applicants.

Prompt:

“Write a polite and professional acknowledgment email confirming receipt of a job application for [job title] at [company name].”

📌 Example:
Subject: Application Received – Thank You!

Hi [Candidate’s Name],

Thank you for applying for the [Job Title] position at [Company Name]. We have received your application and will review it carefully.

If your qualifications match our needs, we’ll be in touch soon regarding the next steps. In the meantime, feel free to explore more about our company at [company website].

Best of luck!

Sincerely,
[Your Name]
[Your Position]

Final Thoughts

Using ChatGPT for repetitive emails can streamline your workflow, ensure consistency, and save valuable time. By leveraging these prompts, you can generate personalized, high-quality emails with minimal effort.

Do you work in People or HR departments and need to communicate by e-mail daily?

Check out this guide on GPT tricks for HR and talent professionals for even more efficiency hacks!

💡 Which of these prompts do you find most useful? Let us know in the comments! 🚀