Do you know According to a study by McKinsey, employees spend 28% of their workweek reading and responding to emails, which equates to about 13 hours per week. Writing emails at work, especially those tough ones, can be seriously anxiety-inducing. Whether you’re declining a project, requesting time off, or sharing bad news, crafting these messages can be a challenge. Hitting “send” often feels even worse.
Another study shows that leveraging generative AI tools like ChatGPT in the workplace can supercharge productivity, leading to a remarkable 66% boost in performance.
We have compelling evidence to believe that this 66% productivity boost is accurate when it comes to writing emails. Using ChatGPT for email composition not only expedites the writing process (especially for complex emails) but also enhances the quality and clarity of your messages.
This guide shows you how to use ChatGPT to confidently tackle emails – from drafting the content and setting the tone to even measuring their success. You’ll be equipped to send emails that not only reduce your stress but also achieve your goals. Are you ready to become an email writing master?
Why Should We Use ChatGPt to Write Emails?
One of the hardest parts of writing difficult emails is managing emotions, especially when dealing with sensitive topics.
- Neutral and Objective Language: ChatGPT produces neutral and objective content, which is invaluable in emotionally charged situations. Relying on AI helps prevent emotions from dictating the tone.
- Focusing on Facts: ChatGPT focuses on the facts you present, keeping the email clear and concise without unnecessary emotional undertones.
- Consistent Professionalism: ChatGPT’s responses are consistently professional, helping you maintain a level-headed approach even when the topic is difficult. This is crucial for maintaining positive relationships, even when delivering bad news.
How to Use ChatGPT to Write Emails in 4 Easy Steps
ChatGPT has a hidden feature that can drastically improve the quality of your emails. It lets you fine-tune how the AI responds, making sure each email is just how you want it.
Step 1: Setting up ChatGPT
Look for a section called “Custom Instructions” or “Settings” within ChatGPT before you start typing your email. This is where you tell ChatGPT what you want.
How to Use it for Email Writing?
- Your Email Style
- Formal or Casual: Tell ChatGPT how formal your emails should be.
- Short or Detailed: Tell ChatGPT how long or detailed you want your emails.
- Who You’re Writing To
- Different Audiences: Tailor the AI’s responses for different groups like clients or colleagues.
- Email’s Purpose: Specify if the email is to inform, request something, or solve a problem.
- Making Emails Better
- Clear Instructions: Tell ChatGPT to always include clear actions for the recipient to take.
- Polite and Positive: Ask for a consistently polite and positive tone.
- Personal Touches
- Specific Words: If you use industry-specific terms, tell ChatGPT to use them.
Example
You could tell ChatGPT: “Please use a formal tone and include technical legal terminology. Keep the explanations concise but comprehensive enough for a professional audience.”
This ensures every email is professional and suitable for the recipient.
The “Custom Instructions” feature makes ChatGPT a super email tool. By setting your preferences, you’ll get more effective emails that perfectly match your needs.
With your account ready and instructions customized, you’re now prepared to tackle those challenging emails with ChatGPT’s assistance.
Once you’ve set up ChatGPT and customized your instructions, it’s time to tackle those challenging emails head-on. Whether you need to decline a request, ask for time off, or deliver tough news, ChatGPT can help you articulate your message clearly and professionally. Let’s break it down step by step.
Step 2: Creating the First Draft
The first step is generating an initial draft. The key to getting a good draft from ChatGPT is a well-thought-out prompt that includes all the necessary details.
- Start with a Clear Prompt: Be specific about the context and goal of your email. For example, if declining a project, your prompt might be: “I need to write an email to my partner declining an additional project. I’m currently at full capacity and don’t want to overcommit. The tone should be polite but firm.”
- Include Relevant Details: Mention anything important that needs to be in the email. For instance: “Please mention that I’m happy to revisit the opportunity later and suggest a person who might be able to help.”
- Let ChatGPT Work: Once you’ve provided the prompt, ChatGPT will generate a draft. It might not be perfect, but it’s a solid foundation.
- Iterate as Needed: Don’t hesitate to ask ChatGPT for multiple versions if you’re not fully satisfied. You could say, “Please regenerate the email with a focus on emphasizing my willingness to help in the future.”
- Adjust the Tone: If the tone isn’t quite right, ask ChatGPT to modify it. For example, “Please revise this email to have a more formal tone.” You can also specify if you want it softer or more direct.
Step 3: Ensuring Clarity and Brevity
Clarity and brevity are crucial. Your recipient should quickly understand your message without sifting through unnecessary details.
- Simplify Complex Ideas: Use ChatGPT to break down complex ideas into simpler terms. You can prompt it to rephrase sections for better clarity.
- Example: “Could you simplify this explanation to be more concise?”
- Eliminate Redundancies: Remove repetitive phrases or sentences. If a point is already made, there’s no need to repeat it unless it adds value.
- Keep It Concise: Aim for brevity. Professionals receive many emails daily, so keeping yours short increases the chance it’ll be read and acted upon.
- Consider bullet points or numbered lists for multiple points. This makes the email easier to skim.
- Read Through the Entire Email: Look for sections that feel off or don’t convey the message clearly. Pay attention to the flow and ensure the tone matches your intent.
- Check for Alignment with Your Message: Does the email cover all key points? Is anything missing? If something feels off, tweak the language or ask ChatGPT for a revision.
- Edit for Clarity: Simplify complex sentences or jargon. If ChatGPT’s draft includes long sentences, break them down into simpler parts.
- Example: Instead of “Given the current workload and the potential impact on ongoing projects…”, simplify to “Due to my current workload…”
Step 4: Adding a Personal Touch and Final Editing
While ChatGPT provides a solid foundation, adding personalized details makes your email feel genuine and professional.
- Include Specific Details: Mention details relevant to the recipient or the situation. If declining a project, refer to a recent conversation or acknowledge its importance.
- Example: “I recall discussing this project in our last meeting, and I understand its significance to our Q4 goals.”
- Tailor the Greeting and Closing: Adjust the greeting and closing to match your relationship with the recipient. For a close colleague, a friendly “Hi [Name]” might be fitting, while a more formal “Dear [Name]” could be better for a supervisor.
- Consider a personal closing note, like “I hope you have a great week!” or “Looking forward to catching up soon.”
- Reflect Your Personality: If appropriate, infuse some of your personality into the email. This could be a light-hearted comment or a phrase you commonly use. Be mindful of the tone and ensure it aligns with the situation’s professionalism.
- Refine the Tone: Adjust the tone if it’s too formal or casual. ChatGPT’s responses are generally professional, but you can fine-tune them to match your voice or the situation.
Final Thoughts
Using ChatGPT for work emails can save you time, make your emails better, and reduce the stress of writing difficult ones. By setting it up to match your style, you can ensure every email you send is professional and effective.
Whether it’s saying no to a project, asking for something, or delivering bad news, ChatGPT helps you write clearly and confidently, making sure your recipients understand and act. As more workplaces adopt AI tools like ChatGPT, mastering its use will not only streamline your email process but also elevate your overall communication skills. It will make you a more efficient and impactful professional.
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