A collection of prompts for writing business emails efficiently with ChatGPT

AI technology has developed, and it has become an era where various tasks can be done!

Business emails can also be created easily and efficiently using AI . Rather, it's a waste not to do it.

I will explain how to write a business email using ChatGPT.

How to write business emails with ChatGPT

1. Login to ChatGPT
2. Enter a business email prompt in the message input field and send
3. ChatGPT automatically generates business emails

What is a prompt

Prompts are important for writing business emails in ChatGPT.

Prompts are keywords or phrases that tell ChatGPT to generate sentences.

By using prompts (keywords or phrases) and providing details about what you want people to write about, ChatGPT can generate more accurate sentences.

Be as specific as possible in your prompt about who, what, what, and how you want to say it.

ChatGPT business email prompt example

[Prompt for email asking to send invoice]

Subject: "Request for billing"

Reason for invoice request: "Request an invoice for the service usage fee"

Confirmation of shipping information: "Confirm billing address"

Specify deadline: "Set deadline for sending invoice"

Closing words: "Yoroshiku onegaishimasu"

Write the reason for the request specifically, and give instructions as clearly as possible, such as "September 15, 2023" for the deadline.

[Prompt for e-mail notifying the delivery of materials]

Subject: "Notice of sending materials"

Outline of materials: "Describe the contents of the materials to be sent"

Attachment method: "Attachment file or link guidance"

Purpose of use of materials: "Proposing ways to use materials"

Contact: "Contact for questions and concerns"

By telling ChatGPT specifically what the content of the document is, you can make the business email easier to understand.

[Prompt for resending emails sent when there is no reply to emails]

Subject: "Regarding the previous email (resent)"

The date when the last e-mail was sent "Year/Month/Day"

Summary of last email: "Revisit key points from last email"

Compassion: “I worry about not replying”

Resetting the deadline: "Setting and reconfirming the response deadline"

Closing words: "Thank you for your confirmation."

[Prompt for reply email to quote request]

Subject: "Response to quote request"

Greeting sentence: "Words of gratitude to customers"

Estimate details: "Present estimate details and amount"

Expiration date of quotation: "Specify the expiration date of the quotation"

Contact: "Contact for questions and concerns"

Closing remarks: "Thank you for your consideration."

[Prompt for reply email to quotation sending email]

Subject: ``Reply about quotation''

Greetings: "A polite greeting to the other person"

Receipt of quotation: "Communicate receipt of quotation"

Impressions on the estimate content: "Impressions and questions about the estimate content"

Questions or Concerns: 'Describe any questions or concerns about the quote'

Meeting proposal: "Propose and schedule meetings as necessary"

Reply deadline: "If a reply is required, specify the deadline."

Contact: "Contact for questions and concerns"

Closing Words: "Polite Closing Words"

This is a prompt for when you want to proceed with the story after receiving an estimate. Let's arrange the necessary items such as the date and use it.

[Prompt for apology email for misdelivery]

Subject: "Apology for wrong transmission"

Apology text: "Apology for sending by mistake"

Cause explanation: "Concisely explain the cause of the erroneous transmission"

Future measures: "Explain future measures to prevent erroneous transmission"

Contact: "Contact for questions and concerns"

Closing remarks: "Once again, I apologize and ask for your understanding."

It makes for a great apology email by being specific with your preventive measures. It is really recommended for those who are not good at apology!

Actual output email text of ChatGPT prompt

This is the text generated by ChatGPT when using the above prompt.

The model uses Chat-GPT4 . This model is currently available for a fee.

ChatGPT has various versions, but at the moment ChatGPT4 is the top model and gives the best results.

Email requesting invoice

Subject: Request for billing

Dear 〇〇,

We become indebted to. I'm □□ from △△ Co., Ltd. Thank you very much for letting me use your service this time. I would like an invoice for the service fee.

The shipping address is as follows. I'm sorry to trouble you, but could you send me the invoice after confirming it?

• 〒123-4567
• 〇〇 1-2-3 Building 5F, Minato-ku, Tokyo
• △△ Co., Ltd.
• Person in charge: □□

Also, sorry to trouble you, but please send the invoice by MM/DD/YYYY.

If you have any questions, please feel free to contact us.

Thank you very much.

Very truly yours

E-mail notification of delivery of materials

Subject: Notice of sending materials

Dear 〇〇,

We become indebted to. I'm □□ from △△ Co., Ltd. I have attached to this e-mail the materials we discussed at the meeting the other day.

A summary of the material is as follows:

• Product Features and Benefits
• Market research results
• case study

Documents are attached as PDF files. You can also download it from the link below.

[Document download link]

We hope that you will use these materials to deepen your understanding of our products and use them as a reference for future projects and sales activities.

If you have any questions or concerns, please feel free to contact us by phone (03-1234-5678) or email (example@example.com).

Thank you.

Very truly yours

Reply email to quotation sending email (positive response)

Subject: Reply regarding quotation

Dear 〇〇,

We become indebted to. I'm □□ from △△ Co., Ltd. I would like to inform you that I have received the quote that you sent me the other day. thank you.

I have seen the contents of the estimate, but I felt that the contents were satisfactory overall and were summarized in a very easy-to-understand manner. However, I have some questions and concerns about a few items.

Specifically, I would like to confirm whether the delivery date of the project is set according to our wishes. Also, since there is no breakdown of outsourcing costs, I would appreciate it if you could provide me with the details.

If it is convenient for you, would it be possible to set up a meeting to discuss the above questions and concerns in detail? We have openings on Thursday and Friday afternoons this week, so please let us know which dates are convenient for you.

Sorry to trouble you, but it would be helpful if you could reply within this week. If you have any questions or concerns, please feel free to contact us by phone (03-1234-5678) or email (example@example.com).

Thank you very much.

Very truly yours

Re-send email to send when there is no reply to the email

Subject: Regarding the previous email (resent)

Dear 〇〇,

We become indebted to. I'm □□ from △△ Co., Ltd. The other day, I sent an email on April 13, 2023, but since there was no reply, I decided to resend it.

In our last email, we asked about:

• Hydraulic pressure setting range
• Precautions for maintenance

I'm afraid I haven't received a reply. If you did not receive the email or have any questions, please let us know.

It would be helpful if you could reply by next Tuesday (April 18th). If you have any questions or concerns, please feel free to contact us by phone (03-1234-5678) or email (example@example.com).

Thank you for your confirmation.

Very truly yours

Apology email for misdelivery

Subject: Apology for sending wrong message

Dear 〇〇,

We become indebted to. I'm □□ from △△ Co., Ltd. Regarding the email I sent you the other day, it turned out that I sent it by mistake. I must sincerely apologize.

The cause is that you have specified the wrong address when entering the destination. The email I sent was addressed to someone else, so you can ignore the content.

In the future, we will thoroughly check the destination and respond carefully so that such erroneous transmission does not occur.

If you have any questions or concerns, please feel free to contact us by phone (03-1234-5678) or email (example@example.com).

We apologize for any inconvenience this may have caused. Thank you for your continued support.

Very truly yours

If you don't understand the prompt, just ask ChatGPT

But I don't know how to write a prompt in such a special case

At that time, if you ask ChatGPT, it will tell you an example of how to write a prompt.

Mr. Yamada, please tell me the prompt of the mail asking for the setting of the hydraulic device.

It's okay to feel like this.

Yes, he not only sent me a prompt like this, but he actually wrote me an email.

If you don't understand, ask ChatGPT anything. If you don't like the generated sentences, try changing the way the commands are issued.

It's troublesome to type...

If you feel that, you can use Ondoku-ChatGPT to ask questions and give orders to ChatGPT by voice input.

Related article >> [Free and easy] How to have a voice conversation with ChatGPT! Settings and usage for computers and smartphones

It takes time to read and write emails.

According to the Business Email Survey 2022 ,

• Daily average sent "16.27" received "66.87"
• Average time to read 1 minute 24 seconds
• Average time to write one letter: 6 minutes and 5 seconds

i.e. average

I spend 1 hour and 10 minutes a day just reading emails.

I spend 1 hour and 40 minutes a day just writing emails

You can see that the time related to mail is about 3 hours per day .

It means that some people spend almost half a day just emailing.

too good to waste! Make yourself comfortable with AI!

By learning how to write business emails efficiently with ChatGPT, you can make your day-to-day work go smoothly.

Also, reading time will be much less burden by having them read aloud.

Please use Ondoku for reading aloud!

Related article >> Read out ChatGPT replies aloud [Ondoku3-ChatGPT]

You can be more efficient by listening to your voice

Listening to emails by voice is one way to make reading and writing business emails more efficient.

save time

Listening to emails is faster and easier to understand than reading them with your eyes.

Possibility of multitasking

By listening to emails by voice, you can start to write a reply while listening to the contents of the email while doing other tasks.

reduce eye fatigue

Staring at screens all day can strain your eyes. However, listening to emails by voice can reduce eye strain.

Prevention of misreading and oversight

By listening to emails by voice, misreading and oversight are less likely to occur. Mistakes can be prevented.

In order to listen to emails by voice, you can easily listen to the voice by using the voice assistant installed in your smartphone or computer, or by using a dedicated tool such as Ondoku.

Official website: Ondoku

Ondoku can read 5000 characters per month for free. The reading is similar to that of a human being, and the voice is very easy to hear. You can choose between a female voice, a male voice, and a girl's voice.

Streamline your business email reading and writing with Ondoku.

■ AI voice synthesis software "Ondoku"

"Ondoku" is an online text-to-speech tool that can be used with no initial costs.

• Supports approximately 50 languages, including Japanese, English, Chinese, Korean, Spanish, French, and German
• Available from both PC and smartphone
• Suitable for business, education, entertainment, etc.
• No installation required, can be used immediately from your browser
• Supports reading from images

To use it, simply enter text or upload a file on the site. A natural-sounding audio file will be generated within seconds. You can use voice synthesis up to 5,000 characters for free, so please give it a try.

Text-to-speech software "Ondoku" can read out 5000 characters every month with AI voice for free. You can easily download MP3s and commercial use is also possible. If you sign up for free, you can convert up to 5,000 characters per month for free from text to speech. Try Ondoku now.

HP: ondoku3.com
Email: ondoku3.com@gmail.com