SOP 004 · EMAIL WRITING WITH AI · FREE
Write Any Business Email in Under 5 Minutes Using AI
Most business owners waste 30 minutes a day rewriting the same email types — follow-ups, proposals, the difficult ones. Eight ready-to-paste prompts in this SOP cover every common business email: follow-up, proposal, bad news, check-in, welcome, polite decline, review request, overdue invoice. Each one runs free in Claude, ChatGPT, or Gemini. Fill the brackets, paste, edit, send — under 5 minutes.
Verified current · 2026-04-28
Framework approach is tool-agnostic. Changes only when our underlying framework evolves.
Eight ready-to-paste prompts for the emails every business owner sends — follow-ups, proposals, check-ins, bad news and more. Fill in the brackets, paste into any AI tool, then edit before sending.
What you will get
- A prompt for each of the 8 most common business email types
- A subject line formula guide
- The do's and don'ts that keep AI emails sounding human
- A repeatable workflow you can use in any AI tool
Time to send your first email: about 5 minutes once you have picked the right prompt. Works in: Claude, ChatGPT, Gemini — all on free plans.
How to use these prompts
- Find the email type that matches what you need to send.
- Replace everything in [square brackets] with your real details — the more specific, the better.
- Paste the whole prompt into a new chat in Claude, ChatGPT, or Gemini.
- Read every draft before sending. Add one personal detail, adjust the sign-off, make sure it sounds like you.
- Never send an AI draft unread. AI gets 80% right; you add the remaining 20%.
The one rule: always add one specific detail that proves the email is personal — their business name, something they said, a real date, a real number.
Step 1 — The follow-up email
Use after a meeting, call, quote or proposal that has not had a response.
Write a professional follow-up email for [Your Name] from [Business Name]. Context: I met with / sent a quote to [Recipient Name] at [their business/role] on [date] regarding [what you discussed or quoted]. They haven't responded. It has been [X days/weeks]. Goal: gently check in, restate the value, and make it easy for them to respond. Tone: [warm and professional / friendly / direct]. Keep it under 100 words. Include a clear subject line. End with a simple question or soft CTA — not a hard sell.
If they are a local business, ask AI to mention something specific — "I know it's been a busy time with [local event/season]." It makes the email feel human, not automated.
Step 2 — The proposal or quote email
Use when sending a quote, proposal or service recommendation for the first time.
Write a proposal email for [Your Name] from [Business Name]. I am sending a quote/proposal to [Recipient Name] at [their business] for [describe the service or project]. Key details: total investment [amount or range]; what's included [2–3 dot points]; timeline [when work starts / how long it takes]; next step [reply to approve, call to discuss, sign agreement]. Tone: confident and clear — value-focused, not apologetic about pricing. Keep it under 150 words. Include a subject line.
Never apologise for your price in an email. Confident, clear language signals you know your worth — and clients respect it.
Step 3 — The difficult / bad news email
Use for delays, mistakes, price increases, scope changes or disappointing a client.
Write a professional email delivering difficult news for [Your Name] from [Business Name]. Situation: [describe what happened — project delayed, mistake made, price going up, unable to deliver something]. Recipient: [name and their role/business]. What I need to communicate: [the core message in plain language]. What I'm doing to fix it / what happens next: [your action or resolution]. Tone: honest, empathetic, solution-focused. No excessive apologising. No corporate jargon. Keep it under 120 words. Include a subject line. End with a clear next step.
Don't over-apologise — it erodes confidence. State what happened, what you are doing about it, and what happens next. That's all they need.
Step 4 — The client check-in email
Use to stay in touch with existing clients — no specific agenda, just relationship maintenance.
Write a warm check-in email for [Your Name] from [Business Name] to [Client Name] at [their business]. We last worked together on [project/service] around [timeframe]. Purpose: see how things are going for them; [optional: mention something relevant — new service, seasonal offer, local event]; keep the relationship warm without being salesy. Tone: genuine and conversational — like a message from a friendly local business partner. Keep it under 80 words. Include a subject line. No hard sell. End with a question or open door.
These are the highest ROI emails you can send. Clients who feel remembered come back and refer. Send one a week to a different past client — five minutes, pays dividends.
Step 5 — The new client welcome email
Use when welcoming a new client after they have signed up, booked or agreed to work with you.
Write a welcome email for [Your Name] from [Business Name] to new client [Client Name]. They have just [signed up for / purchased / booked]: [service or product name]. Include: a warm welcome and genuine excitement to work with them; what happens next (2–3 clear steps): [list]; who their point of contact is and how to reach them; [optional: any document, login or link they need]. Tone: warm, confident and reassuring — they've made a good decision. Keep it under 150 words. Include a subject line.
This email sets the tone of the whole relationship. Use their name, reference what they signed up for, and make next steps crystal clear.
Step 6 — The polite decline email
Use to say no to a request, project, partnership or scope that does not fit.
Write a polite decline email for [Your Name] from [Business Name]. I need to decline: [what you're saying no to — a project, collaboration, discounted rate request]. Recipient: [name and context]. Reason (optional): [brief honest reason, or leave blank if you'd rather not explain]. Tone: warm, direct and respectful — no over-explaining or apologising excessively. Keep it under 80 words. Include a subject line. Leave the door open for future opportunities if appropriate.
You don't owe anyone a lengthy explanation for saying no. Short and warm is better than long and apologetic.
Step 7 — The testimonial / review request email
Use when asking a happy client for a Google review, written testimonial, or case study permission.
Write a review request email for [Your Name] from [Business Name] to [Client Name]. We recently completed [project or service] for them and the outcome was [brief positive result]. I'd like to ask them for [a Google review / a written testimonial / a short video testimonial / permission to use their results as a case study]. Link to leave review (if Google): [paste your Google review link]. Tone: genuine and appreciative — not pushy. Make it feel like an easy favour, not a formal request. Keep it under 100 words. Include a subject line.
The best time to ask is right after a win — when they are happiest. Set a reminder to send within 48 hours of project completion.
Step 8 — The overdue invoice email
Use to chase a payment that is overdue — professionally and without damaging the relationship.
Write a payment follow-up email for [Your Name] from [Business Name]. Invoice details: number [number]; amount owing $[amount]; original due date [date]; days overdue [X days]; recipient [client name and business]. This is: [first reminder / second reminder / final notice before further action]. Tone: professional and firm, but not aggressive. Assume it may be an oversight. Include payment method/link: [how they can pay]. Keep it under 100 words. Include a subject line.
First reminder: friendly, assume it's an oversight. Second: firm but respectful. Third: clear about next steps. Each shorter and more direct than the last.
Subject line formulas
Ask AI to write your subject line using one of these patterns:
- [Action] + [their name/business] — e.g. Following up — [Business Name]. Best for follow-ups and proposals.
- Quick question about [topic] — e.g. Quick question about your website. Best for cold outreach and check-ins.
- Next steps for [project] — e.g. Next steps for your social media setup. Best for onboarding and proposals.
- [Timeframe] update on [topic] — e.g. April update on your campaign. Best for reporting and check-ins.
- Re: [their last email subject] — e.g. Re: Quote request — signage. Best for replies and follow-ups.
- [Honest direct statement] — e.g. Invoice #1042 — payment due. Best for invoices and admin.
Do's and don'ts
- Do add one personal detail that shows you know them.
- Do keep it short — under 150 words for most emails.
- Do end with one clear action, not three options.
- Do use their name in the opening line.
- Do tell AI the tone — warm, direct, firm but kind.
- Don't send an AI draft without reading it first.
- Don't use corporate jargon like as per my last email or please be advised.
- Don't over-explain or apologise excessively.
- Don't send emotionally sensitive emails without heavy editing.
- Don't use AI for legal disputes, formal complaints or HR matters.
Common issues and fixes
- The email sounds like a robot. Add one specific personal detail before sending — their business name, a real date, something they said. That single edit lifts the whole email.
- The tone is too corporate. Tell AI the tone in plain words: warm, direct, firm but kind. Vague tone instructions get vague tone back.
- AI keeps writing too long. Add an explicit word limit to the prompt. Under 100 words works better than keep it short.
- AI gives me three CTAs. Specify one clear action in the prompt. Multiple CTAs reduce reply rates.
- First draft is not right. Don't start over — refine. Keep the structure but make it shorter. Change the tone to be less formal. Iteration beats regeneration.
Need a hand?
CH Digitals offers hands-on AI email setup sessions for Central Highlands businesses. Book a discovery call and we will build your prompt library live alongside you. BCE members get priority access and streamlined onboarding.
Common questions
The questions people actually ask.
- Which AI tools do these prompts work in?
- Claude (claude.ai), ChatGPT (chatgpt.com), and Gemini (gemini.google.com). All eight prompts work on the free plans of each — no subscription needed to get started.
- How do I stop AI emails sounding generic?
- Always add one specific detail before sending — their business name, something they said in the last meeting, a real date or number. Generic AI emails are obvious. Personalised AI emails are not.
- Should I send the AI draft as-is?
- No. AI gets about 80% right. You add the remaining 20% — read every draft, adjust the sign-off, add a personal detail, make sure the tone sounds like you.
- When should I not use AI to draft an email?
- Legal disputes, formal complaints, and HR matters. Anything emotionally sensitive needs heavy editing or a fully human draft.
- How long should a business email be?
- Under 150 words for most. Follow-ups and check-ins under 100. Decline emails under 80. Tighter is almost always better.
- What is the one rule that makes the biggest difference?
- End with one clear action — not three options. People reply to emails that ask for one thing.