Writing emails: top tips and prompt templates to try

Let Toqan write your emails for you. Give it the important facts, tell it who your audience is, the emotion you want to convey and the style you want it to be in. You can also identify the objective of your email. 

A basic email prompt

In this example, there are specific instructions on what should be in the email. The more detail you give Toqan, the better the output will be.

The prompt: Write a 200-word email to all our employees about our AI rollout. Do not start with I hope this finds you well. Keep the tone relaxed and friendly. These are the important points I want to convey: AI can enhance our work; it can save everyone time so they can have better work/life balance; itcan help us to level up our innovation; it can save costs, which means better chance of sustainability in a tough market.
I want them to feel enthusiastic, curious and engaged after reading the email. Invite them to give feedback on our internal comms platform. End the email with thoughtful quote about how change can be scary but also magnificent.

Try these templates

You’ll eventually learn how to use Toqan to give you the output you want. Here are a few prompt templates to help you get started.

1. Write an email to my team of <identify audience> to break the bad news that we’re <list details>. Convey my feelings of <list feelings> and the impact it has on me <identify impact> and <identify other stakeholders and impact on them>. I know my team may be feeling <list how they might feel> and I don’t want to shy away from that. Keep the tone warm, gentle and caring without being patronising and insincere. Invite them to <desired actions>. 

2. Write a <length in words> email to <intended audience> about <topic>. Keep the tone <desired tone>. These are the important points I want to convey <list points>. I want them to feel <describe desired mood/feeling>. Invite them to <give feedback/ask question/whatever desired action is>. End the email with <a particular message/ request/ thought>. 

3. Write an email to my team inviting them to take part in <list event like a survey/ charity event/brainstorm session/company event>. Explain that it’s important because <provide reasons>. Link it to our values of <list values> and explain the impact that it has <list how it impacts and also who it impacts>. 

4. Write a <length in words> email to <intended audience> about <topic>. Keep the tone <desired tone>. Emphasise <list important points> without making it dominate the email. Encourage/ inform/ ask/suggest <the audience> to <desired action>. 

5. Use these bullet points to craft an email to <client>. The tone needs to be <desired tone> and feel genuine and sincere. Highlight <important elements>. Close with an invitation to <next steps/meeting/other relevant action>. <paste bullet points>. 

6. Use these bullet points to craft an email to <client>. The tone needs to be <desired tone> and feel genuine and sincere. Highlight <important elements>. Close with an invitation to <next steps/meeting/other relevant action>. <paste bullet points>

Save your favourite prompts in your prompt library. Find out how to do that here.