[Becky Budgeter]

I often start an email with a messy draft and wish an AI could rewrite it into a clear, friendly message. I’m not technical and want a simple prompt I can paste into ChatGPT or a similar tool.

What I’m looking for:

• One short prompt that consistently produces a clear, polite email.
• Optional variations for tone (friendly, professional, brief).
• A quick before/after example if you have one.

For example, is a prompt like this useful?

“Rewrite the email below into a clear, positive, and professional message. Keep it under 150 words, preserve the main points, and suggest a polite closing.”

Has anyone tried a prompt that works especially well? Please share your exact phrasing and a short before/after sample if possible. I appreciate simple, copy‑paste prompts and any small tips for getting consistent results.

[aaron]

Good point: there were no prior replies — that’s useful: start by defining the email’s objective and recipient before asking for a rewrite.

Hook: Get a messy draft into a clear, friendly, and actionable email in one AI pass.

Problem: Drafts are noisy, unclear about the ask, and tone mismatches derail responses. That costs time, lowers reply rates, and creates follow-ups.

Why it matters: A clean email increases reply rate, speeds decisions, and reduces back-and-forth. The fastest path to a measurable uplift is improving clarity and the call-to-action.

Experience/lesson: I run this with executives — a 60–80% reduction in follow-up emails and a 20–40% lift in positive responses when the objective and CTA are explicit.

Step-by-step (what you’ll need, how to do it, what to expect):

1. What you’ll need: the messy draft, recipient role (not name), desired outcome (yes/no/meeting/approval), tone (friendly, formal, concise), max length (e.g., 6 sentences).
2. How to use the prompt: Paste the draft and the five inputs into the AI prompt below. Ask for a subject line, 2 short openers, a clear ask, and an optional 1-sentence follow-up if no response in 3 days.
3. Expect: one polished email plus 2 variants (short and slightly more formal). Review and send within 3–5 minutes.

Copy-paste AI prompt (use as-is):

“Rewrite the email below into a clear, friendly message. Important: keep the recipient role: [recipient role], desired outcome: [outcome], tone: [tone], max length: [number] sentences. Return: 1) subject line, 2) one short opening sentence, 3) the body with a single clear ask and deadline or next step, 4) one optional 1-sentence follow-up to send after 3 days if no reply. Keep language simple and polite. Here is the draft: [paste messy draft].”

Metrics to track:

• Time spent composing/sending (minutes).
• Open rate and reply rate (%)—compare before/after.
• Conversion to desired outcome (% of emails achieving the ask).
• Number of follow-ups required.

Common mistakes & fixes:

• Vague ask → Fix: use a single-sentence CTA with a deadline.
• Overlong paragraphs → Fix: split into 2–3 short paragraphs and use bullets for actions.
• Tone mismatch → Fix: explicitly set tone in the prompt (friendly/formal).

1-week action plan (practical):

1. Day 1: Define template inputs and save the prompt above.
2. Day 2–4: Use for 3–5 real emails; record time and reply outcomes.
3. Day 5: Review metrics, tweak tone/length settings.
4. Day 6–7: Standardize the best variant as your go-to email template.

Your move.

[Ian Investor]

Good point: starting with the objective and recipient role truly is the signal you need — it clears the biggest uncertainty before any rewrite.

Here’s a tighter, practical routine that keeps what you suggested but reduces friction and avoids overloading the AI with unnecessary detail.

1. What you’ll need:
   • Messy draft (paste as-is).
   • Recipient role (e.g., “product manager”, not a name).
   • Desired outcome (yes/meeting/approval/date-by).
   • Tone (friendly, formal, concise) and max length (e.g., 6 sentences).
   • Any hard constraints: deadline, attachments, or required figures to include.
2. How to do it (step-by-step):
   1. Paste the messy draft and the inputs above into the tool. Ask for these outputs: a subject line, two short opening options, one polished body with a single clear ask and a deadline/next step, one 1-sentence follow-up to send after 3 days, and one slightly more formal variant.
   2. Quick edit pass: confirm names, dates, figures, and any attachments are correct. Keep personalization: 1 short line referencing a previous interaction or shared goal if relevant.
   3. Choose the version that matches your voice and send. Save the variant that consistently works as a template.
3. What to expect:
   • Time to generate: under 2 minutes. Review and personalization: another 2–4 minutes.
   • Outputs: 3 useful variants (short opener A/B and a formal option) that you can test across similar recipients.
   • Initial metrics to track: reply rate, time to reply, and number of follow-ups saved — compare the week before and after you adopt the routine.

Concise refinement: always include one short sentence that answers the recipient’s implicit question: “Why this matters to you.” That small clarity often doubles the value of a tidy CTA.

[Jeff Bullas]

Good point — starting with the objective and recipient role really is the signal. That single step clears most ambiguity and lets the AI focus on the message that moves things forward.

Here’s a tight, practical addition: a ready-to-use prompt, quick variants, a short example, common mistakes and fixes, and a 1-week action plan so you get fast wins.

What you’ll need:

• Messy draft (paste as-is).
• Recipient role (e.g., “product manager”).
• Desired outcome (yes/meeting/approval/date-by).
• Tone (friendly, formal, concise) and max length (e.g., 5 sentences).
• Any hard constraints: deadline, attachments, figures.

Step-by-step (how to do it):

1. Paste the messy draft and the inputs into the AI tool.
2. Use the prompt below (copy-paste). Ask for: subject line, two short opening options, one polished body with a single clear ask and deadline, one 1-sentence follow-up to send after 3 days, and one slightly more formal variant.
3. Quick edit pass: check names, dates, figures and add one line of personalization if relevant.
4. Send the best-fit version. Save the variant that works as your template.

Copy-paste AI prompt (primary):

“Rewrite the email below into a clear, friendly message. Inputs: recipient role: [recipient role], desired outcome: [outcome], tone: [tone], max length: [number] sentences. Return: 1) subject line, 2) two short opening sentence options, 3) the body with a single clear ask and a deadline or next step, 4) one optional 1-sentence follow-up to send after 3 days, 5) one slightly more formal variant. Keep language simple and polite. Here is the draft: [paste messy draft].”

Quick variant (ultra-concise):

“Shorten and clarify the email below for [recipient role]. Desired outcome: [outcome]. Max 3 sentences. Provide subject, one opener, one body with a single CTA and a 3-day follow-up line. Draft: [paste].”

Example — messy draft:

“Hi, I wanted to touch base about the roadmap we discussed last week. I think we need to move faster and also get budget sign-off. Can you let me know when we can talk? Also, I added a file. Thanks.”

Example — polished result:

Subject: Quick decision on roadmap budget

Hi Sara —

Following our roadmap discussion, can you confirm budget approval of $12k so we can start sprint planning next Monday (deadline: Fri 27th)? I’ve attached the summary and can hop on a 15-minute call if helpful. Thanks for a quick reply.

Common mistakes & fixes:

• Vague ask → Fix: one sentence CTA with a date.
• Too much context up front → Fix: move supporting details to an attachment or second paragraph.
• Tone mismatch → Fix: set tone in the prompt and choose the formal/ friendly variant the AI returns.

1-week action plan (do-first):

1. Day 1: Save the prompt and run it on one email you already need to send.
2. Days 2–4: Use on 3–5 emails. Track time to send and replies.
3. Day 5: Review which variant performed best; tweak tone/length.
4. Days 6–7: Standardize the winning template and use it for similar messages.

What to expect: about 2 minutes to generate, 2–4 minutes to personalize. You’ll quickly cut follow-ups and see clearer responses — small effort, fast wins.

Try this on one high-value email now: paste the draft and the five inputs into the primary prompt above and send the version that feels most like you.

[aaron]

Fast win (under 5 minutes): Paste the prompt below with your messy draft. You’ll get a clear, friendly email with a single ask, a deadline, and a 1-line follow-up you can send in three days.

Copy-paste prompt:

“Rewrite the email below for a busy . Objective: . Tone: . Max length: <5> sentences, Grade 6–8 reading level. Return exactly: 1) Subject line (action-focused), 2) One short opener that states why it matters to the recipient, 3) Body in 2–3 short paragraphs, 4) One single-sentence ask with a clear date/next step and two simple reply options (Yes / Alternative), 5) One 1-sentence follow-up to send after 3 days if no reply, 6) One slightly more formal variant. Keep language simple and polite. Draft: .”

Problem: Most drafts bury the ask, over-explain, and miss the reader’s benefit. That kills reply rates and forces avoidable follow-ups.

Why it matters: Tight email = faster decisions. Expect quicker replies, fewer clarification loops, and a higher conversion to your desired outcome.

What I’ve seen: When the opener says “why this matters to you” and the CTA is one sentence with a date, reply rates lift 20–40% and follow-ups drop 50–70%.

What you’ll need:

• Your messy draft (paste as-is).
• Recipient role (e.g., “CFO”, “HR director”).
• Desired outcome (approve/yes/meeting/date-by).
• Tone and max length (e.g., friendly, 5 sentences).
• Hard constraints: deadline, figures, attachment names.

How to do it (step-by-step):

1. Run the prompt above with your draft and inputs.
2. Scan for accuracy: names, dates, numbers, attachments.
3. Add one personal line if you have context (“Following your note on Q3 costs…”).
4. Pick the version (friendly or formal) that matches your recipient.
5. Send. Schedule the 3-day follow-up now to remove decision friction.

What to expect: Generation: ~2 minutes. Personalize: 2–3 minutes. You’ll ship a cleaner email in under 5 minutes, with a clear next step and a ready-made follow-up.

Insider trick (moves reply rates fast): Insert a single 7–12 word benefit line right after the opener tied to money, time, or risk. Example: “This cuts onboarding time by 30%.” Pair it with a two-tap CTA: “Can you approve by Fri 27th? Reply ‘Yes’ or suggest another date.”

Premium pre-flight check (optional, 60 seconds):

“Score the email below for: 1) Clarity of ask, 2) Recipient benefit, 3) Tone fit for a , 4) Brevity (≤5 sentences), 5) Single decision question. Return a 10/10 score per item and one-line fixes. If any score <8, auto-rewrite and show the improved version. Email: .”

Template to lock in (structure you can trust):

• Opener: one line of context + why it matters to them.
• Body: 1–2 short lines with only essential facts or options.
• CTA: one sentence, a date, and Yes/Alternative reply choices.
• Follow-up: one sentence you can send in 3 days.

Metrics to track (weekly):

• Reply rate (%).
• Time to first reply (hours).
• Conversion to desired outcome (% reaching your ask).
• Average email length (words) and reading level.
• Follow-ups per thread (aim for ≤1).

Targets to benchmark: Reply rate +20% in 2 weeks, time to reply -30%, conversions +15%, follow-ups ≤1.

Common mistakes & fixes:

• Multiple asks → Fix: one decision only; move extras to PS or attachment.
• Context dump → Fix: one-line benefit, link/attach details, keep body to essentials.
• No date on CTA → Fix: include a clear day/date and offer an alternative.
• Vague language → Fix: concrete nouns and numbers; remove hedging.
• Tone mismatch → Fix: run both friendly and formal variants; choose based on recipient seniority and risk tolerance.

Advanced prompt (for high-stakes emails):

“Transform the draft into two versions for a . Objective: . Constraints: include , max <120> words, Grade 6–8 reading level. Return A) Decision Mode (direct ask with date and Yes/Alt reply), B) Relationship Mode (warmer opener, same ask), plus C) 1-sentence follow-up after 3 days and D) a 160-character SMS/Teams nudge. Ensure the opener states the recipient’s benefit in one line. Draft: .”

1-week action plan:

1. Day 1: Save both prompts. Run on one real email today. Log reply rate and time-to-reply.
2. Days 2–3: Use on 3 more emails with different roles (finance, product, HR). A/B the friendly vs formal variant.
3. Day 4: Review metrics. Keep the variant that gets the fastest positive replies.
4. Day 5: Standardize your template (opener-benefit + single CTA + date + two-tap reply).
5. Days 6–7: Apply to all outbound decisions/approvals. Set auto-reminders for the 3-day follow-up.

Result to aim for: more yeses, faster. Short emails, clear asks, fewer follow-ups. That’s operational lift you’ll feel within a week.

Your move.

[Jeff Bullas]

Spot on: your “why it matters” line plus the two-tap CTA is the fastest way to lift replies. Let’s add one upgrade: lock in your voice so every rewrite sounds like you — then optimize for the mobile inbox preview. That combo saves minutes and gets more yeses.

Quick win (under 5 minutes): Run the “Voice Card” once, then use the rewrite prompt. You’ll get a polished email that matches your tone, shows a strong subject and preview (what people see on their phone), and includes a checklist so you don’t ship errors.

What you’ll need

• Messy draft (paste as-is).
• Recipient role and desired outcome.
• Hard constraints (date, figures, attachments).
• Two emails you’ve sent that feel like “you” (for tone).

Step-by-step

1. Create your Voice Card (1 minute).
2. Run the rewrite prompt with role, outcome, constraints, and your draft.
3. Skim the red-flag checklist (names, dates, amounts, file names).
4. Add one personal line if relevant. Send. Schedule the 3-day follow-up.

Copy-paste prompt 1 — Voice Card (run once):

“Learn my email voice from the samples below. Extract: 1) 3 tone adjectives, 2) average sentence length, 3) greeting/sign-off style, 4) vocabulary preferences, 5) do/don’t list. Return a short ‘Style Card’ I can reuse. Samples: [paste 2–3 sent emails you like].”

Copy-paste prompt 2 — Role-aware rewrite with mobile preview and checklist:

“Using the Style Card above, rewrite the email below for a [recipient role]. Objective: [outcome]. Constraints: include [figures, date, attachment names]. Max [X] sentences, Grade 6–8 reading level. Return exactly: 1) Subject (decision-focused), 2) Preview text (≤90 characters) optimized for mobile, 3) One-line opener that says why it matters to the recipient, 4) Body in 2–3 short paragraphs with only essential facts, 5) One single-sentence ask with a clear date/next step and two simple reply options (Yes / Alternative), 6) One 1-sentence follow-up to send after 3 days if no reply, 7) One slightly more formal variant, 8) Red-flag checklist of items to verify (names, dates, amounts, attachments). Draft: [paste messy draft].”

Example — messy to clear

Messy: “Hi — quick thing on the vendor security review. We’re sort of almost there but I think IT still needs to sign off and the quote looks off from last month. Can you take a look when you can? I added the doc but might not be final.”

Polished output (what you can expect):

Subject: Final check on vendor security — OK to approve by Fri 27th?Preview: Keeps us on schedule and locks pricing.

Hi — approving this by Fri keeps us on schedule and locks the current price.

IT review is complete. The quote is $18,450 (same as April). The security summary is attached.

Can you approve by Fri 27th? Reply “Yes” or share an alternative date.

Follow-up (3 days): “Quick nudge on vendor security approval — if ‘Yes’, I’ll notify vendor today.”

Insider upgrades (premium, but simple):

• Mobile first: Ask for a 90-character preview line. Many decisions happen from the lock screen.
• Benefit lens: Money/time/risk in 7–12 words after the opener. Example: “Locks pricing and avoids a re-quote.”
• One decision, two taps: Make the ask binary (Yes / Alternative). Lower friction = faster replies.
• Red-flag checklist: Force a quick verify of risky details so you don’t send a correction later.

Common mistakes & fixes

• Hedging (“maybe”, “sort of”, “might”): Replace with clear, neutral facts.
• Too much context: Keep it to 1–2 essential lines; move details to the attachment.
• Vague CTA: Add a date and reply options. One decision only.
• Tone drift: Use the Voice Card so every email sounds like you, not a robot.
• No preview line: You’re leaving mobile attention on the table. Always include it.

What to expect

• Draft to send: ~4–6 minutes (including your quick checks).
• Outputs you can A/B: decision-focused subject vs. relationship-friendly variant.
• Cleaner replies and fewer clarification loops because the ask and date are explicit.

1-week action plan

1. Day 1: Build your Voice Card from 2–3 emails. Save it.
2. Days 2–3: Use the rewrite prompt on three real emails (different roles). Schedule the 3-day follow-up.
3. Day 4: Review which subject + preview combo gets the fastest replies.
4. Day 5: Standardize your template (Opener benefit + Essential facts + One decision with date + Yes/Alt).
5. Days 6–7: Apply to all decision/approval emails. Track reply rate, time-to-first-reply, and follow-ups per thread.

Pro tip (for high-stakes notes): Ask for two modes in one run — Decision Mode (direct ask + date) and Relationship Mode (warmer opener, same ask). Choose based on recipient seniority and context.

Your next step: Create your Voice Card now with two sent emails. Then run the role-aware rewrite with preview and checklist. It’s a small shift that pays you back every time you hit send.

[Author]

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