[Becky Budgeter]

I’m curious about practical, low-effort ways to get AI to rewrite the same email so it fits different recipient seniorities — for example, a junior colleague, a peer, or a senior executive. I’m not technical and want something simple I can use in my day-to-day.

Specifically, what works best:

• What to include in the prompt (role, relationship, purpose, tone, length?)
• Example prompts or short templates I can copy-paste
• Tips for keeping the message clear and respectful while changing formality

If you have ready-made prompts or one-paragraph examples (original message + rewrites for different seniorities), please share them. Practical shortcuts, like a brief checklist I can paste into an AI tool, are especially welcome.

Thanks — I’d love to hear what has worked for you.

[Fiona Freelance Financier]

Quick, low-stress routine: decide the recipient level first, keep the core facts the same, then shift tone, length and decision framing. Below is a compact do/do-not checklist, a clear step-by-step workflow you can repeat, and a short worked example so you can see what to expect.

• Do
  • Keep one clear objective (inform, ask, confirm).
  • Be explicit about the action you want and the deadline.
  • Match length to seniority: more context for juniors, concise outcomes for execs.
• Do not
  • Assume everyone needs the same background detail.
  • Use jargon without purpose — simplify where possible.
  • Hide the ask in long paragraphs; make the next step obvious.

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

1. What you’ll need: the original email text, the intended recipient level (junior, peer, executive), and the single desired outcome.
2. How to do it:
   1. Identify the one-sentence objective and the necessary context (2–3 bullets max).
   2. Adjust tone: coaching/instructional for junior; collaborative for peer; outcome-focused and brief for exec.
   3. Rewrite the opening to lead with the ask for execs, with a short context sentence for peers, and with step-by-step guidance for juniors.
   4. End with a single clear next step and a realistic timeline.
   5. Proofread for clarity and remove unnecessary words.
3. What to expect: faster decisions from execs, fewer follow-ups from juniors, and smoother collaboration with peers. You may need one quick tweak for company-specific tone.

Worked example

Original (short): “We need to finalize the Q4 vendor budget. Please review the attached and let me know your thoughts.”

Junior — more guidance and next steps:

• Objective first: “Please review the attached Q4 vendor budget and confirm the line items.”
• Context: “Key areas to check: vendor rates (tab 2), one-time fees (tab 3).”
• Action & timing: “Can you update comments by Wednesday and flag any questions? I’ll meet to walk through items if helpful.”

Peer — collaborative tone:

• “I’ve attached the proposed Q4 vendor budget. Please scan tabs 2–3 for any surprises and suggest adjustments.”
• “If you’re ok, I’ll submit by Friday; if not, share edits or we’ll sync for 15 minutes.”

Executive — brief and decision-focused:

• “Request: approve the Q4 vendor budget (attached) to meet Friday’s submission deadline.”
• “Impact: keeps projected vendor spend flat vs. plan; no material risk identified.”
• “Decision needed: approve or reject by EOD Thursday.”

Use this small routine—identify objective, pick tone, rewrite with one clear next step—and you’ll reduce back-and-forth and feel more confident sending the right message to each level.

[Steve Side Hustler]

Nice question — focusing on tailoring the same message for junior, peer, and executive recipients is exactly the kind of practical clarity that saves time. Quick win: in under 5 minutes, paste one short draft into an AI tool and ask for three tone-adapted rewrites (one for each seniority). You’ll immediately see how length, detail and framing shift.

What you’ll need

• One short draft email (2–6 sentences).
• A one-sentence summary of the main point or ask (this is your truth-check).
• Recipient role for each version: junior, peer, executive.
• Optional: target length for the executive version (e.g., one line/30–50 words).

How to do it — 6 quick steps (micro-workflow)

1. Write your draft and then write a one-sentence summary of the core message. If you can’t, simplify the draft first.
2. Ask the AI for three adaptations: one that explains steps and avoids jargon for a junior recipient; one that’s collaborative and equal-footed for a peer; one that leads with impact and a single clear ask for an executive. Keep the instruction descriptive rather than handing the AI a full template.
3. Review the three outputs and pick the version that matches the recipient. For the junior version, check for explicit next steps and examples. For the peer version, check for shared context and a tone that invites input. For the executive version, ensure the subject/outcome is up front and the requested decision is crystal clear.
4. Trim the chosen version: remove anything redundant, add data points if they matter, and add a deadline or next step when relevant.
5. Do a 60-second sanity read: can the recipient act after reading? If not, add one sentence that tells them the exact action.
6. Save the three styles as quick templates you can reuse (short labels like: Explain, Collaborate, Decide).

What to expect

• Immediate visible differences: junior = clearer steps and examples; peer = conversational and cooperative; exec = concise, outcome-first.
• A little tuning may be needed at first — after 3–5 uses you’ll have go-to phrasing for each level.
• Over time keep a tiny swipe-file of lines that work (one-line asks, one-line benefits) to paste into future emails.

This keeps the work focused and repeatable: clarity first (one-sentence summary), choose tone, shorten for execs, and save templates. Try it now with one email — you’ll have three audience-ready options in under five minutes and a simple repeatable process for the next time.

[Jeff Bullas]

Hook: Want your emails to land the right way — whether you’re writing to a junior colleague, a peer, or an executive? Small changes in tone, length and framing cause big differences in response and action.

Quick correction: It’s common to assume executives want ultra-formal language. In reality, they want brevity and clear impact up front. Lead with the outcome, not the backstory.

What you’ll need:

• The original email (or a short summary of intent).
• The recipient’s role and relationship (junior, peer, executive).
• The single action you want from them (CTA).
• Desired tone and max length (e.g., friendly/5 lines; neutral/8 lines; concise/3 lines).
• Optional: deadline or urgency.

1. Prepare: Paste your original email and note the recipient level and desired length.
2. Prompt the AI: Use a clear instruction that includes role, tone, length and CTA (examples below).
3. Review & edit: Check facts, adjust names, and ensure the CTA is crystal clear.
4. Test: Send A/B to a small group or ask a colleague for feedback on tone.
5. Iterate: Save prompt templates that worked and reuse.

Example — original email:

Hi team, I wanted to share some observations from last week’s product review and suggest we consider a pivot in our roadmap to better align with market signals. Can we meet to discuss?

Rewrites:

• Junior: Hi Sam — Nice work last week. I noticed some customer issues in the product review and have an idea to improve the next sprint. Can you review the attached notes and suggest 2 quick fixes by Wednesday?
• Peer: Hi Alex — After the product review, I think a small roadmap shift could boost early retention. I’ve outlined two options in the doc. Can we sync for 20 minutes Thursday to decide which to try?
• Executive: Quick note: shifting one feature from Q3 to Q2 could increase early retention by an estimated 5–8% with minimal cost. Recommend a 20-minute decision call Thursday. Approve?

Copy-paste AI prompt (use this):

Rewrite the following email for a [recipient level: junior | peer | executive]. Keep tone [friendly | professional | concise]. Limit to [X] sentences. Emphasize the single action I want: [your CTA]. Here is the email: “{paste original email here}”. Make it clear, polite, and outcome-focused.

Prompt variants (quick wins):

• Junior: “Rewrite this for a junior team member. Friendly tone. Include a clear task and deadline. No more than 6 sentences.”
• Peer: “Rewrite for a peer. Collaborative tone. Include suggested next step and meeting length. No more than 5 sentences.”
• Executive: “Rewrite for an executive. Lead with impact and recommendation. One short paragraph, maximum 3 sentences, and finish with a one-line yes/no CTA.”

Common mistakes & fixes:

• Too much background — Fix: put one-sentence context and lead with the ask and expected impact.
• Vague CTA — Fix: state exact next step, owner, and deadline.
• Tone mismatch — Fix: match formality and length to recipient level; when in doubt, be shorter.

Action plan (next 15 minutes):

1. Pick one recent email you want rewritten.
2. Use the copy-paste AI prompt above, choose the variant, and run it.
3. Review the output, tweak one line, and send.

Closing reminder: AI gets you a strong draft fast. Always do a human check for accuracy, tone and the single action you want. Small edits = big improvements.

[aaron]

Quick win: Take any recent email and in under 5 minutes ask an AI to produce three versions: junior, peer, executive. Send the executive one as a test — you’ll immediately see how clarity affects replies.

Good question — rewriting for seniority is one of the highest-leverage uses of AI because small tone and structure changes drive big differences in outcomes.

The problem: One message fits nobody. Too-detailed emails overwhelm executives; vague messages confuse juniors; peers need collaboration language. That costs time, lowers reply rates and slows decisions.

Why this matters: The right tone shortens time-to-decision, increases reply rate and reduces back-and-forth. For revenue or project timelines, that’s measurable impact.

What I’ve learned: Executives want headline → ask → impact. Peers want context + invite. Juniors want steps + resources. Automate these patterns with a single AI prompt and you get consistent results.

1. What you’ll need: the original email, recipient role (junior / peer / exec), desired outcome (inform / ask / approve), and an AI (ChatGPT or similar).
2. How to do it:
   1. Open your AI and paste the original email.
   2. Use the prompt below (copy-paste) asking for three rewrites and three subject lines, each with a length limit.
   3. Pick the version that matches the recipient and send. Save the others as templates.
3. What to expect: executive version — ~30–60 words, 1–2 bullet impact points; peer — 80–120 words with collaborative ask; junior — 120–200 words with step-by-step next actions.

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

“Rewrite the email below into three versions for different seniority levels: 1) Junior (clear steps, friendly, supportive), 2) Peer (collaborative, direct), 3) Executive (very concise, headline-first, focus on decision). Provide three subject line options for each. Keep executive <60 words, peer ~80–120 words, junior ~120–200 words. Maintain the original meaning and preserve any deadlines. Original email: [paste original email here]”

Metrics to track (start measuring immediately):

• Reply rate (per version)
• Average time-to-first-reply
• Time-to-decision or meeting scheduled
• Number of follow-ups required

Common mistakes & fixes:

• Too much detail for execs — fix: move details to an attached note, keep email as decision trigger.
• Vague ask for juniors — fix: include explicit next steps and who’s responsible.
• Overly casual with peers — fix: use collaborative language and confirm mutual availability.

1-week action plan:

1. Day 1: Pick 3 recent emails and generate 3 variants each with the prompt above.
2. Day 2–3: Send test emails (one exec, one peer, one junior) and track replies.
3. Day 4–5: Review metrics, iterate prompt (tone/length), save best-performing templates.
4. Day 6–7: Deploy templates for one project or client and compare baseline KPIs.

Your move.

— Aaron

[Jeff Bullas]

One email. Three audiences. Seconds, not hours. Use AI to reshape the same message for a junior, a peer, and an executive—without losing your ask or tone.

Do / Don’t checklist

• Do start with the ask and deadline for execs (BLUF: Bottom Line Up Front).
• Do give peers concise context and next steps they can execute.
• Do give juniors clear definitions, step-by-step, and where to get help.
• Do keep numbers, dates, owners, and risks identical across versions.
• Don’t bury the lead, over-explain to execs, or use jargon with juniors.
• Don’t let AI invent facts—lock the facts in the prompt.
• Don’t mix tones—confidence for execs, collaborative for peers, supportive for juniors.

What you’ll need (5 minutes)

• An AI chat tool (any reputable one works).
• Your raw email (or bullet notes): situation, ask, deadline, impact, risks.
• Your audience “style cards” (below). Save them once—reuse forever.

Audience style cards (save these)

• Executive: 50–120 words. Start with decision or ask. Include 1–3 bullets max: impact ($, risk, timeline). Offer 1–2 options with a recommendation. No jargon.
• Peer: 80–150 words. One-line purpose, brief context, what I need from you, by when. Use bullets for tasks.
• Junior: 120–200 words. Plain language (Grade 7–8). Define terms. Step-by-step tasks with owner and due date. Link to resources or where to ask.

Step-by-step

1. Lock your core message. Use SAIN: Situation, Ask, Impact, Next step. Write it in bullets so AI can’t drift.
2. Pick the audience level(s) you need: junior, peer, executive.
3. Use the prompt template below. Paste your facts into the brackets.
4. Check the outputs for: same ask/deadline, correct numbers, tone match. If off, say “shorter,” “plainer,” or “add options.”
5. Save your best version as a reusable snippet for next time.

High-value tip: Give executives “options + recommendation” (Option A/B + your pick) and a clear cost of delay. It reduces back-and-forth and speeds decisions.

Copy-paste AI prompt (reusable)

“You are my email rewriter. Rewrite the same message for three audiences: Junior, Peer, Executive. Keep facts identical. Use the style cards below.

Facts (do not change):

– Situation: [what’s happening].- Ask: [what decision or action you need].- Deadline: [date/time].- Impact if delayed: [money/time/risk].- Key numbers: [metrics].- Owner(s): [names/roles].

Style cards:

– Executive: 50–120 words, start with the ask, include 1–3 bullets for impact ($, risk, timing). Provide 1–2 options with my recommendation. No jargon.- Peer: 80–150 words, one-line purpose, brief context, specific tasks with dates.- Junior: 120–200 words, plain language Grade 7–8, define terms, step-by-step, where to ask questions.

Return exactly three labeled versions: Junior, Peer, Executive.”

Worked example

Your raw facts (paste these into the prompt):

• Situation: Our website relaunch is 2 weeks behind because the design vendor missed the handoff.
• Ask: Approve the revised timeline or switch to in-house design.
• Deadline: Friday 5 pm.
• Impact if delayed: +$12,000 vendor overage and 3-week revenue delay.
• Key numbers: Vendor needs 3 more days; in-house can start tomorrow but drops two low-priority pages.
• Owner(s): Marketing (Anna) and Product (Leo).

Expected AI output (clean and ready to send):

• ExecutiveDecision needed by Friday 5 pm: Approve the revised vendor timeline or switch to in-house design.- Impact if we wait: +$12,000 and ~3-week revenue slip.- Option A (Recommend): Switch to in-house tomorrow; launch core pages on time; defer two low-priority pages.- Option B: Stay with vendor; add 3 days; pay overage; full scope later.Reply with A or B.
• PeerPurpose: Keep launch viable while we address the design delay.Context: Vendor missed the handoff; they need 3 more days. If we slip again, we face a $12,000 overage and lose ~3 weeks of revenue.What I need:- Leo: Confirm in-house capacity by 2 pm today.- Anna: Prep a reduced-scope plan (defer two low-priority pages) by noon tomorrow.Decision by Friday 5 pm: Approve in-house switch or hold vendor plan.
• JuniorWe’re late on the website relaunch because our design vendor missed the delivery. That means our new pages may not be ready on time.What we’re deciding: Keep the vendor’s slower plan or move design work to our own team (in-house). If we delay again, it could cost $12,000 and push revenue by about 3 weeks.Steps for you:1) Gather the latest image files into the “Launch” folder today.2) Update the checklist and mark which two low-priority pages can wait.3) If we switch to in-house, join tomorrow’s kickoff at 10 am with Anna and Leo.If anything is unclear, reply here and tag Anna (Marketing) or Leo (Product). Decision by Friday 5 pm.

Mistakes and quick fixes

• Mistake: The AI adds new facts. Fix: Start your prompt with “Facts (do not change)” and list them as bullets.
• Mistake: Executive version is too long. Fix: Say “80 words max. Start with the ask. Include 2 bullets only.”
• Mistake: Junior version uses jargon. Fix: Add “Grade 7 reading level. Define terms in parentheses.”
• Mistake: The ask is buried. Fix: Add “First sentence must include the ask and deadline.”
• Mistake: No clear handoffs. Fix: Add “List owners by name/role and due date as bullets.”

Fast action plan (10 minutes)

1. Pick one email you’re about to send this week.
2. Write your SAIN bullets: Situation, Ask, Impact, Next step.
3. Paste the reusable prompt above into your AI tool; drop in your facts.
4. Generate all three levels; pick the one you need right now.
5. Sanity-check: Ask the AI, “In one line, what am I asking for and by when?” If wrong, regenerate.
6. Save the best phrasing as your snippet library for future emails.

Closing thought: AI won’t know your politics or priorities. You do. Feed it crisp facts and a clear ask, and it will give you audience-ready emails that move work forward today.

[Author]

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