How to use ChatGPT to reply to emails in your 9-5 job like a pro

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ChatGPT help with emails

Most people don’t know how to use ChatGPT properly. And, even if they are using ChatGPT to reply to emails, they’re just tossing their email into the prompt box and saying “Reply to this.”

That’s kind of like asking a total stranger to order your food, but not telling them your preferences or allergies – sure, you might end up with something that fills you up, but there’s a good chance it won’t hit the spot.

So, we’ve put together a simple and practical article that will help save you hours of time that you can spend doing things you love instead of – email busy work.

We advise that you read/scroll through it all just to get an idea of the versatility of ChatGPT for email-related tasks.

And, lastly, if you get any benefit from this, please share this article with your friends, family, and colleagues (there are quick share buttons on top and below the article).

1. Starting with ChatGPT’s email response capabilities

Let’s dig deeper into ChatGPT’s box of tricks:

Feeding ChatGPT your email or email thread

As you may be aware, copying and pasting your email into ChatGPT’s prompt box (below your command) provides the AI with context and information to work with. But, did you know that you can paste your entire email thread into ChatGPT’s prompt box?

  • The pro version can read up to 2,500 words, while the free version is limited to less than 1,000.
  • Cool Tip: If your thread is long, paste it in chunks and ask ChatGPT to summarize it into bullet points. Then post all the summarized bullet points as a reference for the AI.

By using a reference email or email thread, you can ensure that ChatGPT’s response is tailored to the specific needs of the situation.

Then add in a clear prompt

For example, you could prompt ChatGPT with:

“I need to respond to an email from a client requesting a proposal. Can you help me write a response based on a previous proposal I’ve sent?” [Paste previous proposal below].

Then ChatGPT can use that previous proposal as a starting point to help you craft an email response that’s professional, effective, and customized to your needs.

Here are other example prompts from different office jobs:

  • Sales Representative: “I need to respond to an email from a potential customer asking for more information about our services. Can you help me write a response based on a previous email exchange?”
  • Human Resources Manager: “I need to respond to an email from an employee regarding their benefits package. Can you help me write a response based on our previous communications?”
  • Marketing Manager: “I need to respond to an email from a partner regarding a joint marketing campaign. Can you help me write a response based on a previous proposal we’ve submitted?”
  • Project Manager: “I need to respond to an email from a team member regarding project deadlines. Can you help me write a response based on our previous project updates?”
  • Executive Assistant: “I need to respond to an email from an executive requesting a meeting. Can you help me write a response based on our previous meeting requests and availability?”
  • Customer Service Representative: “I need to respond to an email thread from a customer who is experiencing technical issues with our product. Can you help me create a response that addresses their concerns and provides troubleshooting steps?”
  • Event Planner: “I need to respond to an email thread with a client who has requested a customized event proposal. Can you help me create a response that includes a template proposal and provides pricing information?”
  • Real Estate Agent: “I need to respond to an email thread with a potential homebuyer who has requested more information about a property. Can you help me create a response that includes a template property brochure and provides additional details about the property?”
  • Software Developer: “I need to respond to an email thread with a client who has requested a software demo. Can you help me create a response that includes a template demo video and provides additional information about the software features?”
  • Project Manager: “I need to respond to an email thread with team members who are requesting a project update. Can you help me create a response that includes a template project update report and provides a detailed overview of the project status?”

Customizing ChatGPT’s first email draft

Once ChatGPT generates a response based on your reference email, it’s time to make it your own.

ChatGPT provides a great starting point, but you should always customize and edit the response to fit your specific needs. After all, no one knows your writing style, your tone, or your business needs better than you do!

Using our previous example, let’s say you prompt ChatGPT with “I need to respond to an email from a potential client requesting a proposal. Can you help me write a response based on a previous proposal I’ve sent?”

ChatGPT generates a proposal response for you, but you want to add some additional details about your services to make the response more compelling. You could then prompt ChatGPT with:

“I want to add some additional details about our services to the response. Can you help me with that?”

ChatGPT will assist you in adding the information you need to make the response more effective.

Customizing your response is key to ensuring that your response is personalized, effective, and fits the specific needs of the situation.

Here are other example prompts from different office jobs:

  • Sales Representative: “I want to emphasize our unique selling points in the response. Can you help me with that?” [paste some bullet points below]
  • Human Resources Manager: “I want to provide additional details about our benefits package in the response?” [paste text reference below]
  • Marketing Manager: “I want to add some specific examples of our previous successful campaigns in the response?” [[paste bullet points below]
  • Project Manager: “I want to add some additional information about the project timeline in the response. Can you help me with that?”

Fine-Tune the Email Tone and length

ChatGPT not only helps you generate a response based on your reference email, but it can also help you fine-tune the tone and length of your response to match the context of the email.

This is especially important because the tone of your email can make or break the overall impression that you make on your recipient.

For example, you could prompt ChatGPT with:

“I want to make sure the tone of the response is professional and courteous. Can you help me with that?”

This will prompt ChatGPT to generate a response that is formal, polite, and professional in tone.

In addition to tone, length is also an important consideration when crafting email responses. Sometimes, you want to be brief and to the point, while other times you need to provide more detailed information.

ChatGPT can help you with this too. For example, you could prompt ChatGPT with

“I need to keep the response short and sweet. Please rephrase”

This will prompt ChatGPT to generate a response that is concise and to the point, which can be ideal when you are responding to busy colleagues or clients who don’t have a lot of time to read lengthy emails (i.e. everyone!).

Here are other example prompts from different office jobs:

  • Customer Service Representative: “I need to show empathy in the response.”
  • Executive Assistant: “I want to keep the response formal, but not too stuffy. Can you help me with that?”
  • Content Writer: “I need to inject some personality into the response.”
  • Finance Manager: “I need to provide detailed information in the response. Can you help me make sure it’s easy to understand?”
  • Marketing Director: “I need to sound upbeat and enthusiastic in the response.”
  • Project Coordinator: “I want to keep the response brief, but provide all the necessary information. Rewrite.”
  • Sales Manager: “I need to be more persuasive in the response.”

2. Respond to Emails More Efficiently by creating Templates

Crafting professional and effective emails can be time-consuming, especially if you’re responding to similar requests or inquiries on a regular basis.

ChatGPT can help you respond to emails more efficiently by suggesting templates or phrasing. Here are some examples:

Creating Reusable Email Template Responses:

ChatGPT can help you create template responses for common email requests or inquiries. For example, you could prompt ChatGPT with:

“I receive a lot of emails asking for a copy of our company brochure. Can you help me create a template response?”

And then ChatGPT will generate an email template that you can use to respond to similar requests.

Here are 5 other example prompts from different office jobs:

  • Sales Representative: “I receive a lot of emails from potential customers asking for a product demo. Can you help me create a template response that outlines our demo process?”
  • Human Resources Manager: “I often receive emails from job candidates asking for feedback on their interview. Can you help me create a template response that provides constructive feedback?”
  • Project Manager: “I receive a lot of emails from team members asking for status updates on a project. Can you help me create a template response that outlines the project status and timeline? use the below bullet points”
  • Marketing Manager: “I often receive emails from influencers asking to collaborate with our brand. Can you help me create a template response that outlines our collaboration guidelines and process? Use the below bullet points”
  • Executive Assistant: “I receive a lot of emails from executives asking for updates on their schedules. Can you help me create a template response that provides a summary of their schedule for the day/week?”

Creating Auto-Replies for your email

ChatGPT can help you create auto-replies for common requests or inquiries. For example, you could prompt ChatGPT with:

“I receive a lot of emails asking for my availability. Can you help me create an auto-reply?”

And ChatGPT can assist you in creating an auto-reply message that includes your availability like the below (which you could manually tweak or get the AI to rephrase using the guide we provide later in the article):

sample chatGPT email

Here are 5 other example prompts from different office jobs:

  • Lawyer: “I will be out of the office for a few days attending a conference. Can you help me create an auto-reply message that informs clients I will be unavailable and provides an alternative point of contact?”
  • Financial Analyst: “I often receive emails requesting financial data or reports. Can you help me create an auto-reply message that provides a timeline for when the request will be fulfilled?”
  • IT Manager: “I will be out of the office for a few days on vacation. Can you help me create an auto-reply message that provides emergency contact information for IT issues?”
  • Real Estate Agent: “I often receive emails requesting property tours or showings. Can you help me create an auto-reply message that provides available tour times and next steps for scheduling a showing?”
  • Medical Professional: “I will be out of the office for a few days attending a conference. Can you help me create an auto-reply message that informs patients I will be unavailable and provides information on how to seek medical attention in case of an emergency?”

Identifying Common Phrases in your email

ChatGPT can help you identify common phrases or language that you use in your emails, and suggest ways to streamline your writing. For example, you could prompt ChatGPT with:

“I want to improve my email writing skills. Can you help me identify common phrases that I use?” [paste several email examples below the prompt before you hit enter]

And ChatGPT can offer insights into your email writing style and suggest ways to improve it.

Here are 5 other example prompts from different office jobs:

  • Content Writer: “Can you analyze my writing and identify any repetitive phrases or overused words? I want to diversify my writing style.”
  • Sales Representative: “Can you help me identify common phrases or language I use when speaking with potential customers? I want to make sure my pitch is effective.”
  • Public Relations Specialist: “Can you analyze my writing and identify any phrases or language that may come across as unprofessional or insincere?”
  • Project Manager: “Can you help me identify any common phrases or jargon I use when communicating with team members? I want to make sure my messages are clear and easily understood.”
  • Marketing Manager: “Can you analyze my writing and identify any phrases or language that may be too technical or difficult for our target audience to understand?”

Providing Industry-Specific Templates

ChatGPT can provide industry-specific templates or phrasing that can help you write effective emails. For example, you could prompt ChatGPT with:

“I work in the legal industry and need to draft a professional email to a client. Can you help me write it?”

ChatGPT can provide industry-specific templates or phrasing that can help you craft a professional email.

Here are 5 other example prompts from different office jobs:

  • Graphic Designer: “Can you provide me with industry-specific email templates to send to clients or vendors for project approval or feedback?”
  • Financial Advisor: “Can you provide me with industry-specific email templates to communicate with clients regarding financial planning or investment advice?”
  • Healthcare Professional: “Can you provide me with industry-specific email templates to communicate with patients regarding their health status or upcoming appointments?”
  • Consultant: “Can you provide me with industry-specific email templates to communicate with clients regarding project deliverables or progress updates?”
  • Nonprofit Director: “Can you provide me with industry-specific email templates to communicate with donors or volunteers regarding fundraising initiatives or volunteer opportunities?”

3. ChatGPT can Make a To-Do List from your Emails

ChatGPT AI reply to emails

Did you know that you can use ChatGPT to create a to-do list from your emails? This is a great way to stay organized and on top of your workload.

To get started, simply prompt ChatGPT with

“Can you help me create a to-do list from my emails?” [paste email/ email thread below]

ChatGPT will then scan your emails and identify any action items, deadlines, or other important information that can be added to your to-do list.

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But that’s not all – ChatGPT can even display your to-do list in a formatted table that’s easy to read and update.

For example, you could prompt ChatGPT with

“Can you display my to-do list in a table format?”

ChatGPT will then generate a table that includes all the important details of your to-do list, such as the task description, deadline, priority level, and more.

chapgpt email table output

Note that the table format can be customized to include additional columns or information as needed, such as task priority, status, or dependencies.

Here are a few more examples of prompts you could use to create a to-do list from your emails and display it in a formatted table:

Here are other example prompts from different office jobs:

  • Marketing Coordinator: “Can you help me create a to-do list from the emails related to our upcoming campaign?”
  • Human Resources Specialist: “Can you display my to-do list in a table format that includes the employee name, task description, and deadline?”
  • Project Manager: “Can you create a to-do list from the emails related to our current project, and display it in a table format that includes the task description, deadline, and assigned team member?”

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4. ChatGPT can take notes from your email

Are you tired of juggling multiple tasks and trying to remember all the details from your emails? ChatGPT can help you take notes from your emails so that you can keep track of important information and stay organized.

To get started, simply prompt ChatGPT with

“Can you help me take notes from my emails?” [paste emails below]

ChatGPT will then scan your emails and identify any important details that you may want to include in your notes.

You could be more specific

For example, let’s say you receive an email from a client with important details about a project you are working on. You could say:

“Can you help me take notes from this email regarding the client’s project requirements?”

ChatGPT will then identify the key requirements from the email and help you create a note that includes all the important information.

But that’s not all – ChatGPT can even help you organize your notes into categories or tags, so that you can easily find and reference them later.

For example, you could prompt ChatGPT with

“Can you help me tag my notes by client name?”

ChatGPT will then organize your notes by client name, making it easy to find all the notes related to a specific client.

Here are other example prompts from different office jobs:

  • Sales Representative: “Can you help me take notes from this email regarding the customer’s product requirements?”
  • Marketing Manager: “Can you help me take notes from this email regarding the campaign timeline and budget?”
  • Human Resources Manager: “Can you help me take notes from this email regarding the new hire’s onboarding process?”

5. Responding to Difficult emails

ChatGPT AI reply to emails

Do you ever struggle with responding to difficult or sensitive emails? ChatGPT can help you craft a professional and effective response, even in the most challenging situations.

To get started, simply prompt ChatGPT with

“Can you help me respond to this difficult email?”

ChatGPT will then analyze the email and provide suggestions for how to respond.

For example, let’s say you receive an email from a customer who is unhappy with your product or service. You could prompt ChatGPT with

“Can you help me respond to this email from an unhappy customer?”

ChatGPT will then analyze the email and provide suggestions for how to address the customer’s concerns and find a resolution.

Check your email empathy levels

ChatGPT can also help you fine-tune the tone and language of your response to ensure that it is professional, empathetic, and effective. For example, you could prompt ChatGPT with:

“Can you help me make sure that my response to this email is respectful and empathetic?”

ChatGPT will then provide suggestions for how to adjust the language and tone of your response to achieve the desired effect.

Here are other example prompts from different office jobs:

  • Human Resources Manager: “Can you help me respond to this email from an employee who is unhappy with their [performance review]?”
  • Legal Counsel: “Can you help me respond to this email from a client who is concerned about a [legal issue]?”
  • Public Relations Specialist: “Can you help me respond to this email from a reporter who is asking for a comment on a [sensitive topic]?”

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6. BONUS: Setting up a dedicated thread for ChatGPT to respond to your emails


Setting up a dedicated thread for ChatGPT to respond to your emails can help you streamline your workflow, instead of typing in your prompts from scratch all the time.

One way of doing this is by opening a new chat and entering the below prompt:

I am a [Marketing Manager] at [XYZ Company]. I write [concisely] in a [neutral] tone. I always start my emails with [“Hi”] and end them with [“Keep well”].

I want you to act as my personal assistant and write replies to my emails I paste below incorporating the “Context Information” provided above.

I will share my email content, and you will write a suitable response.

Please confirm by saying “I’m ready for this task.”

FAQs on Using ChatGPT for Emails

Describe your product or service, and ChatGPT can suggest compelling email content, subject lines, and CTAs to boost your email marketing efforts. For instance, “I need an engaging email for launching our new shoe line.”

Definitely! ChatGPT can provide best practices, dos, and don’ts to ensure your business emails maintain professionalism. Try: “Share some etiquette tips for sending business emails.”

ChatGPT can offer tips and even draft catchy subject lines to increase open rates for your emails. Ask, “Suggest a subject line for a follow-up email after a job interview.”

Share the context, and ChatGPT can guide you on crafting a diplomatic and appropriate response for challenging emails. Prompt: “How should I reply to a customer’s complaint about a late delivery?”

ChatGPT can offer general advice on avoiding spam filters and ensuring your emails reach recipients’ inboxes effectively. Dive in with: “How can I reduce the chances of my marketing emails landing in spam?”

ChatGPT can suggest formats, elements, and tools to create professional and memorable email signatures. Ask, “What should I include in a compelling email signature for my consultancy business?”

Yes! ChatGPT can suggest software and platforms that are popular for managing and tracking email campaigns. Example: “Which platforms are best for sending bulk marketing emails?”

ChatGPT can point you to resources, blogs, or courses to keep you informed about the ever-evolving world of email marketing. Try: “Recommend resources to learn about the latest in email marketing.”

Certainly! ChatGPT can draft templates for various business scenarios, saving you time and ensuring consistency in your emails. Ask, “Design a template for monthly updates to our stakeholders.”

Conclusion and final thoughts

Well done for reaching the end of this article! By implementing just 20% of what you’ve read, you’re on your way to saving yourself valuable time in the long run.

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Don’t forget to check out our other guides too here – you never know what tips and tricks could help you streamline your work and make your life easier!

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