Business Writing Prompts

Ready-made prompts for writing emails, meeting invitations and customer replies faster and in the right tone.

Ready-made prompt templates

Rewrite an email formally: Rewrite the following email in a more formal, professional tone, without making it unnecessarily long: [paste your email here]
Sample case: Email: “Hey, the report won’t be ready tomorrow, I’m swamped this week, can I give it to you Friday?”
Subject: Report delivery date

Hello,

Due to my heavy workload, delivering the report tomorrow does not look possible. May I propose completing it and sending it to you by Friday?

If that does not work, I can send the priority sections tomorrow.

Thank you for your understanding.

Kind regards
This sample output was produced with Claude; your result may differ.
Raise request email: Draft a polite but direct email requesting a raise from my employer. Use these details: [position], [tenure], [reason for the raise].
Sample case: Position: sales specialist, 3 years’ tenure, reason: I grew regional sales by 18%.
Subject: Request to discuss salary

Hello [Manager’s name],

I have worked as a sales specialist here for 3 years. During this time I contributed to an 18% increase in regional sales. Given these results and my growing responsibilities, I would like to ask for a review of my salary.

Could we discuss this in a 15-minute meeting at a convenient time?

Thank you.

Best regards
This sample output was produced with Claude; your result may differ.
Meeting summary email: Write a short follow-up email to meeting attendees summarizing what was discussed. Topic: [topic]. Decisions made: [decisions].
Sample case: Topic: product launch plan. Decisions: launch on 12 November, budget approved, the design team will finish the posters.
Subject: Product launch meeting summary

Hello everyone,

A short summary of today’s meeting:

• The launch date was set for 12 November.
• The budget was approved.
• The design team will finish the posters.

Please reply if you see anything missing or wrong.

Thanks
This sample output was produced with Claude; your result may differ.
Reply to a customer complaint: Write a polite but professional reply email to a customer complaint. Complaint topic: [complaint topic]. Solution I want to offer: [solution].
Sample case: Complaint: an order arrived 5 days late. Solution: shipping fee refund and 10% off the next order.
Subject: Your feedback about your order

Hello,

We are sorry for the problem caused by your order arriving 5 days late. Your feedback is valuable to us.

As compensation we will refund your shipping fee and add a 10% discount to your next order.

If we can help with anything else, please reply.

Kind regards
This sample output was produced with Claude; your result may differ.
Meeting invitation: Draft an invitation email for a business meeting. Meeting topic: [topic], date/time: [date], attendees: [attendees].
Sample case: Topic: Q4 budget plan, date: Tuesday 3 November, 2:00 pm, attendees: finance and sales teams.
Subject: Meeting invitation: Q4 budget plan

Hello,

We will meet on Tuesday 3 November at 2:00 pm with the finance and sales teams to discuss the Q4 budget plan.

Please confirm your attendance and bring your current figures for preparation.

Thanks
This sample output was produced with Claude; your result may differ.
Decisions and owners follow-up: Write a short follow-up email to send to attendees after a meeting, covering the decisions and owners. Meeting topic: [topic]. Decisions: [decisions].
Sample case: Topic: website redesign. Decisions: new theme chosen (Ayşe), content draft by 20 November (Mert), testing on 25 November (Deniz).
Subject: Website redesign: decisions and owners

Hello,

Decisions from the meeting:

• New theme chosen. Owner: Ayşe
• Content draft due by 20 November. Owner: Mert
• Testing on 25 November. Owner: Deniz

If any date is a problem, please tell me today.

Thanks
This sample output was produced with Claude; your result may differ.
Soften a harsh email: Rewrite the following harsh-sounding email in a more polite and professional tone while keeping its meaning: [email]
Sample case: Email: “This is the third time I’m saying it, you still haven’t sent the files. This can’t go on.”
Hello,

I requested the files before and they have not arrived yet. Could you send them today so the work can move forward? If there is a problem, we can solve it together.

Thank you.
This sample output was produced with Claude; your result may differ.

Business Writing Prompts – how to use them

The key to good results in business writing is saying who you are writing to and what you want. The same email needs a different tone for your manager, a customer or a partner. Put the recipient, your relationship and the outcome you expect in the prompt, and the tool adjusts tone and length.

Always read the text yourself before sending. AI can get dates, figures and names wrong, and it may write sentences that make promises in your name. Before sharing text with customer data, contracts or confidential internal information, check your company’s AI use policy.

State the recipient and your relationship: manager, customer, teammate.
Write the outcome you want in one sentence: approval, meeting, payment.
Limit the length: “at most 120 words”.
Keep personal and confidential details out of the draft and add them yourself afterwards.

Example: a weak prompt and a strong prompt

Weak prompt

Write a reply to a customer.

Strong prompt

Write a polite but professional reply to a customer complaint. Complaint: the order arrived 5 days late. Solution: free shipping on the next order. Tone: warm but formal. At most 120 words.

Sample output generated with Claude

Subject: About the delay in your order

Hello,

We are sorry your order reached you 5 days late. We understand how frustrating it is when we do not meet your expectations.

As a gesture, we will cover shipping on your next order. Just mention this email to our support team when you order.

If you have any questions, simply reply to this email.

Kind regards,
[Your name]

This output is an example from running the strong prompt above with Claude. Results can differ in ChatGPT, other tools or at other times; check the output yourself before using it.

Frequently asked questions

Do I have to disclose that AI helped write an email?

There is no general legal rule, but your employer may have one. What matters is that you are responsible for what you send, so read and verify it first.

Can I put customer details in the prompt?

Better not to. Leave names, order numbers and phone numbers as bracketed fields and add them to the email yourself.

How do I set the tone?

Write a tone such as “formal”, “warm but respectful” or “short and direct” in the prompt. If the result is off, ask for a small change like “make it a bit warmer”.

Other prompt categories

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