100+ Email Prompts That Actually Sound Human
Stop spending hours on emails. Real prompts for sales, support, marketing, and professional communication that don't sound like AI wrote them.
I write maybe 30-40 emails a day. Used to take me 2-3 hours total.
Now it takes 30 minutes. And the emails are better.
The trick isn't just "use AI for emails." Everyone knows that. The trick is prompting so the emails sound like you actually wrote them.
Most AI emails sound robotic. Too formal, too generic, or weirdly enthusiastic. You can spot them instantly.
I've spent months refining email prompts that produce messages I'd actually send. Here are the ones that work.
Why Most AI Emails Fail
The default prompt most people use:
Write an email about [topic]
This gets you corporate-speak that nobody actually talks like.
"I hope this email finds you well. I am reaching out to..."
Dead giveaway it's AI.
The problem is you're not giving the AI enough context about:
- Your actual voice and tone
- The relationship with this person
- What outcome you want
- How formal or casual to be
Fix these four things and AI emails become genuinely useful.
The Email Prompt Formula That Works
Here's my template for any email:
Write an email to [recipient/relationship].
Context: [What's the situation? Why are you writing?]
Goal: [What do you want them to do or know?]
Tone: [How formal? What's your relationship?]
Key points to include:
- [Point 1]
- [Point 2]
- [Point 3]
Length: [How long should this be?]
Important: [Any specific things to avoid or include]
This gives the AI everything it needs to write like you would.
Let me show you real examples.
Sales Email Prompts
Cold Outreach
Most cold emails suck. AI can make them less sucky if you prompt right.
Bad prompt:
Write a cold email to sell our product
Good prompt:
Write a cold email to a VP of Sales at a B2B SaaS company.
Context: I noticed they recently raised Series B funding and are likely hiring. Our tool helps sales teams reduce time spent on manual data entry.
Goal: Get them to book a 15-minute demo call.
Tone: Professional but conversational. Not salesy. Acknowledge I'm a stranger reaching out.
Key points:
- Congrats on the raise (be brief, not suck-up-y)
- Problem: Sales reps spend 4+ hours/week on data entry
- Our solution: Automated capture that actually works
- Social proof: Used by [similar company]
- Specific CTA: Book 15 min on my calendar
Length: Under 100 words. Short subject line.
Important: Don't say "I hope this email finds you well" or "reaching out to." Sound like a human.
This produces emails that actually get responses.
I use this pattern constantly. Last month I sent 50 cold emails using variations of this prompt. 12 booked calls. That's a 24% response rate, which is insane for cold email.
Follow-Up After No Response
Following up is awkward. AI can make it less so.
Write a follow-up email to a prospect I emailed 5 days ago who didn't respond.
Context: First email was about our [product]. They're a good fit (right role, right company size). They might have just been busy.
Goal: Get them to respond without being annoying.
Tone: Friendly, understanding that they're busy. Give them an easy out.
Key points:
- Acknowledge they're probably swamped
- One-line reminder of what we do
- Specific value prop relevant to them
- Option to politely decline if not interested
- Easy yes/no response
Length: 50 words max.
Important: Don't sound desperate or pushy. Make it easy for them to say no.
This approach works because it's respectful of their time and gives them an out.
Half my closed deals came after the second or third follow-up. The key is not sounding annoying.
Following Up After a Demo
The post-demo email can make or break a deal.
Write a follow-up email after a product demo.
Context: Had a great 30-min demo with [prospect name]. They seemed interested, asked good questions about [specific feature]. Main concern was [their concern].
Goal: Move them toward a trial or next meeting.
Tone: Helpful, not pushy. Reference specific things they said.
Key points:
- Thanks for their time (brief)
- Recap of what we discussed
- Address their concern about [X] with specific info
- Attach relevant resource: [case study / doc]
- Clear next step: [trial signup / another call]
Length: Short. 3-4 sentences max.
Important: Personalize with details from our actual conversation. Don't be generic.
The personalization is critical. Generic follow-ups get ignored.
I include 2-3 specific details from the actual call. The AI can't know these—I tell it what they were.
Closing Email
When a deal is close but not closed:
Write an email to close a deal that's been in discussion for 2 weeks.
Context: Prospect has seen the demo, tried the product, likes it. They're on the fence about pricing. Decision-maker needs to approve.
Goal: Get them to sign this week.
Tone: Confident but not aggressive. Help them make the decision.
Key points:
- Recap the value we've discussed
- Address pricing: What they get for the investment
- Light urgency: Discount expires Friday / We have limited slots
- Make it easy: Send contract, just needs signature
- Offer to answer any final questions
Length: 100 words.
Important: Create urgency without being manipulative. Real deadline only.
I use this when deals are 90% there but stalling.
The key is genuine urgency (real deadline, not fake scarcity) and making the next step brain-dead easy.
Customer Support Email Prompts
Handling Angry Customers
This is where AI really shines. It keeps emotions out of it.
Write a response to an angry customer email.
Context: Customer says our product "doesn't work" and they want a refund. They paid $99 two weeks ago. They sound frustrated but haven't given details about what went wrong.
Goal: Calm them down, understand the issue, solve it if possible.
Tone: Empathetic and understanding, not defensive. Acknowledge their frustration.
Key points:
- Apologize for their experience (not for our product, for their frustration)
- Ask clarifying questions about what's not working
- Offer immediate help: Jump on a call, send a video, etc.
- Mention refund policy but don't lead with it
- Make them feel heard
Length: Short. 4-5 sentences.
Important: Don't make excuses. Don't say "Our product works fine for others." Focus on helping them.
This template has saved me from sending emails I'd regret.
When I'm frustrated by an angry customer, the AI keeps the response professional and helpful.
Explaining a Feature/Process
Customers often don't understand how to use something.
Write an email explaining how to [specific feature/process].
Context: Customer emailed asking "How do I [thing]?" They're not technical. They signed up yesterday.
Goal: Teach them how to do it without overwhelming them.
Tone: Patient and friendly. Like explaining to a friend.
Key points:
- Quick answer upfront (don't bury the lede)
- Step-by-step instructions (numbered)
- Include where to click / what to look for
- Offer video tutorial link if relevant
- Invite them to reply if stuck
Length: Short as possible while being complete.
Important: Don't assume they know terminology. Use simple language.
I use this constantly. Customers love clear, simple explanations.
The AI is great at breaking complex processes into steps without being condescending.
Announcing a Bug/Outage
Nobody likes these emails, but they're necessary.
Write an email to customers about a bug that affected them.
Context: Bug caused [specific issue] for 2 hours this morning. It's fixed now. Affected about 15% of users.
Goal: Be transparent, apologize, show we're on it.
Tone: Honest and straightforward. Don't minimize it, but don't overdramatize.
Key points:
- What happened (clear, simple explanation)
- What was affected
- Current status: Fixed
- What we're doing to prevent this
- How to reach us if they still have issues
Length: Short and scannable.
Important: No corporate jargon. No "We apologize for any inconvenience." Be human.
Customers appreciate honesty way more than spin.
Following Up on a Support Ticket
When an issue takes longer to resolve:
Write a follow-up email to a customer whose issue isn't solved yet.
Context: Customer reported [issue] 3 days ago. We're working on it but don't have a fix yet. They're probably frustrated.
Goal: Show them we haven't forgotten, set expectations.
Tone: Apologetic but proactive. Show progress.
Key points:
- Acknowledge this is taking longer than expected
- What we've done so far (specific actions)
- What we're doing next
- Realistic timeline
- Make sure they know they can reply anytime
Length: Brief. 4-5 sentences.
Important: Don't make promises you can't keep. Better to under-promise.
Radio silence is worse than "We're still working on it."
These updates keep customers patient while you solve their issue.
Marketing Email Prompts
Product Launch Email
Announcing new features to existing customers:
Write an email announcing a new feature to our customers.
Context: We just launched [feature]. It solves [problem] that many customers have asked about.
Goal: Get people to try the new feature.
Tone: Exciting but not over-hyped. Value-focused.
Key points:
- What the feature is (one sentence)
- What problem it solves
- Who it's for
- How to access it
- Link to tutorial or docs
Length: Scannable. Under 150 words.
Important: Lead with the benefit, not the feature. "Now you can [outcome]" not "We built [feature]."
Launch emails get low open rates if you're boring.
The AI helps make them exciting without sounding like a used car salesman.
Newsletter/Content Email
Regular emails to your list:
Write a newsletter email for [audience].
Context: Monthly update. This month's theme: [topic]. We published [blog post / released feature / hosted event].
Goal: Drive traffic to blog / keep them engaged with our brand.
Tone: Conversational and valuable. Not salesy.
Content to include:
- Personal intro (2-3 sentences about why this matters)
- Main content: [article summary / feature highlight]
- Secondary content: [quick tips / interesting link]
- Call-to-action: Read more / Try feature
Length: Scannable. Lots of whitespace.
Important: Sound like a person, not a brand. Start with "I" not "We."
I use this for our monthly newsletter. Open rate went from 18% to 31% after improving the prompts.
Re-engagement Email
When someone hasn't used your product in a while:
Write a re-engagement email to inactive users.
Context: They signed up 2 months ago, used the product for a week, then stopped. We've added features since then.
Goal: Get them to log back in.
Tone: Friendly, not accusatory. We're here to help.
Key points:
- Noticed they haven't been active (non-judgmental)
- We've improved the product
- Specific new feature that might help them
- Ask if there's anything blocking them
- Easy CTA: Log in or reply
Length: Short. 4-5 sentences.
Important: Give them an out. "If this isn't for you, no worries."
Re-engagement emails can feel desperate. The AI helps keep them light and helpful.
Professional Communication Prompts
Thank You Email
After a meeting, introduction, or favor:
Write a thank you email to [person].
Context: They [what they did for you]. This helped because [specific impact].
Goal: Show genuine appreciation.
Tone: Warm and specific. Not generic.
Key points:
- Thank them for specific thing
- Mention the impact it had
- Optional: Offer to reciprocate
- Keep the relationship warm
Length: Very short. 2-3 sentences.
Important: Be specific. Generic thanks are forgettable.
Thank you emails are easy but most people send generic ones.
Specific gratitude stands out.
Declining Something Politely
Saying no is hard. AI makes it easier.
Write an email declining [invitation / request / offer].
Context: [Person] invited me to [thing]. I can't do it because [real reason]. I want to stay on good terms.
Goal: Politely decline without burning bridges.
Tone: Appreciative but firm.
Key points:
- Thank them for thinking of me
- Clear decline (don't be wishy-washy)
- Brief reason (optional, but helps)
- Optional: Suggest alternative / offer to help differently
- Leave door open for future
Length: 3-4 sentences.
Important: Don't over-apologize. Be direct but kind.
I use this all the time for speaking requests, coffee chats, and partnerships that aren't right.
Being clear and kind is better than vague maybes.
Introduction Email
Connecting two people:
Write a double opt-in introduction email connecting [Person A] and [Person B].
Context:
- Person A: [their background, what they need]
- Person B: [their background, what they offer]
- Why this connection makes sense: [specific reason]
Goal: Make it easy for them to start a conversation.
Tone: Professional but warm.
Key points:
- Brief intro of each person (one sentence each)
- Why they should know each other
- Suggest a specific topic to discuss
- Make it easy to take action
Length: Short. 4-5 sentences.
Important: Tell each person why the OTHER person is worth their time. Make it mutual.
Good intros make both people feel valued.
Bad intros feel like you're dumping a random connection on them.
Status Update Email
Keeping stakeholders informed:
Write a status update email to [stakeholders].
Context: Weekly/monthly update on [project]. This week we [what happened].
Goal: Keep them informed without overwhelming them.
Tone: Clear and concise. Highlight important stuff.
Structure:
- Summary (2 sentences: Where we are)
- Progress this week (bullet points)
- Blockers or concerns (if any)
- Next steps
- What you need from them (if anything)
Length: Scannable. Bullets are your friend.
Important: Bottom-line upfront. Busy people skim.
Status updates are boring but necessary.
The AI helps make them readable and informative without fluff.
Advanced Tips
Making AI Sound Like You
The best way to get AI to match your voice:
Analyze my writing style based on these 3 emails I've sent:
[Paste 3 of your actual emails]
Then write an email to [context] matching my style.
This works incredibly well. The AI picks up on your patterns, word choice, and tone.
I did this once and now include "Match my style from the examples above" in most prompts.
Creating Email Templates
For emails you send often:
Create a template for [type of email] that I can reuse.
Include:
- Subject line (with placeholder for [specific thing])
- Body with [BRACKETS] for things I'll customize
- Standard closing
Make it flexible enough to personalize quickly.
I have about 15 templates like this. Saves enormous time.
Varying Sentence Length for Readability
Add this to any email prompt:
Vary sentence length. Mix short punchy sentences with longer ones. Avoid walls of text.
This makes AI emails way more readable.
Testing Different Versions
For important emails:
Write 3 different versions of this email:
Version 1: More formal
Version 2: More casual
Version 3: More concise
[Include your context and requirements]
Then pick the one that feels right.
I do this for cold outreach, important asks, or anything where tone really matters.
Common Mistakes
Mistake 1: Not giving enough context
"Write a sales email" gets you garbage.
Give the AI the situation, the relationship, the goal, the tone.
Mistake 2: Letting AI write generic openings
"I hope this email finds you well" is an instant tell.
I explicitly say "Don't use common AI phrases" in my prompts.
Mistake 3: Not editing AI output
AI gets you 80% there. You need to add personal touches.
I always add one sentence that only I would know or say.
Mistake 4: Using the same tone for everything
Email to your CEO is different from email to a prospect is different from email to a friend.
Specify the relationship and formality level.
Mistake 5: Not reading it before sending
Always read the full email. AI sometimes hallucinates details or says something slightly off.
Takes 15 seconds. Worth it.
My Actual Workflow
Here's how I use these prompts daily:
- Identify the email type (sales, support, etc.)
- Use the relevant template from this article
- Fill in specific context
- Generate the email
- Edit for personalization (add 1-2 specific details)
- Quick read-through
- Send
Total time per email: 2-3 minutes vs 10-15 minutes writing from scratch.
Over 30-40 emails a day, that's 4-5 hours saved per week.
Organizing Your Email Prompts
I keep my best email prompts in a note file organized by category:
SALES EMAILS
- Cold outreach
- Follow-up
- Demo follow-up
- Closing
SUPPORT EMAILS
- Angry customer
- Feature explanation
- Bug announcement
- Status update
MARKETING EMAILS
- Product launch
- Newsletter
- Re-engagement
PROFESSIONAL
- Thank you
- Decline politely
- Introduction
- Status update
When I need an email, I pull the template, customize, and go.
Check out our guide on managing and organizing prompts for more on this.
Getting Started
If you want to transform your email workflow:
- Pick the 3 types of emails you send most often
- Use the relevant prompts from this article
- Customize with your specific context
- Test on 5-10 emails
- Refine based on what works
- Build your own template library
After a week, you'll have templates for 80% of your emails.
After a month, email will take half the time it used to.
And the emails will be better.
These email prompts work even better when you understand the different types of prompting techniques available. Read our guide on types of prompts to level up.
For sales specifically, check out our detailed guide on AI prompts for copywriting and sales.
If you're using AI for customer support, our AI workflows guide covers how to integrate these prompts into your support system.
And to keep your growing prompt library organized, read our guide on managing AI prompts.