Guides › Email & Inbox
Reply to tricky emails calmly and clearly
Paste in an awkward email and get two ready-to-send replies, one warm and one firm, that say exactly what you mean.
When to use it
Whenever an email makes you hesitate
Step by step
Copy the email you need to answer
Copy the message (and the one before it if it gives context). Remove phone numbers, account numbers or anything private first.
Jot down what you actually want to say
One or two rough lines is enough, for example 'Can't do Friday, can do next Tuesday, and I need the files first'.
Ask your AI assistant for two versions
Open ChatGPT, Claude or Gemini and paste this prompt with the email and your notes.
Prompt to copyI need to reply to the email below. My goal: [what you want to happen]. My key points: [your rough notes]. My relationship with the sender: [e.g. client, manager, neighbour]. Write two replies under 120 words each: Version A warm and friendly, Version B polite but firm. Keep my points in the same order, use plain British English, no clichés, and end with one clear next step. Then list anything in their email I haven't answered. Their email: [paste email]Pick one, tweak and send
Choose the version that sounds most like you, change any words you wouldn't use, and paste it into your reply.
What you get
Version B: Hi Sam, thanks for the update. I can't take on the extra pages by Friday, but I can deliver them by Tuesday 14th if I have the final copy by Thursday. Shall we go with that? Not yet answered: their question about invoicing.
Tips
- Ask it to 'make this sound more like me' and paste two emails you've sent before as a style guide.
- Always read the reply aloud once before sending; tone is easier to hear than see.