Email prompts: a ready brief for every letter
Sixteen briefs you can hand straight to an AI email writer. Each one already says who the email is for, what it has to achieve and how it should sound, so you change the names and the details, press apply and send it.
Work correspondence
Everyday work email and four hard parts of it: how to write a professional request to a colleague, turn down a task without a row, send a follow-up email after no response, and file a project update to your manager.
Ask a colleague for something
A clear ask with a deadline and a reason, so it doesn't get parked at the bottom of an inbox.
Write an email to Dana in finance asking for the Q3 supplier invoices by Friday. Explain that we can't close the quarter without them, and offer to pull the files myself if they're scattered across systems.
Subject: Q3 supplier invoices — by Friday?Hi Dana,Could you send over the Q3 supplier invoices by Friday? We can't close the quarter until they're in.If they're scattered across systems, point me at the folder and I'll pull them myself.Thanks, Alex
Say no to a request
Turn down a task or a meeting without over-apologising and without closing the door.
Write a reply turning down an invitation to join a new working group. I'm shipping a launch this month and can't take it on, but I could review their draft in two weeks. Keep it warm and short.
Subject: Re: Working groupHi Priya,Thanks for thinking of me — I'd like to, but I'm heads-down on the launch until the end of the month.Happy to read the draft and send comments in two weeks if that still helps.Best, Alex
Chase an unanswered email
A second nudge that stays polite while making it clear you are still waiting on a decision.
Write a follow-up to a client who hasn't replied to the proposal I sent ten days ago. Repeat the one decision I need from them, give a date, and make it easy for them to say the project is on hold.
Subject: Following up on the proposalHi Mark,Following up on the proposal from the 3rd — all I need is a yes or no on the September start.If the timing has slipped on your side, just say so and I'll hold the slot until Friday.Best, Alex
Project update for your manager
A weekly update that leads with the risk and the decision you need, instead of burying both.
Write a weekly project update for my manager: the migration is on track for the 30th, testing is two days behind after a vendor delay, and I need a decision on the extra license by Wednesday. Factual, structured, no filler.
Subject: Migration — week 6 updateHi Elena,The migration is on track for the 30th. Testing is two days behind after the vendor delay, with no impact on go-live yet.One decision needed from you: the extra license, by Wednesday, or testing slips into launch week.Full detail is in the project doc — happy to walk through it on Tuesday.Best, Alex
Clients and sales
Money conversations start in the inbox. A cold email that does not read like a template, the follow-up after a sales call that turns it into a next step, and a polite reminder about an overdue invoice.
First email to a prospect
A cold email that earns a reply: one relevant observation, one offer, one small ask.
Write a first email to the marketing lead at a mid-size e-commerce company. We cut returns processing time by 40% for a store their size on the same Shopify setup. Ask for 15 minutes next week. No buzzwords, under 120 words.
Subject: Returns processing at NortownHi Rachel,We cut returns processing time by 40% for a store about Nortown's size — same Shopify setup, same peak-season crunch.Worth 15 minutes next week to see whether the same fix applies to you?Either way, happy to send over the one-page breakdown.Best, Alex
Recap after a call
The email that turns a good conversation into an agreed next step, in writing, the same day.
Write a follow-up after a discovery call with a new client: recap the problem as they described it, what I promised to send and by when, and confirm the next call on the 12th at 10:00.
Subject: Recap — our call on 5 MarchHi Tom,Thanks for the time today. As I understood it: onboarding takes three weeks, and most of that is manual data entry.I'll send the scoped estimate and two references by Thursday; you'll check the budget with Karen.Next call is booked for the 12th at 10:00 — tell me if anything above is off.Best, Alex
Chase an overdue invoice
Firm about the money, easy about the relationship — with the details a payment run actually needs.
Write a payment reminder for invoice 2041, $4,800, due 14 days ago. Ask them to confirm a payment date this week, mention that phase two is paused until it clears, and offer to resend the details to whoever approves it.
Subject: Invoice 2041 — 14 days overdueHi Sofia,Invoice 2041 for $4,800 was due on 20 February and still shows as unpaid on our side.Could you confirm a payment date this week? Phase two is on hold until it clears.If it's stuck in approvals, tell me who to copy and I'll resend the details straight over.Best, Alex
Job hunting
Three emails a job change is made of: a cover letter attached to the application, a thank you email sent the same evening as the interview, and a resignation letter with notice that burns nothing down.
Cover letter for an application
Three short paragraphs that connect your actual experience to this actual job posting.
Write a cover email for a senior data analyst role at a fintech. Six years in payments analytics, rebuilt the reporting stack at a startup on SQL and dbt. Say why this company specifically, keep it to three short paragraphs.
Subject: Senior data analyst — applicationDear Ms. Alvarez,I'm applying for the senior data analyst role. For six years I've worked in payments analytics, most recently rebuilding the reporting stack at Paylane on SQL and dbt.What draws me to Finwise is the move to self-serve reporting — the problem I spent last year solving one dashboard at a time.My CV is attached and I'd welcome the chance to talk it through.Best regards, Alex Reed
Thank you after an interview
Sent the same evening: thanks, the one answer you'd improve, and a clear signal you still want the job.
Write a thank-you email the evening after a final-round interview. Mention the onboarding-metrics question I answered thinly, add the figure I couldn't recall, and confirm I'm still very interested.
Subject: Thank you — final roundDear Ms. Alvarez,Thank you for today. The conversation about the reporting roadmap was the most useful hour of my week.One follow-up: on onboarding metrics, the figure I couldn't recall was 38% week-one activation — the number we later moved to 52%.I'm still very much interested and happy to answer anything else.Best regards, Alex Reed
Resignation letter
Two weeks' notice, no grievances, a handover offer — the version you can copy to HR without editing.
Write a resignation email to my manager. Last day is two weeks from today, I'll document the reporting pipeline and hand over open work, and I want to thank them for three good years. Short and neutral.
Subject: Notice of resignationHi Elena,I'm writing to give formal notice — my last day will be 28 March.Before then I'll document the reporting pipeline and hand over anything open; tell me how you'd like it split.Thank you for the last three years. I've learned a great deal on this team.Best, Alex
Awkward letters
The letters people rewrite five times. An apology email that admits the mistake, a complaint asking for a refund in the tone that gets one, and the email that hands a client bad news without losing them.
Apologise for a mistake
Own it in the first line, fix it in the second, and don't explain yourself for a paragraph.
Write an apology to a client: we sent last month's report with the regional figures transposed and they presented it to their board. Say what happened, that the corrected file is attached, and what we changed so it can't repeat.
Subject: Corrected February report — my apologiesHi Sofia,The February report we sent had the regional figures transposed, and I'm sorry — especially as you took it to your board.The corrected file is attached: the totals are unchanged, only the North and West split.We've added a second review before anything client-facing goes out. If it helps, I'll explain the correction to your board myself.Best, Alex
Complaint and refund request
Dates, order number, what went wrong and what you want done — the email support can act on.
Write a complaint to an online retailer: order A-77213, the laptop stand arrived cracked, support asked me to return it at my own cost. I want a replacement or a full refund of $129 within 14 days. Firm, factual, not rude.
Subject: Order A-77213 — damaged item, refund requestedDear customer service,Order A-77213 arrived on 4 March with the laptop stand cracked across the base; photos went out with my first message on the 5th.Your reply asked me to return it at my own expense. For an item damaged in transit, that isn't a cost I'll be covering.I'm asking for a replacement or a full refund of $129, processed within 14 days.Regards, Alex Reed
Deliver bad news
A delay, a cancellation or a no — said early, said plainly, with what happens next attached.
Write to a client explaining that the launch moves from 30 April to 21 May because the payment integration failed load testing. Take responsibility for the timeline, give the new plan, and offer a call this week.
Subject: Launch moving to 21 MayHi Tom,I'd rather tell you early: the launch moves from 30 April to 21 May. The payment integration failed load testing, and shipping it as it stands would put live orders at risk.The fix is scoped and underway; the rest of the build is finished and sitting in staging.I'm free Wednesday or Thursday to walk you through the revised plan.Best, Alex
Personal and admin
Email outside the job description: a thank you note that names what the person actually did, a formal letter to a bank or a council that gets acted on, and an invitation people put straight in the calendar.
Thank someone properly
For a referral, an introduction or a favour — specific enough that it can't read as a template.
Write a thank-you to a former colleague who referred me for a job I've now been offered. Say what the referral actually made possible, keep it personal, and offer to return the favour.
Subject: I got the offer — thank youHi Priya,I signed the offer this morning, and your introduction is the reason my CV got read at all.The hiring manager said your note was what moved it to the top of the pile.If there's ever anyone you'd like me to talk to, consider it owed.Thank you, really. Alex
Request to an institution
A formal request carrying the reference number, the dates and the deadline a clerk needs to act on.
Write a formal email to my bank requesting the mortgage interest statement for the 2025 tax year, account ending 4471. A PDF to this address is fine, and I need it by 10 April for my tax return.
Subject: Request for 2025 mortgage interest statementDear Sir or Madam,I would like to request the mortgage interest statement for the 2025 tax year for the account ending 4471.A PDF sent to this address is fine; I need it by 10 April for my tax return.Please let me know if you require anything further from me.Yours faithfully, Alex Reed
Invitation to an event
Who, where, when and what to bring — an invitation people can answer with one line.
Write an invitation to friends for a housewarming on Saturday 12 April from 6pm. Casual, kids welcome, no presents but bring a dish if they like. Ask for a reply by Wednesday so I can plan the food.
Subject: Housewarming — Saturday the 12thHi everyone,We're finally unpacked: housewarming on Saturday 12 April from 6pm, at the new place on Linden Street.Casual, kids welcome, no presents — bring a dish if you feel like it.Let me know by Wednesday so I know how much to cook.Alex and Sam