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Prompts that get you a better answer

Ready-made prompts for emails, meetings, spreadsheets, planning and more, at your level. Copy one, fill in the [square brackets] with your details, and paste it into ChatGPT, Claude, Gemini or any AI assistant. 32 are free; the other 64 come with Pro.

96 prompts32 free to copy12 kinds of job

8 prompts in Emails and messages

Emails and messages

Reply, chase and say no, in your own voice and in less time.

  • BeginnerFree

    Reply to an email in your own words

    Turns what you want to say into a clear, polite reply that sounds like you.

    The prompt

    Help me reply to an email. It’s from [who sent it, and how well you know them], and it’s about [what the email is about]. What I want to say, in rough notes: [your notes, such as yes to Tuesday, no to the extra report]. Write a reply of no more than [number] sentences, in a [friendly / formal / firm but polite] tone. Use plain English and UK spelling, and don’t add anything I haven’t said. Give me two versions to choose from.

    Tips and an example

    Tips for a better answer

    • Bullet points are fine for your notes, even scrappy ones. The AI finds the words; you make the decisions.
    • Not quite right? Reply with what to change, such as “warmer, and shorter”, rather than starting again.

    An example, filled in

    Help me reply to an email. It’s from Sam, a colleague in another team I’ve worked with a few times, and it’s about joining a project kick-off and writing up a summary report afterwards. What I want to say, in rough notes: yes to the kick-off on Tuesday at 2pm; no to the report this month, as I’m on leave; happy to help with the next one. Write a reply of no more than four sentences, in a friendly tone. Use plain English and UK spelling, and don’t add anything I haven’t said. Give me two versions to choose from.

  • BeginnerFree

    Say no without burning a bridge

    Writes a warm, clear no to a request, with something else to offer if you have it.

    The prompt

    I need to turn down a request and keep a good relationship. The request: [what you’ve been asked to do]. It’s from [who asked, and how you know them]. My reason, if I want to share it: [your reason, or “none, keep it vague”]. What I can offer instead: [an alternative, or “nothing”]. Write a short message, under 100 words, that says no clearly in the first two sentences, thanks them, and doesn’t over-apologise or make excuses. Make it [warm / professional / brief]. Give me one version for email and one for a text or chat message.

    Tips and an example

    Tips for a better answer

    • A clear no near the start is kinder than one buried in apologies. Ask the AI to check it can’t be read as a maybe.
    • Read it aloud before you send it. If you wouldn’t say it to their face, change it.

    An example, filled in

    I need to turn down a request and keep a good relationship. The request: give a talk at a charity quiz night on 14 March. It’s from Jo, who runs our local residents’ group; we’ve met a few times. My reason, if I want to share it: I’m away that weekend. What I can offer instead: I could record a two-minute video message for them to play on the night. Write a short message, under 100 words, that says no clearly in the first two sentences, thanks them, and doesn’t over-apologise or make excuses. Make it warm. Give me one version for email and one for a text or chat message.

  • IntermediateFree

    Summarise a long email thread

    Pulls out what’s been decided, what’s still open and what you need to do.

    The prompt

    Summarise this email thread in no more than six bullet points, under three headings: Decided, Still open, and What I need to do. I’m [your role in the thread]. For any date, deadline, figure or promise, quote the exact words from the thread, so I can check it. If people disagree, say who disagrees about what. Don’t add anything that isn’t in the thread, and keep the tone plain and neutral. The thread: [paste the thread, with names, contact details and anything confidential swapped for placeholders such as PERSON A]

    Tips and an example

    Tips for a better answer

    • Use the AI tool your employer has approved for work email, signed in with your work account.
    • Check every quoted date and figure against the thread before you act on it.

    An example, filled in

    Summarise this email thread in no more than six bullet points, under three headings: Decided, Still open, and What I need to do. I’m the project lead, who has to agree the launch date. For any date, deadline, figure or promise, quote the exact words from the thread, so I can check it. If people disagree, say who disagrees about what. Don’t add anything that isn’t in the thread, and keep the tone plain and neutral. The thread: PERSON A: Can we move the launch to 14 May? PERSON B: Only if the final figures are in by 2 May. PERSON A: I’ll ask the project lead. PERSON C: Marketing needs a firm date by Friday, or we lose the advert slot.

The prompts are AI-assisted, like everything we publish, and written to our house style. Spotted a problem with one? Tell us and an editor will check it.