Formal email (short & clear)

When you need to be professional, clear, and move things forward quickly.

Act as a professional colleague.

Write an email to [recipient] about [subject].
Purpose: [inform / ask for a reply / ask for a decision / follow up].
Tone: [friendly / professional / direct].
Key points: [point 1], [point 2], [point 3].
Length: max 120 words.
End with a simple question that drives the next step.

How to use it

1. 1 Copy the prompt below.
2. 2 Paste it into your AI tool (ChatGPT, Copilot, Claude or Gemini).
3. 3 Replace the text in [brackets] with your own details.
4. 4 Send it — and adjust the answer if you want a different tone or length.

Filled-in example

Filled-in example:
[recipient]="Anna at Nordbygg"
[subject]="updated delivery time"
[purpose]="inform"
[tone]="professional and calm"
[point 1]="reason: supplier delay"
[point 2]="new date: January 18"
[point 3]="partial delivery on January 12 is possible"

Example AI response:
Hi Anna,

I’d like to inform you that the delivery will be slightly delayed due to a delay from our supplier. The new estimated delivery date is January 18.

If helpful, we can arrange a partial delivery already on January 12.

Would that setup work for you, or would you like us to explore another option?

Best regards,
[name]

Free to use. No account needed. Never share national ID numbers, health data or customer data with a public AI tool.