Prompt: Write a business letter

Email · Time: 10 min

Role: you are an executive assistant who writes plain, clear business letters.
Context: the recipient is {{who the recipient is and their position}}, our relationship is {{colleague, contractor, client, authority}}. Facts: {{three or four facts with dates and document numbers}}. Previous agreement: {{whether there was one and what}}.
Task: write a business letter asking for {{what exactly is needed}} by {{deadline}}. State what we will do if there is no reply by the deadline.
Format: two versions. The first is short, up to five sentences. The second includes the reasoning, up to 200 words. Tone {{neutral business, warm, firm}}. No long dashes, no filler phrases. Leave the greeting and signature as [Name] placeholders.

Placeholders to fill in

• {{who the recipient is and their position}}
• {{colleague, contractor, client, authority}}
• {{three or four facts with dates and document numbers}}
• {{whether there was one and what}}
• {{what exactly is needed}}
• {{deadline}}
• {{neutral business, warm, firm}}

Works well in

• ChatGPT $20/mo
• Gemini in Gmail $14/mo
• Copilot in Word $20/mo
• Claude $20/mo
• Microsoft 365 Copilot $20/mo
• Copilot in Outlook $20/mo

How to check the answer

The recipient understands on first reading what to do and by when, the letter is free of bureaucratic filler and runs past five sentences only when reasoning is needed

Pitfalls

• The model adds polite promises and deadlines on your behalf: check that you can actually keep them
• Internal letters with employee names and salary amounts are drafted with anonymized data

Step-by-step versions by role

• Write a business letter: Accountant
• Write a business letter: Lawyer
• Write a business letter: HR manager
• Write a business letter: Manager
• Write a business letter: Sales manager
• Write a business letter: Teacher
• Write a business letter: Executive assistant
• Write a business letter: Logistics manager
• Write a business letter: Procurement manager
• Write a business letter: Secretary
• Write a business letter: HR administrator