How to Use ChatGPT to Write Emails

The email struggle is real. Pick the right tone, match their mood and intent, write the right hook in the subject, don’t make it too long but include all the needed info. But do it not in a boring way, but not too creative as it may confuse the reader.

At ProCoders, we’ve seen said “email struggle” in startups and enterprises alike. That’s why we’re here to show you how ChatGPT can make this stressful task seem routine and, actually, partially automated.

Let’s make your communication as smooth as butter!

What Are the Benefits of Chat GPT Email Writer?

ChatGPT isn’t the ideal cure for all illnesses. But it has some benefits when it comes to creating any type of written content, including emails.

Saves Time

Obviously, AI saves time as it can write 10 emails in, like, 30 seconds while you do other important business things. The key here is to get the prompt right. Prompt engineering becomes a thing in the world where AI takes up the tedious work. It can give you pretty good ideas, but you have to be the mastermind.

For emails that don’t need a lot of “masterminding,” like confirmations, ChatGPT is definitely the right tool. Just send the info about the tone of voice, language, and desired content, and get 10, 20, or even 100 options.

Chat GPT for Email Writing Improves Skills

With ChatGPT, you can improve your writing skills over time. It provides structured, clear drafts that can serve as learning tools. You’ll see how to organize your thoughts better, use proper grammar, and structure sentences more effectively. As you edit the drafts, you’ll start picking up on areas where you can improve, which leads to better communication overall.

Keeps Things Professional

Whether your brand tone is strictly professional or friendly and witty, there has to be balance. Maybe writing, “Hey dude, just checking in if you’re going to finally make a purchase because we’re all on edge here.” won’t be the perfect start if you’re talking to a potential buyer (while it may be for some businesses, but we’re speaking generally here).

By simply prompting ChatGPT the tone—formal, casual, or somewhere in between—can make it easier to start conversations on a good note.

It’s OK to be creative and witty to become memorable, but being appropriate and professional never fails.

Customizable Responses

We’ve found customizable responses to be one of the most convenient ways to train your chatbot to reply the way you want. Need a formal email for a job application? A casual note to a colleague? You can adjust the tone and content to suit the occasion. You can also include key details, like specific names or tasks, to make your emails feel personal and tailored, which is especially useful in customer service or outreach.

Boosts Confidence

If you struggle with writing emails or feel anxious about how your message will be received, ChatGPT can boost your confidence. By providing well-structured drafts and making sure your tone is right, it takes away a lot of the guesswork. You’ll feel more assured that your emails are clear, professional, and easy to understand, reducing the stress that often comes with email communication.

How to Write Email Using Chat GPT: Step-by-Step

With tools like Chat GPT email generator, you can improve your email writing skills and communicate more effectively. Here’s a step-by-step guide on how to write effective emails with ChatGPT email assistant:

Step 1. Provide Context

Before you start writing your email, provide context to ChatGPT cold emails, outreach to leads, follow-ups, etc. Brief ChatGPT on the topic, audience, and purpose of your email. For example, if you’re writing a business email, let ChatGPT know the name of the client or the product you’re discussing.

If you have a lot of information on the context and your preferences, write that you’re going to send X messages and you want the algorithm to keep the info in mind for the future assignment. Ask the chat to reply “OK” if it understands, and proceed.

Step 2. Prompt ChatGPT to Create an Email

Now ask it to write an email based on the info you provided. You can write an actual outline of the piece or ask the algorithm to surprise you. If needed, prompt it to suggest several subject lines, a template for many similar emails, or even a recommendation on writing a killer message that will make your customers fall in love with your brand and remember it.

Step 3. Instruct ChatGPT to Make Corrections

Once you’re happy with the ChatGPT mail draft, let the algorithm help you fine-tune it. Ask ChatGPT to look for areas to improve your email’s clarity, grammar, and tone. It can also help you check for spelling mistakes and typos. Furthermore, if you want to add a witty remark or a snazzy phrase, ChatGPT is your go-to for all things writing-related! Finally, when you’re done revising, you’ll have an email that’s ready to be sent!

Step 4. Work Together on the Subject Line that Captures Attention

This topic deserves its own point since the subject line is the first thing the reader sees when checking their emails. It has to be catchy but not clickbait-like (those can get quite annoying, agree?). It has to provide information but not be clunky.

We recently got an email that seemed like a Google Meet notification when it was actually an outreach letter. Without thinking twice, our manager opened the email to check whether she missed a scheduled meeting.

There was no “Google Meet” or something in the subject line, so that wasn’t a lie. Just a creative way to make the user do what you want. That was quite creative.

ChatGPT can help you write a subject line that is interesting and informative. Ask it to provide ten totally different ideas, and there may just be one that’s going to become the key to your clients’ attention.

Step 5. Review the Email

Don’t forget to verify your email address and review your email one more time before sending it. ChatGPT’s algorithm can help you with the review, and not just the grammar/punctuation one. You can ask it to execute sentiment analysis and suggest points of improvement, simulate the environment and personality of your perfect buyer, and ask if this email will achieve your goal (opening the letter, clicking on a link there, replying to it, etc.).

And if you want to go the extra mile, ask ChatGPT to for a follow-up option or helpful resources related to the topic of your email.

ProCoders Tips for Use ChatGPT to Write Emails

Here are some tips from the ProCoders marketing team.

Be Specific in Your Prompts

When you ask ChatGPT to write an email, be as clear as possible with your instructions. Tell it exactly what the email is about and what key points you want to include.

As our marketers say, “Basic prompts provide basic results.”

Throw the “Write an outreach email.” away and replace it with an actual prompt. Send your ICP info, an outline you had in mind, specify the tone, send specifications on your brand voice.

This will make a huge difference!

Adjust the Tone and Style

It’s important that your emails sound right for the situation. You can ask ChatGPT to adjust the tone to fit your audience. For example, you could say, “Make this email friendly and casual,” or “Use a formal, professional tone.” This ensures that your message is appropriate and effective.

If you’re looking for some freshness in your tone or are looking for the perfect one, you can ask the chat to write an email to X (client, colleague, etc.), choosing the proper tone for the situation.

Use Multiple Versions

Sometimes, the first version of an email isn’t perfect. You can ask ChatGPT to give you different ways of saying the same thing. For example, if you’re not sure about a sentence or paragraph, ask ChatGPT to provide a few variations. This way, you can pick the one that sounds best or combine elements from different versions to create the perfect message.

Provide Previous Communications

If you’re replying to an email, it helps to show ChatGPT the previous conversation. This gives the AI a better understanding of the context and helps it craft a more relevant and personalized response. For example, if you’re following up on a project, providing the earlier emails ensures that ChatGPT can continue the conversation smoothly without missing important details.

Refine with Feedback

ChatGPT may not always get the email exactly right on the first try, but you can give it feedback to improve the response. For example, if the email is too long, you can ask it to shorten it. If the tone isn’t quite right, you can tell ChatGPT to make it more formal or casual. You can also ask it to add or remove details. This process of refining the email helps ensure that the final draft is exactly what you need.

Using ProCoders’ OmniMind for Email Writing

ProCoders’ OmniMind is an AI tool that helps businesses write better emails faster. It is based on ChatGPT’s technology and works well with platforms like Slack. OmniMind can make email writing quicker and easier, while also keeping everything professional and consistent.

How OmniMind can help:

1. Personalized Emails
   OmniMind can be trained to understand your company’s style and needs. This means it can write emails that match the way your company communicates, making each email more personal and on-brand.
   
2. Quick Email Drafts
   With OmniMind, you can get email drafts in seconds. Just give it a few key points, and it will create a well-structured email for you, whether it’s formal or casual.
   
3. Email Templates
   If your team sends the same kinds of emails often, OmniMind can create templates that you can reuse. This saves time and ensures your emails are consistent.
   
4. Team Collaboration
   OmniMind integrates with tools like Slack, so your team can work together on email drafts. This helps everyone make changes quickly and easily, speeding up the process.
   
5. Secure Communication
   For companies that handle sensitive information, OmniMind follows strict security rules to keep your communications safe.

By using OmniMind, you can write emails faster, keep them professional, and make sure they are secure.

From Targeting to Conversion: How to Do Cold Emailing with ChatGPT

Whatever people say about emails and how they are old and nobody opens anything that’s not a subscription confirmation or a verification of order on Amazon or AliExpress, email marketing is still a hot tool. (Those people just aren’t in marketing.)

Cold outreach is a difficult lock to find a key for, but it’s definitely possible to cut through the noise and get your message heard.

While we’re a software development company, we also do marketing and have a whole department for it, so we’re not alien to cold emailing. So, let us help you with some tips.

Targeting 101: Know Your Audience

The key to a successful cold campaign is targeting the right audience. Use ChatGPT to analyze demographic and psychographic data by inputting relevant questions or prompts about your ideal customer. ChatGPT will generate a buyer persona, a fictional character representing your ideal customer. Knowing their interests, pain points, and values, you can craft messages that speak directly to their needs.

Personalization is an Art: Crafting Messages that Resonate

Adding the recipient’s name to the greeting doesn’t quite cut as personalization nowadays. We have to live with that. Use ChatGPT to customize your message based on your buyer persona’s interests by entering targeted prompts.

You can research the company, looking for recent news or projects to mention (or you can ask the chat to do it if you have a Plus account).

Maximize Your Response Rates with ChatGPT-Assisted Email Follow-up Strategies

A one-and-done approach to cold campaigns is not enough. Statistics show that it often takes multiple emails to get a response. Use ChatGPT to craft friendly and professional follow-up messages by providing the context of your previous email and asking for a suitable follow-up message. This will increase your chances of conversion.

Keep It Organized: Best Practices for Tracking Sent Emails

Organization is key to a successful cold campaign. Use ChatGPT to generate templates for tracking your sent emails and their responses by inputting a request for a tracking template or CRM structure. Use this to organize your data in a spreadsheet or customer relationship management (CRM) software. This will help you follow up effectively and identify the most promising leads.

Optimize Your Email for Better Engagement and More Sales

In addition to targeting the right audience and personalizing your message, optimizing your email for engagement is crucial. Use ChatGPT to generate clear and concise subject lines, avoid spam trigger words, and create a simple and professional email design by asking it to provide suggestions or ideas in these areas.

While ChatGPT offers impressive capabilities, you may have already tried it and found that it’s not sufficiently customized to meet your unique business needs. We understand that constantly starting conversations from scratch with ChatGPT can be tedious and inefficient.

At ProCoders, we have a solution: our OmniMind service. With OmniMind, we can tailor ChatGPT to your specific requirements, ensuring that it’s always in context and ready to assist you without the need to start from square one each time.

Say goodbye to generic AI responses and embrace a truly personalized email communication strategy with our OmniMind service. Discover how OmniMind can revolutionize your cold email campaigns and effectively turn leads into conversions with OmniMind. Don’t miss the opportunity to optimize your email strategy and elevate your business communication to new heights!

Conclusion

ChatGPT is a great tool for handling your routine and transactional emails more efficiently. With its AI-powered features, you can automate these emails, making sure they’re professional and on point every time.

The benefits are straightforward: by automating emails with ChatGPT, you’ll save time and cut down on costs. Your team will have more time to focus on creative and strategic work instead of repeating the same tasks over and over.

You don’t need to be a tech expert to use ChatGPT either. Its user-friendly interface makes it easy to create effective emails, whether you’re sending a quick message or setting up a larger campaign.

By customizing ChatGPT to fit your business, you can improve how your emails look and feel, while also saving time and money. It’s a simple way to upgrade your email process and make things run more smoothly.