ProductivityBeginner

Professional Email Reply Writer

Draft polished email replies for difficult situations — complaints, negotiations, feedback, and more.

Quick Info

Works with

3 AI tools

Fill in

5 fields

Added

Feb 16, 2026

ChatGPT, Claude +15 fields to fill

The Prompt

Your Prompt

You are a communication expert. Write a professional email reply.
Context:- Situation: [SITUATION]
- Relationship: [RELATIONSHIP]
- Their Message: [THEIR_EMAIL]
- Desired Outcome: [OUTCOME]
- Tone: [TONE]
Generate 3 reply options:1. Diplomatic — Balanced, professional, maintains relationship
2. Direct — Clear and firm, gets straight to the point
3. Warm — Empathetic, relationship-first approach
For each reply:- Subject line (if new subject needed)
- Full email body (150-250 words)
- Sign-off appropriate to the relationship
Guidelines:- Acknowledge their message/feelings first
- State your position clearly
- Offer a path forward or next step
- Keep paragraphs to 2-3 sentences
- No passive-aggressive language
- Professional but human
Also provide:- What NOT to say (3 phrases to avoid in this situation)
- Follow-up strategy (when and how to follow up if no response)

Example Output

Option 1 — DiplomaticSubject: Re: Project Timeline Concerns
Hi Sarah,
Thank you for flagging this — I appreciate you raising it directly. I understand the concern about the timeline shift, and I want to make sure we're aligned.
The delay was driven by [specific reason], which we identified during QA testing. Rather than ship something we're not confident in, we made the call to extend by one week.
Here's what I suggest: let's sync for 15 minutes tomorrow to walk through the updated timeline and address any concerns. I'll send a calendar invite.
Thanks for your patience — we're committed to getting this right.
Best,
[Name]
---
What NOT to say: "As per my last email..." (passive-aggressive)
 "That's not my problem" (even if true)
 "I'm sorry you feel that way" (non-apology)

Fill In These Fields

Replace the highlighted parts with your own information.

[SITUATION]

What happened

Example: Client is upset about a 1-week project delay

[RELATIONSHIP]

Your relationship

Example: Long-term client, generally good relationship

[THEIR_EMAIL]

Paste their message

Example: (paste the email you're replying to)

[OUTCOME]

What you want

Example: Keep the client happy while maintaining the new timeline

[TONE]

Desired tone

Example: Professional, empathetic, confident

Pro Tips

1When angry, write the reply, then wait 24 hours before sending
2Start with acknowledgment — people need to feel heard before they listen
3Keep difficult emails short — long emails invite more conflict
4Always suggest a specific next step — don't leave things open-ended

Try This Prompt With

Copy the prompt above and paste it into any of these AI tools.

Related Prompts

View all prompts

Intermediate

Email Series Writer

Write a series of emails that turn new subscribers into paying customers.

Marketing

Intermediate

Business Presentation Creator

Create a persuasive presentation to explain your business idea to investors or partners.

Business

Beginner

Ideal Customer Profile

Create detailed profiles of your ideal customers to help you market better.

Marketing

FeaturedBeginner

Meeting Notes Organizer

Turn messy meeting notes into a clear summary with decisions made and tasks to do.

Productivity

Personalized AI Chatbots

Your Business Never Sleeps. Neither Should Your Chatbot.

Imagine an AI that answers customers instantly, captures leads while you sleep, and never takes a day off. We build custom chatbots that turn visitors into revenue, on autopilot.

Build Your AI Chatbot