Drafting Emails with a Generative AI Chatbot

Drafting emails can sometimes be time-consuming, but a generative AI chatbot can assist you in creating clear and professional emails quickly.

Step 1: Understand the Purpose of Your Email

Before interacting with the chatbot, think about the purpose of your email:

What is the main message you want to convey?

Who is the recipient?

What action do you want the recipient to take?

For instance, if you're scheduling a meeting, your purpose might be to find a convenient time and confirm the details.

Step 2: Outline the Key Points

Next, outline the key points you want to include:

A greeting or salutation

The main message or reason for the email

Important details like dates or times

Any requests or next steps

You don't need to write full sentences—just jot down the main ideas.

Step 3: Provide Information to the Chatbot

Now, interact with the chatbot. Provide it with the key points you outlined. Be clear and concise to help the chatbot generate an accurate email.

NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding.

Example Prompt:

"Can you help me draft an email to schedule a meeting about the upcoming project? I'm available on Tuesday and Thursday afternoon. Please ask the recipient to confirm which time works best."

Step 4: Review the Generated Email

The chatbot will generate a draft email based on your input. Review it carefully:

Check for accuracy: Ensure all key points are included.

Assess the tone: Make sure it's appropriate for your audience.

Edit if necessary: Adjust any parts that don’t sound right, or ask the chatbot to rephrase.

Example Generated Email:

"Dear Mr. Smith,

I’m writing to schedule a meeting to discuss the upcoming project. I am available on Tuesday and Thursday afternoon. Could you please let me know which time works best?

Best regards,

[Your Name]"

Step 5: Personalize the Email (Optional)

If desired, personalize the email further by adding a personal touch or adjusting the language to fit your style.

Example Personalization:

"Dear Mr. Smith,

I hope you had a great weekend. I’m writing to schedule a meeting to discuss the upcoming project, as we talked about during our last call. I’m available on Tuesday and Thursday afternoon. Could you please let me know which time works best for you?

Best regards,

[Your Name]"

Step 6: Finalize and Send

Once satisfied with the draft, copy it into your email client, add any final details, and send the email.

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Created with assistance from ChatGPT. (used to generate ideas and editing)
OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat