Write a Polite, Clear Email (Copy-Paste Prompt)

One minute prompt (copy & paste)

Replace the [brackets] with your details.

Write a concise, polite email.

Recipient: [name/role or “team”]
Reason: [why you’re writing in 1 line]
Key details: [date/time, order number, context, etc.]
Tone: [professional / friendly / warm]
Length: [90 - 140 words]
Extras: [include subject + clear next step]

Return:
• Subject line
• Greeting with recipient name if available
• 1 - 2 short paragraphs (plain language)
• A clear request / next step
• Polite sign-off

Make it yours (more control)

Task:
Draft a clear, polite email I can send without edits.

Details:
• Who I'm writing to: [ ]
• What I need: [ ]
• Context to include (only what's needed): [ ]
• Constraints: [keep under 130 words, avoid jargon, use short sentences]

Please:
• Use a helpful subject line
• Start with purpose in the first sentence
• Bold the request/next step if appropriate
• End with a friendly, specific sign-off

Popular variants

• Job application: “Tailor to role: [job title], include 1 - 2 relevant skills + link to CV.”
• Follow-up: “Short, polite nudge; reference last message on [date]; ask for a quick update.”
• Complaint (calm): “Be factual; include order; request a simple resolution by [date].”
• Apology: “Own the mistake in one line; explain the fix; offer next step.”
• Meeting request: “Suggest 2 - 3 times; include agenda in 3 bullets.”

Quick fixes

• Too long? “Cut to 120 words; remove extra background.”
• Too formal? “Make it friendly and plain, keep it respectful.”
• Unclear ask? “Bold the request and put it on its own line.”
• Jargon? “Swap complex words for everyday language.”