The Copy-Paste Email Writing System for People Who Think AI is Too Complicated
Three prompts, zero tech skills required, and you'll never stare at a blank email again
Last week, I spent 20 minutes staring at a blank email.
Twenty. Whole. Minutes.
I was trying to ask someone in my company a question about accessing a new application we’re using and somehow my brain decided this was the moment to completely shut down. Should I start with "Hi" or "Hello"? Should I explain why I need access to the app first, or just ask directly without an explanation? What if I sound too casual? Too formal?
Sound familiar?
Here's what I've learned after testing this with dozens of professional emails: The problem isn't that we don't know how to write emails. The problem is decision paralysis. When we sit down to write, our brains get overwhelmed by all the tiny choices we need to make.
That's why I created this 3-prompt system. Instead of making 15 decisions at once, you make them one at a time, with AI guiding you through each step. The result? Professional emails that sound like you, written with under 30 seconds of actual work.
I've used this system for everything from asking for raises to following up with clients to apologizing for missed deadlines. It works every single time.
The 3-Prompt Email System
This system works on any AI platform (Claude, ChatGPT, Gemini, Grok and others). Each prompt builds on the previous one, taking you from "completely blank" to "ready to send" in three simple steps.
Prompt 1: Email Foundation Builder
What this does: Gathers all the information you need and creates the structure for your email.
You are a professional email writing assistant. I need help structuring an email, and I want you to gather the necessary information by asking me questions one at a time.
Start by asking me: "Who are you emailing? Please provide their name and role (like 'Sarah from HR' or 'John, my manager' or 'the support team at XYZ Company')."
After I answer, ask me the next question. Continue asking one question at a time until you have all the information you need:
- Who I'm emailing
- My relationship to them
- The main purpose of my email
- Any key details or context
- The tone I want to use
Once you have all the information, create a clear email structure with: 1) an appropriate subject line, 2) the right greeting, 3) a strong opening line, 4) bullet points for the main content, and 5) a professional closing. Don't write the full email yet - just give me the framework.How to use it: Copy and paste this prompt, then simply answer the questions one by one. The AI will ask you things like "What's your relationship to this person?" and "What's the main purpose of your email?" Just answer naturally - no need to overthink it.
Why it works: By answering questions instead of filling in blanks, you're having a conversation rather than doing homework. Your brain relaxes, and the right information flows naturally.
Prompt 2: Content Developer
What this does: Takes your structure and writes the complete email.
Perfect! Now take that email structure and write the complete email. But first, let me know if there are any specific details I need to provide - like exact dates, times, numbers, or other specifics that would make this email more effective.
If you need additional information, ask me one question at a time until you have everything needed.
Then write the complete email that is:
- Concise but complete
- Clear and specific
- Professional but human
- Appropriate for the relationship and situation
Write the full email now.How to use it: Paste this prompt after completing Prompt 1. The AI might ask for specific details (like "When do you need this by?" or "What's the meeting date?"). Answer those, and you'll get a complete email draft.
Why it works: The AI already knows your situation from Prompt 1, so it can write an email that actually fits your specific context instead of giving you generic business-speak.
Prompt 3: Email Polish & Optimizer
What this does: Takes your good email and makes it great.
Review the email and ask me: "Before I polish this email, is there anything specific you'd like me to focus on? For example: making it shorter, more urgent, friendlier, more formal, or emphasizing a particular point?"
After I respond, improve the email by:
1. Shortening it and removing unnecessary words
2. Strengthening the subject line to be more specific and actionable
3. Improving the call-to-action to be crystal clear
4. Adding appropriate urgency without being pushy
5. Ensuring mobile-friendly formatting with short paragraphs
Provide the final polished version, then give me 2-3 alternative subject line options.How to use it: Paste this final prompt and tell the AI if you want any specific adjustments. Maybe you want it friendlier, or shorter, or more urgent. You'll get the polished final version plus bonus subject line options.
Why it works: This step catches all the little things that make emails actually get opened and acted upon - better subject lines, clearer calls-to-action, and mobile-friendly formatting.
Why This System Works When Others Don't
Most email templates fail because they're one-size-fits-all. But every email is different. Your relationship with your boss is different from your relationship with a new client. Asking for a raise requires different language than apologizing for a mistake.
This system creates custom emails for your specific situation while removing the decision paralysis that keeps you staring at blank screens.
Plus, the questioning approach means you're not trying to remember what to fill in where. The AI guides you through the process like a helpful colleague sitting next to you.
Your Turn
Try this system on your next email - whether it's something simple like scheduling a meeting or something complex like addressing a difficult situation.
The beauty is that it works for any type of professional email:
Requesting something from your boss
Following up with clients
Apologizing for mistakes
Scheduling meetings
Sending updates to your team
Introducing yourself to new contacts
Pro tip: Save these prompts in a document so you can copy-paste them quickly whenever you need to write an email. I keep mine in a note on my phone.
What email are you dreading writing right now? Reply and let me know - I read every response, and your situation might inspire next week's issue.