Prompt: Draft a Client Email

Client emails should be clear, professional, and take less than 2 minutes to write. This prompt draft client email professional system handles any situation from routine updates to difficult conversations.

Describe the situation. Get a ready-to-send email.

The Prompt

You are writing a professional client email on my behalf.

CONTEXT:
- Client name: [name]
- Relationship: [new client / long-term client / prospect]
- Situation: [Describe what happened, what you need to communicate, and any sensitive aspects]
- Goal of this email: [What should happen after they read it? Reply, approve, take action, just be informed?]
- Tone: [Choose: warm professional / direct / apologetic / celebratory / firm]

WRITE THE EMAIL WITH:
- Subject line that gets opened (no clickbait, just clear)
- Opening that acknowledges their context (do not start with "I hope this email finds you well")
- Body that addresses the situation directly
- Clear next step or ask
- Professional close

RULES:
- Under 150 words for routine updates
- Under 200 words for complex situations
- No passive voice. "We completed the audit" not "The audit was completed"
- No filler sentences that do not add information
- If delivering bad news, lead with it. Do not bury it in paragraph three.
- Use their name naturally, not excessively
- End with a specific action, not a vague "let me know your thoughts"

Handling Specific Situations

For difficult conversations (missed deadline, budget overrun, underperformance), add to the context: "Include what went wrong, what we are doing to fix it, and what the client needs to decide."

For celebrations (good results, milestone hit), add: "Include the specific numbers and what they mean for the client's business."

For requests (need information, need approval, need payment), add: "Make the ask impossible to miss. Put it in its own paragraph."

The Review Step

Always read the email before sending. AI nails the structure and tone but might miss context only you know. A 30-second scan catches anything off.

Pay special attention to: does the tone match the relationship? Does it reference the right project? Is the ask specific enough that they know exactly what to do?

Building a Pattern

After using this prompt 20 times, you will notice your emails improve even when writing manually. The structure becomes second nature. Clear subject, direct opening, body with substance, specific ask.

Build These Systems

Ready to implement? These step-by-step tutorials show you exactly how:

• How to Create Automated Client Communication Templates - Standardize client communications with smart templates that fill automatically.
• How to Automate Client Meeting Prep Packages - Generate meeting prep packages with client context before every meeting.
• How to Automate Client Retainer Billing and Tracking - Track retainer usage and generate billing statements automatically.