Make your email creation more efficient with ChatGPT! Explaining examples of prompts and points to be careful about

Efficient writing of business emails: Use ChatGPT to improve efficiency

Business email is an indispensable tool in business communication, but writing is time-consuming and labor-intensive. In particular, business emails require strict language and formatting and need to be carefully considered.

This article will introduce how to use the latest AI technologies to write high-quality emails efficiently. We will explain how to use the conversational AI service ChatGPT developed by OpenAI, as well as email writing tips, precautions and common tools. Helps you write business emails smoothly and greatly improve work efficiency.

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Table of contents

Prompt words for writing emails using ChatGPT

Example of thank you letter prompt word

Example of email prompt words to overseas companies

Example of notification emails to parents

Other business prompt words examples

Points for writing emails using ChatGPT

Clarify the purpose of the email

Choose the right language and tone

Optimization prompt words

Advantages of writing emails with ChatGPT

Save time

Customization and scalability

Extensive language support

Notes on writing emails using ChatGPT

Manual review

Information accuracy

Personal information processing

Introduction to commonly used business AI tools

Hitobo

ferret One

Summarize

Prompt words for writing emails using ChatGPT

Here are some tips and examples for writing emails using ChatGPT.

!This example uses the Fukatsu-style prompt word . This method combines four elements: object, condition, structure, and honorific , and aims to generate text that is more in line with user intentions.

For more information about the introduction of Fukatsu-style prompt words, please refer to the following article: ➡️

Points for writing emails using ChatGPT

The key points for writing higher quality emails using ChatGPT are as follows:

Clarify the purpose of the email

Before writing an email, be sure to clarify the purpose. Clearly express what you want to convey and the expected responses, and build the email structure and tone based on it.

Choose the right language and tone

Consider the background and identity of the email recipient and choose the right language and tone. In business scenarios, polite expressions should be used, while in private communication, a more friendly tone should be used flexibly according to the specific situation.

Optimization prompt words

Well-designed prompt words (instructions) help generate more accurate and effective email text. To clearly indicate the purpose, recipient and what you want to convey, and provide examples or structural solutions if necessary, ChatGPT will provide more accurate suggestions.

By following these points and using ChatGPT ingeniously, you can efficiently write high-quality emails that fit the business scenario.

Remember the purpose of the email, pay attention to the recipient's feelings, give full play to the effectiveness of ChatGPT, and achieve efficient email communication.

[Related Articles] ➡️Complete Guide to Prompt Word Engineering! ChatGPT available example sentence examples

Advantages of writing emails with ChatGPT

The advantages of writing emails using ChatGPT are as follows:

Save time

According to the survey by the Japan Business Mail Association:

Reading an email takes an average of 1 minute and 23 seconds to write an email takes an average of 5 minutes and 49 seconds to write an email.

The "Average Daily Number of Business Emails Sending and Receiving" released by the association shows that business emails are used for about 2 hours a day .

Reference: Japan Business Mail Association

ChatGPT can instantly complete email writing and improve work efficiency. Automate time-consuming email writing to keep you focused on other important tasks.

Customization and scalability

In business scenarios, the most suitable email needs to be sent to the recipient. ChatGPT can generate customizable text based on various needs and scenarios. It can write the best emails based on the situation and handle large amounts of emails efficiently.

Recently, when I write emails, I use ChatGPT to recommend them to people who are not good at writing.

— TAO (@tao15102) March 17, 2024

Extensive language support

ChatGPT supports multiple languages ​​and facilitates global communication. Automate multilingual email writing to achieve smooth cross-language communication.

ChatGPT, very convenient in writing English business emails! But in the end, I still have to check it carefully... pic.twitter.com/T3fXa0nrZd

— Tian Suochun (propaganda only·announcement)?‍♂️?‍♂️?‍♂️ (@tadokoro) December 5, 2022

Make full use of the advantages of ChatGPT to significantly reduce the time and energy of writing business emails and achieve efficient communication. Use AI to optimize email writing, improve productivity, and accelerate global business expansion.

Notes on writing emails using ChatGPT

ChatGPT can instantly complete time-consuming and laborious email writing, greatly improving work efficiency. However, the following points should be paid attention to when using ChatGPT:

Manual review

ChatGPT does not fully understand the intent and subtleties of emails. Therefore, you need to check the generated email content yourself and make adjustments if necessary. Be sure to manually check for syntax errors or factual errors.

Information accuracy

Especially in emails that convey factual information, the accuracy of the content generated by ChatGPT needs to be verified and necessary modifications are made. Develop the habit of verifying content by yourself to ensure the accuracy of information.

Personal information processing

When writing emails using ChatGPT, be careful to avoid including personal information. Ensure safety and prevent personal information from being leaked.

[Related Articles] ➡️What is the exit option for ChatGPT? How to set it up to avoid data being learned?

Pay attention to the above matters to write emails more effectively and safely using ChatGPT. Treat AI-generated emails as drafts, and the responsibility for ultimate quality and content is always on the user.

Flexible adjustments and make full use of ChatGPT's effectiveness.

Introduction to commonly used business AI tools

Some business email writing tools integrate ChatGPT technology to help automate processes and ensure consistent quality.

Here are some common tools:

Hitobo

Reference: Hitobo

Hitobo is an auxiliary tool that uses natural language processing technology to quickly and efficiently generate email responses to answer customer questions.

It can automatically generate Q&A based on URLs, PDFs and other files and consultation records to solve user problems to the greatest extent.

ferret One

Reference: ferret One

ferret One is a CRM service designed to automate customer service and simplify the email customer service process. It can automate tedious email marketing processes.

These tools help reduce the burden on business mail and give you more time to focus on more important tasks. Combining ChatGPT and such efficiency tools can further optimize business processes and further improve communication efficiency.

Summarize

This article introduces the method of using ChatGPT to compose emails according to different scenarios, and provides the advantages, precautions and commonly used ChatGPT tools for email writing.

Using ChatGPT can improve communication efficiency, improve customer satisfaction and save time. However, attention should be paid to content review and personal information processing.

We also introduce some commonly used ChatGPT tools. Using ChatGPT to write emails is an effective way to improve business performance.

We recommend that you use ChatGPT as an auxiliary tool for email writing to improve work efficiency.

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