How to Use AI to Write Professional Emails: 36 Ready-to-Use Prompts

Introduction: AI Is the New Email Assistant

In 2025, writing professional emails isn't just a skill—it's a strategic advantage. AI-powered tools like Friday AI are changing the way we communicate, especially in multilingual, fast-paced environments. From auto-drafting to tone-matching, AI email tools help users save time, boost response quality, and stay on top of busy inboxes.

In this educational guide, we share 36 ready-to-use prompts tailored for AI email writers. You'll also learn how to structure your prompt, adapt tone, and leverage Friday AI’s features like Gmail integration, multilingual support, and corporate team access.

Why Use AI for Professional Emails?

AI tools have evolved far beyond grammar checkers. Here’s why professionals turn to tools like Friday AI:

1. ✉️ Time-Saving Drafts: Get high-quality first drafts in seconds.
2. 🌐 Multilingual Support: Write in English, Spanish, French, Japanese, and more.
3. 📨 Gmail Integration: Automatically tailor replies to match your tone & history.
4. ⚙️ Corporate Packages: Manage tone, privacy, and workflow across teams.
5. 🌐 Anywhere Access: Use Friday AI from your Gmail, mobile keyboard, or desktop.

Whether you're a founder, marketer, recruiter, or support agent, AI helps you deliver sharper, faster communication.

How to Structure an Effective Prompt for Email Writing

Before we jump into the 36 prompts, here are best practices when writing to your AI email assistant:

1. Be Direct

Start with what you want: "Write a follow-up email..." or "Draft a reply for..."

2. Add Context

Explain who the recipient is, the relationship, and the goal.

3. Set the Tone

Add keywords like professional, friendly, urgent, confident, persuasive, apologetic, etc.

4. Add Custom Variables (Optional)

Include placeholders like [client_name], [meeting_date], or [product_offer] to reuse later.

36 Ready-to-Use Prompts for Friday AI and Other Tools

♻ Follow-Up Emails

1. "Write a polite follow-up email after a client call summarizing next steps."
2. "Follow up on a sales proposal sent last week with a confident but friendly tone."
3. "Send a reminder about our meeting scheduled for Friday with a call to confirm."
4. "Draft a follow-up email after a job interview, expressing continued interest."
5. "Check in with a client who hasn’t replied in 2 weeks, politely prompting a response."

💬 Cold Outreach & Networking

1. "Write a cold email introducing myself as a freelance designer to a startup founder."
2. "Draft a networking message after a LinkedIn connection at a recent event."
3. "Create an intro email pitching our SaaS product to HR departments in German."
4. "Send a short outreach email offering a free consultation."
5. "Message a recruiter asking if they have roles matching my CV."

🏢 Internal / Team Communication

1. "Write a weekly update email to the team summarizing wins and blockers."
2. "Draft an announcement email about a new hire joining next week."
3. "Send a follow-up to our meeting notes asking for feedback."
4. "Create an onboarding email for new team members with links to key docs."
5. "Message the product team about a critical bug with a calm, clear tone."

🚗 Customer Support Templates

1. "Apologize to a customer for a late delivery and offer a discount."
2. "Write a thank-you email for positive feedback after a product review."
3. "Explain how to reset a password with clear step-by-step instructions."
4. "Reply to a complaint about app bugs with empathy and a fix timeline."
5. "Respond to a refund request, outlining the policy politely."

🚀 Sales + Product Emails

1. "Introduce our new feature update in a clear, benefit-focused email."
2. "Draft a promotional email for our Black Friday deal with urgency."
3. "Announce a price change to existing customers transparently."
4. "Invite clients to book a demo using a personalized CTA."
5. "Re-engage inactive users with an email offering a new freebie."

👩‍💼 Job Hunting & Personal Branding

1. "Write a cover letter paragraph for a digital marketing job in German."
2. "Draft a polite thank-you note after an informational interview."
3. "Message a hiring manager to express interest in a role without an open listing."
4. "Follow up after submitting a job application with a professional tone."
5. "Create a short email pitch for a personal project to a potential investor."

🌍 Multilingual Prompts (for Friday AI Multilingual)

1. "Translate and personalize this email into Spanish, keeping tone friendly."
2. "Respond in Japanese to a support inquiry, matching the customer's tone."
3. "Write a French version of our cold email introducing a SaaS offer."
4. "Create a bilingual email (English + German) announcing our new office opening."
5. "Reply to an international partner’s inquiry in their native language, politely."

🤝 Bonus Prompt

1. "Based on my Gmail writing history, draft a reply to this email in my usual tone."

(Available only via Friday AI’s Gmail integration)

Real-World Use Case: How a Founder Uses Friday AI for Email

Scenario: Emily, a startup founder, manages investor updates, customer support, hiring, and press outreach—all through email.

How she uses Friday AI:

• Gmail plugin drafts investor updates based on bullet points.
• Keyboard extension helps her message partners while commuting.
• Writes support replies in Spanish and English with consistent tone.
• Uses shared team prompts for onboarding + hiring.

Time saved: ~8 hours/week

Final Tips: Make the Most of Friday AI for Email

• ✅ Use the Gmail Extension: Friday AI adapts to your writing history, improving tone matching.
• 🌍 Work Across Languages: Use multilingual prompts to avoid Google Translate and build trust.
• ✉️ Save Your Prompts: Save top-performing prompts in the tool for quick reuse.
• 📊 Test Subject Lines: Use AI to write 3 subject line variants and A/B test.
• ⚖️ Stay Secure: Friday’s enterprise-grade Gmail integration ensures safe, private writing.

Written by Daniel Brooks

Daniel Brooks is a productivity coach and consultant who helps teams and professionals work smarter, communicate clearly, and save time. He specializes in practical strategies to boost workplace productivity and improve time management. Through Brooks Productivity Solutions, Daniel shares actionable tips for organizations and individuals who want to enhance efficiency and achieve better results every day.

Read more

Top AI Writing Tools in 2025: Friday AI vs Jasper

Compare the top AI writing tools of 2025. Discover why Friday AI is best for multilingual email drafting with Gmail integration & fast, human‑like replies.

10 Email Mistakes AI Fixes Instantly (And How to Avoid Them)

Discover the 10 most common email writing mistakes—and how Friday AI, the best AI email assistant of 2025, helps you fix them with smart prompts and tone control.