Write a difficult email that is friendly and clear
Turn your notes into a polite, unambiguous email, for example a refusal, reminder or complaint.
- Type
- Prompt
- Level
- Beginner
- Time
- about 5 min
Results depend on the tool, the model and what you enter.
Result preview
Example: written by our editors, not real AI output.
Subject: Heating broken – please book a visit this week Hello, our heating has been out since 2 October. I reported it the same day but have not heard back. Could you please arrange a visit by Friday? …
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- our landlord
- my child's school
- the customer service of an online shop
- a colleague from another team
- the building management
- The repair still hasn't happened after three weeks
- An invoice was charged twice
- I have to cancel a booked appointment
- A delivery arrived damaged
- I need more time for a deadline
- Reported on 2 October, no answer yet, please reply by Friday
- Order number, amount charged twice, request a refund
- Booked for Tuesday, can no longer attend, offer two new dates
- Damage photographed on arrival, want a replacement or a refund
- Current status, reason for the delay, proposed new date
- friendly but firm
- formal and factual
- warm and apologetic
- short and neutral
- polite but urgent
Your prompt
Write an email to [Recipient]. Reason: [Reason]. It must include these points: [Key points] Tone: [Tone]. Stay factual, do not blame anyone and end with a clear request or next step. No more than 150 words. Give me two versions: a shorter one and a slightly warmer one. Suggest a subject line for each.
Matching tools
Tools from our catalog that this prompt works well with.
- ChatGPT Prices and limits
- Claude Prices and limits
- Gemini Prices and limits
How to use it
- Fill in the fields. Leave out names, addresses and contract numbers; add them yourself at the end.
- Copy the prompt into a chat tool of your choice.
- Pick the better version and check every fact before you send it.
Works in these tools
Prompts work in many chat and generator tools. This selection comes from our catalog; prices as shown on the tool page.
- ChatGPT Free planfrom 8 USD per month
- Claude Free plan
- Gemini Free plan
- Mistral AI / Le Chat Free plan
Why does this work?
The AI gets recipient, reason, facts and tone separately, so it has nothing to guess. The word limit stops filler, and two versions give you a real choice.
Tips
- Add “Reply in German” if the email goes to a German-speaking recipient.
- As a follow-up, ask: “Check whether anything sounds unclear or unfriendly.”