write-email · gpt-4o · communication · 90% confidence

Write an email with GPT-4o — optimized prompt

A GPT-4o email prompt: facts and the ask as bullets, the relationship named, output is subject + body on one screen in a specified register, no filler.

90% confidenceUpdated 9/7/2026write-email · gpt-4o · communication

Original prompt

Write an email to my client about the project being delayed.

Optimized prompt

Draft one email. Keep it to one screen.

To: [who they are, your relationship, any history that matters]
Goal of the email: [the one thing the reader should do or know]
Facts to include:
- [bullet]
- [bullet]
Register: [e.g. "warm but direct; we have a good relationship but this is bad news"]
Constraint: [e.g. "do not apologise more than once", "no more than 120 words"]

Output: subject line, then body. No placeholder brackets left unfilled that I didn't give you — if a fact is missing, mark it [NEEDS: ...]. No sign-off block.

Why this GPT-4o prompt works

Tuned for GPT-4o: facts and the ask as bullets, the relationship named, output capped to subject plus one screen in a stated register. GPT-4o matches a specified tone well and will cut the filler if the constraint is explicit.

What to check in the output

The email generated by the optimized prompt should consistently be more complete and accurate in addressing all specified points.
The optimized prompt should produce emails with a more consistent and appropriate tone.
The optimized prompt should require fewer follow-up prompts to achieve a desired email outcome compared to the naive version.