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AI playbook · Personal productivity

Write clearer emails and messages

Turn a rambling draft into a clear message with the ask at the top, the right tone and nothing missing.

Setup: 5 minutesBeginner Get the prompt

The problem

Unclear messages cause back-and-forth, missed deadlines and the occasional upset. It is hard to judge your own tone when you are busy or annoyed.

Step by step

  1. Write your message the way it comes out.
  2. Paste it and say who it is for and what you need from them.
  3. Ask for a clearer version with the request first, and a check on tone.
  4. Keep your own words where they matter.

The prompt

Make this message clearer. It is for {who} and I need them to {what you need, by when}.
Put the request first, keep it under {number} words, and keep my tone {tone}. Tell me if anything sounds harsher than I probably intend.

Draft:
{paste draft}

Replace the {highlighted} parts with your details, or fill them in with the prompt builder.

Check before you use it

  • The request and deadline are clear.
  • It still sounds like you.

Privacy

  • Remove other people’s private details if you do not need them.

Do’s and don’ts

Do

  • Put the ask in the first line.
  • Use one message per topic.
  • Read it once as the receiver.

Don’t

  • Send AI-polished messages that sound nothing like you.
  • Let AI respond in an argument.
  • Make it longer than it needs to be.

When not to use AI for this

Apologies, condolences and personal messages are better in your own imperfect words.

Tools that can help

GrammarlyChecks grammar, tone and clarity wherever you type, with AI rewriting.
Apple IntelligenceWriting tools, summaries and smarter notifications built into recent iPhones, iPads and Macs.
Goblin.toolsSmall free tools that break tasks into steps, estimate time and adjust the tone of a message.
ChatGPTOpenAI’s general assistant for drafting, summarising, analysing files and brainstorming.

We are not paid by any of these companies, and we list well-known options, not a ranking. Features and plans change; check the provider’s site and its data terms before you sign up. See all AI tools by category.

Useful for

Auto repair shopsRecruiters and staffing agenciesVeterinary clinics

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