Write a formal letter

beginner⏱ Rough guide only: 30–60 minutes

Last reviewed by Amara Lewis

Can AI write a formal letter for me?

Yes. Tell ChatGPT or Claude who the letter is to, what you want, the key facts and the tone, and ask for a short letter with a clear request and deadline. Use placeholders for your name, address and reference numbers, then fill them in yourself and check every fact before sending.

Copy-and-paste prompt

Swap the bits in [square brackets] for your own details.

Write a formal letter to [who, e.g. my landlord / the council / a school]. Purpose: [what you want]. Key facts: [dates, what happened, reference number placeholder]. Tone: [polite but firm]. Keep it under 250 words, use [British/US/Australian] letter layout, and end with a clear request and deadline. Use [NAME] and [ADDRESS] placeholders instead of my real details.

How to do it

  1. Open ChatGPT or Claude and start a new chat.
  2. Copy the prompt below and replace everything in [square brackets] with your details.
  3. Ask it to make the letter shorter, firmer or friendlier until it sounds like you.
  4. Add your real names, addresses and reference numbers yourself after copying it out.

What a good answer looks like

Illustrative example written by the AI My Day team to show the kind of answer you can expect. It is not a captured tool output, and real results vary.

[YOUR ADDRESS] [DATE] Dear [Landlord's name], Re: Repair to boiler at [ADDRESS] I am writing to follow up on my message of 2 October about the boiler, which has not provided hot water since 30 September. I would be grateful if you could arrange a repair by 22 October. Please let me know when an engineer can attend… Yours sincerely, [NAME]

Recommended tools

Both write clear, polite letters and can adjust the tone instantly.

ChatGPT

A general-purpose AI assistant you can chat to by typing, talking or sharing photos.

Free planbeginner

Claude

An AI assistant known for clear, natural writing and handling long documents.

Free planbeginner

Top tips

  • Use placeholders for personal details and fill them in afterwards.
  • Keep a copy of every letter you send.

Frequently asked questions

Is it OK to send an AI-written letter?

Yes, as long as the facts are right and you're happy with every word. You're responsible for what you send.

What if it's a legal matter?

Use AI for a first draft only and get proper advice from a solicitor or advice service for anything legal.

Which AI is best for this?

Not sure which tool suits you? Take the 60-second quiz.

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