Write a tricky work email

beginner⏱ Rough guide only: 20–40 minutes

Last reviewed by Amara Lewis

How can AI help me write a difficult email?

Tell Copilot or Claude who it's to, the situation, what you want and the tone, and ask for two short versions to choose from. Edit it so it sounds like you, and don't paste confidential company information into tools your employer hasn't approved.

Copy-and-paste prompt

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

Help me write an email to [who] about [situation]. I want to [goal, e.g. say no politely, chase a payment, ask for a pay rise]. Tone: [friendly/firm/formal]. Keep it under [number] words and give me two versions.

How to do it

  1. Open Copilot or Claude and start a new chat.
  2. Copy the prompt below and replace everything in [square brackets] with your details.
  3. Read the answer and ask follow-up questions to adjust it.
  4. Save or print the result you're happy with.

What a good answer looks like

Illustrative example written by the AI My Day team to show the kind of answer you can expect. Real results vary.

Version 1 (friendly but firm) Subject: Invoice 1042 – payment reminder Hi Jo, I hope you're well. A quick reminder that invoice 1042 for £850 was due on 30 September. Could you let me know when payment is scheduled? Thanks, Sam Version 2 (more formal) Dear Jo, Our records show invoice 1042 (£850) remains outstanding beyond its due date of 30 September…

Recommended tools

Copilot works inside Outlook; Claude is great at tone.

Microsoft Copilot

Microsoft's AI assistant, built into Windows and Microsoft 365 apps.

Free planbeginner

Claude

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

Free planbeginner

Top tips

  • Read it back before sending – make sure it sounds like you.

Frequently asked questions

Is it OK to use AI for work emails?

Usually, but follow your employer's AI policy and keep confidential data out.

Will it sound robotic?

Ask for a warmer or shorter version, then add your own touch.

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