How to Use ChatGPT to Write Emails That Will Impress Your Coaching Clients

how to use chatgpt to write emails

Writing emails to clients and your team can take up a significant chunk of your weekly schedule. Some of these emails are repetitive, routine tasks that don’t require much personalization and can be easily sped up with AI tools like ChatGPT.

If you’re still on the fence about using AI tools for your coaching business, this article might just change your mind. In this step-by-step guide, we’ll share how to use ChatCPT to write emails with literally zero tech knowledge.

Why Use ChatGPT for Emails?

how to use chatgpt to write emails

Save Time on Routinely Writing Tasks

One of the key benefits of using ChatGPT to write emails is that you can race through your inbox much faster. It can generate drafts for you to edit and personalize, and its suggestions are highly customizable. It’s especially useful when it comes to formal emails that you can templatize and idea generation for subject lines.

Take The Emotion out of It

Ever found yourself sitting over a simple email for an hour because you just couldn’t find the right words to set boundaries with a client? ChatGPT can save you from obsessing over getting the words right and write professional emails that make you sound calm, collected, and confident.

Get Better at Email Communication

Writing punchy emails is a large part of your digital marketing efforts as a coach. ChatGPT can give you new ideas to freshen up your emails, create templates, and improve your writing. Remember, you can always rewrite its suggestions before you hit send so your emails won’t lose that personal touch.

How to Use ChatGPT to Write Emails

1. Craft Your Prompt

The secret to leveraging ChatGPT for email writing is to give it precise prompts. The more specific you are in your queries, the more tailored your responses will be to what you need. You can tell ChatGPT about…

  • The email format: Are you sending a reminder email or an application to a certification program?
  • The tone of voice: Do you prefer to communicate in a more casual or formal voice?
  • The length of your email: How many words or characters should the email be approximately?
  • Your target audience: Are you writing to a client or virtual assistant?
  • You, aka the sender: What details about your background (e.g., specialization) are relevant to this email? 

Besides customizing your prompts, you can also give examples of previous email communication to ChatGPT. This way, it will understand the tone of voice and format you generally prefer to use and imitate it for you.

2. Ask for Revisions

After you’ve generated your first response, you might realize that it’s not quite perfect — and that’s okay. You can resubmit your query with a few more details or tell ChatGPT to rewrite the email with more specifications in mind.

3. Edit Your Email Copy

If you think you’ve maxed out on teaching ChatGPT what you want, you can move on to altering the text here and there. Small tweaks might be quicker to make than giving your AI friend a whole new prompt. Plus, this is also a good time to add a personal touch to your email or change a few words you’re not a fan of.

4. Generate Subject Lines

Though no more than a few words, your subject line is just as important as the rest of your email, especially for your sales and marketing campaigns. They determine whether your recipients open your email and read what you say to them. ChatGPT can give you as many subject line options as you like so that you can tweak and select the best one to convey your message.

What Types of Emails Can ChatGPT Write For You?

Are you getting the hang of writing emails with ChatGPT yet? Let’s look at a few specific examples of what it can do for you.

ChatGPT Prompt for Cold Outreach Email

First, let’s try a cold outreach email that you can templatize for your sales campaign to get new clients.

Here’s the prompt we used for this:

I’m a health and wellness coach with 5 years of experience working with clients to improve their daily health routines. Write an approximately 150-word cold outreach email to a potential client selling my coaching services.

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Not bad for a start.

We’ve told ChatGPT about our niche and what kind of services we offer. We’ve also defined the email length since our chatty friend tends to go on a tangent and write incredibly wordy answers when we don’t. The ideal cold outreach email length is only 50-150 words, so it’s best to keep it brief.

Now, is this the best sales email ever written? Probably not. But the more specifics you feed your AI assistant, the less it will go around writing fluff about you. 

Once you’ve got an okay template, you can edit the cringy parts and tailor it to how you want to describe yourself and your services. Having a draft for your email in front of you instead of a blinking cursor will save a ton of time writing emails.

ChatGPT Prompt for a Follow-Up Email

Next, let’s try writing a follow-up email for a late payment.

Here’s the prompt we used for this:

A coaching client still hasn’t paid their invoice due a week ago. Write a maximum 100-word follow-up email that’s professional and to the point asking the client to settle the payment.

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For this one, we’ve defined the tone and the length of the email. Reminder emails should be to the point and as short as possible. Otherwise, they will be ignored (which pretty much defeats the purpose.)

If it’s too stern for your liking, you can always edit your prompt or email to tailor it to your writing style.

Late payments are unfortunate and common things to deal with for coaches, but not if they use Paperbell! This all-in-one client management system handles all your payments, contracts, and bookings, and it doesn’t let your client schedule their first session until they’ve paid for your coaching package. Try it out and forget reminder emails altogether.

ChatGPT Prompt for Onboarding Email

This is one of the most fun emails to write, but it still takes time. So, let’s give ChatGPT a try.

Here’s the prompt we used for this:

I’ve had a discovery session with a new client, and they said yes to one of my coaching packages called 6 Weeks to a New You. Please welcome them to the coaching program and share with them the link where they can book their session and settle the payment.

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Simple, short, but still has that yay-factor. We’ll buy it.

One of the reasons why this email is so simple is that we didn’t have to send lengthy explanations of how the client can pay us, sign the contract, and book their first session because Paperbell does it all for us. 

With this all-in-one client management tool, you can onboard your clients by simply dropping them a link to the dedicated landing page of the coaching package they chose.

ChatGPT Prompt for Firing a Client

Aaand this is one of the not-so-fun emails that you have to write to a client when it’s, sadly, time to part ways. Instead of scratching your head and rewriting it a dozen times to keep your composure and stay professional, let ChatGPT come to the rescue.

Here’s the prompt we used for this:

I have a client who has repeatedly missed coaching sessions without prior notice. Write a short email to fire him. Keep it professional. 

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This email can be a good start to writing that dreaded email to your soon-to-be ex-client, but it’s a little vague. Depending on how you want to proceed, you can keep it like this as a warning or be clear about parting ways.

If they have remaining sessions with you, you can also decide whether you offer them to use them or refund them for them. Ideally, you’ve outlined your cancellation and refund policy in your coaching contract beforehand so you just need to keep yourself firmly to the terms you had agreed upon.


Is ChatGPT Error-Free?

ChatGPT is mostly error-free but not 100% of the time. If you want to make sure your emails are free of spelling mistakes and grammatical errors, it’s best to run through them yourself or use a tool like Grammarly. ChatGPT isn’t perfect when following queries so we recommend you always review and edit what it suggests.

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Is ChatGPT Plagiarism Free?

According to our AI buddy, it doesn’t copy content in real-time from the internet but generates it based on data and learned patterns. ChatGPT doesn’t think in context like a human does, but it predicts the next most probable word in a block of text based on the data it has learned.

It’s unlikely that ChatGPT would generate anything proprietary to someone else’s work, especially in simple work emails. However, if you use it for other types of writing, it’s better always to fact-check what it says and cite appropriate sources.

And just like any writing project, you can use tools to detect plagiarism. You can use a dedicated plagiarism checker, or If you’re using Grammarly Pro then one is already included.

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Can I Use ChatGPT for Free?

As of today, the GPT-3.5 version is free to use, and you can submit unlimited queries to it. You can also subscribe to GPT-4 for $20, a faster and more advanced version in analyzing texts and images.

Save More Time on Emails With Paperbell

Do you know what’s the fastest way to get done with all your follow-up emails? To skip sending them altogether.

Paperbell is a payment-first client management platform that automates your contracts, scheduling, and other routine admin tasks. This way, clients can only book their first session with you once they’ve paid for your package.

It’s an all-in-one coaching software that makes onboarding and client management a breeze. Create your account now to start using Paperbell, free with your first client.

how to use chatgpt to write emails

By Annamaria Nagy
Annamaria Nagy is a Brand Identity Coach and Copywriter. She's been writing for over 10 years about topics like personal development, coaching, and business. She was previously the Head of SEO at the leading transformational education company, Mindvalley.
December 11, 2023

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