✉️ Writing Emails with ChatGPT: A Simple Guide for Small Business Owners

Email doesn’t have to be a struggle. Let AI make it easier—without losing your personal touch.

Author

Ijeoma Ndu
July 17, 2025 • Estimated Reading Time: 4 minutes

Dear Techies,

Running a small business means wearing all the hats—and writing emails often falls squarely on your to-do list. Whether you're replying to a customer, following up on a lead, or crafting a quick update, finding the right words can take more time than you’d like.

That’s where ChatGPT comes in.

This guide will show you how to use ChatGPT to draft emails faster—without sounding robotic. No tech jargon. Just a step-by-step way to work smarter, not harder.

🔧 How to Use ChatGPT for Email (Step-by-Step)

1. Know What ChatGPT Is

Think of ChatGPT as your writing sidekick. You give it a prompt (a little context), and it drafts something you can tweak and send. It's like having a brainstorming buddy in your inbox.

To get started:

  • Visit chat.openai.com or use a platform that integrates ChatGPT.

  • Log in and open the chat.

  • Type your prompt in plain English.

2. Be Clear on What You Want to Say

Before you type anything into ChatGPT, take 30 seconds to ask:

What’s the goal of this email?

Examples:

  • Answer a customer question.

  • Apologize for a delay.

  • Follow up after a networking event.

Also think about tone: Do you want to sound friendly, professional, casual, or enthusiastic?

3. Give ChatGPT a Smart Prompt

This is the part that makes all the difference.

A great prompt = a great email.

Include:

  • The recipient’s name (if you have it).

  • What the email is about.

  • Any specific details (dates, discounts, order numbers).

  • The tone you'd like.

Example Prompt:

Write a friendly email to a customer named Sarah asking about our winter sale on handmade candles. The sale starts Dec 1 and lasts 2 weeks. Invite her to visit our shop.

4. Review the Draft

ChatGPT will generate a draft in seconds. Now your job is to:

  • Check if the tone fits your brand.

  • Personalize the greeting or sign-off.

  • Add any missing info.

Example:

Subject: Our Winter Candle Sale Starts Soon!

Hi Sarah,

Thanks so much for reaching out! Our winter sale kicks off on December 1st and runs for two weeks—with cozy handmade candles at 20% off.

We’d love for you to stop by and find your new seasonal favourite.

Let me know if you have any questions!

Best,

[Your Name]

[Your Business Name]

5. Polish and Send

Before hitting “send”:

  • Fix typos.

  • Double-check facts (like names, dates, and links).

  • Make sure it still sounds like you.

📬 Real-Life Email Prompts You Can Try

▶️ Following Up on a Lead

Prompt:

Write a follow-up email to John, a potential customer who asked about our web design services at last week’s networking event. Keep it warm and professional.

▶️ Apologizing for a Delay

Prompt:

Write a formal apology email to Lisa for a shipping delay. Offer a 10% discount code for her next order as a thank-you for her patience.

🚫 Common Mistakes to Avoid

  1. Vague Prompts = Vague Emails
    The more details you give, the better the results.

  2. Copy-Paste Without Editing
    Make it sound like you. Even small edits can go a long way.

  3. Skipping the Spellcheck
    AI can miss things. Always do a final scan.

  4. Letting AI Replace You
    ChatGPT is here to assist—not replace your voice. Your human touch still matters.

🧠 Smart Next Steps

▶ Practice: Try using ChatGPT for 3 different email types this week.
▶ Experiment: Use it for Instagram captions, blog posts, or customer replies.
▶ Ask for Feedback: Show a colleague your draft before sending it out.
▶ Stay Curious: As AI tools evolve, so will your digital superpowers.

Final Word

You don’t need to be a tech expert to start using AI in your business. With a little practice, ChatGPT can become your go-to tool for saving time, sounding polished, and showing up professionally in your inbox.

Because at Tech Savvy Starts Here, we believe digital tools should empower you—not overwhelm you.

So go ahead—open that tab and start drafting. You’ve got this. 💡

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🧠 Keep learning. | 💬 Keep questioning. | 💥 Keep growing.

Your Tech Partner,
Ijeoma Ndu, PhD