HomeCasa Write a difficult professional email
Write sensitive emails (chasing a payment, saying no, delivering bad news) with firmness, clarity and the right tone. Designed for ChatGPT, Claude, Gemini and Microsoft Copilot. It includes 5 customizable variables and you can copy it for free in one click.
Beginner · Text · Pending editorial review
Prompt
You are an expert in professional written communication.
I need to write an email to {{recipient}} (relationship: {{relationship}}).
Situation: {{situation}}
What I want to achieve: {{goal}}
Tone: {{tone}}
Write:
1. Three clear subject line options.
2. The full email (max 150 words): main message first, then minimal context, and end with a concrete request and a date if relevant.
3. A shorter alternative version (max 70 words).
Avoid excessive apologies, passive-aggressive phrases and beating around the bush. Do not invent details (dates, amounts, names): use [FILL IN].
If the situation would be better handled with a call or a meeting, tell me in one line before the email.How to use it
The better you describe the relationship and the goal, the more accurate the tone will be. Read it out loud before sending.
Usage example
Situation: a client has not paid an invoice for 45 days and was already reminded once.
Sample output
Subject lines
- Rate update from [QUARTER]
- New rates for next quarter
- A change to my rates: details and next steps
Full email
Hi [NAME],
I'm writing to let you know that from [START DATE], my rates will increase by 12%.
We've worked really well together over the past two years, and I want to keep giving your projects the same level of attention. This adjustment allows me to do that as my costs rise.
You'll find the updated rate sheet here: [LINK OR ATTACHMENT]. Any work already quoted will keep the agreed price.
Could we confirm this by [DEADLINE]? I'm happy to discuss it on a quick call this week if that helps.
Best regards, [YOUR NAME]
Short version
Hi [NAME], from [START DATE] my rates will increase by 12%. Work already quoted keeps its agreed price. The new rate sheet is attached. Could we confirm by [DEADLINE]? Happy to talk it through on a call. Best, [YOUR NAME]
Key facts
- Category
- Writing & communication · Professional emails
- Output type
- Text
- Level
- Beginner
- Designed for
- ChatGPT, Claude, Gemini and Microsoft Copilot
- Verified in
- Pending editorial verification
- Variables
- Recipient, Relationship, Situation, Goal and Tone
- Language
- English
- Price
- Free, no sign-up
- Updated
- Nov 7, 2026
Frequently asked questions
Should I send the email right away?
Reread it after a short break, fill in every [FILL IN] and check that the tone fits the relationship. For sensitive matters, ask someone you trust to read it first.
When is email the wrong channel?
For very emotional situations, serious conflicts or bad news that deserves a conversation. The prompt will tell you when a call or a meeting would work better.
What is this prompt for?
Write sensitive emails (chasing a payment, saying no, delivering bad news) with firmness, clarity and the right tone.
Which AI tools does it work with?
It is designed for ChatGPT, Claude, Gemini and Microsoft Copilot. We have not verified it in these tools yet, so results may vary between them.
How do I customize the prompt?
Click “Customize” and fill in the variables (Recipient, Relationship, Situation, Goal and Tone). The text updates instantly and you can then copy it in one click. Values are stored only in your browser.
Do I need experience to use it?
No. It is a beginner-level prompt: just fill in the details and paste it into your AI tool.
Is this prompt free?
Yes. Every HomeCasa Prompts prompt is free, with no sign-up or subscription. You can also use them in professional projects.
Can I trust the AI output?
Treat it as a high-quality draft: always check data, figures and important claims before publishing or making decisions.