Use AI to write small business emails

The emails you put off the longest are the ones AI is best at drafting. Here's how to get a draft you'd actually send.

Running a small business means writing a lot of awkward messages: chasing a late payment, telling regulars prices are going up, answering a one-star review. An AI chat won't know your customers, but with a few details it can give you a calm, clear first draft in seconds.

The recipe that works for any business email

Tell it four things: what your business is, who the email is to, what you need to happen, and the tone. Then ask for a short version.

Example: "I run a two-person landscaping business. Write a short, friendly email to a long-time customer whose invoice is 30 days overdue. I want payment this week, and I want to keep them as a customer. Under 120 words."

Overdue invoices

Give the invoice number, amount, and original due date. Ask for a polite first reminder, and separately a firmer second one, so you have both ready. Keep the ask clear: the amount, the date, and how to pay.

Price increases

Say what's going up, by how much, when, and the honest reason (costs, new equipment, more time per job). Ask it to thank customers first and keep it short. People take price changes better when they hear them early and plainly.

Replying to a bad review

Paste the review (without the customer's full name if you prefer) and say what actually happened. Ask for a reply that's calm, takes responsibility where it's fair, and offers to make it right offline. Never post the first draft while you're upset; read it again in an hour.

Make it sound like you

After the first draft, reply: "Make it sound more like me. Here's an email I wrote before:" and paste one of your own. Or just say "less formal" or "warmer."

A safety note

Don't paste customer card numbers, bank details, or anything you wouldn't want stored. Use placeholders like [INVOICE #] and fill them in yourself.