💬 Getting Started with the Series
Over the next few weeks, we’re diving into a new Bite-Sized Bots series:
5 Use Cases Every Small Business Owner Should Master First
These are foundational ways AI can help you save time, simplify your workflow, and run your business more efficiently.
👉 First up? One of the most time-consuming parts of your business: email.
💬 Why Email Still Eats Your Time
We’ve all been there—spending half the morning writing follow-ups, client check-ins, or trying to find the right words for a tricky message.
Even if you have saved templates, editing them to feel authentic can be time-consuming and draining.
But what if those same emails could take 15 minutes, still sound like you, and get better responses?
Let’s make that happen.
🔄 Why Your Current Approach Isn’t Scaling
The Copy-Paste Trap
Reusing old email drafts might seem efficient—but generic templates feel impersonal and often get ignored.The Blank Page Problem
Starting from scratch every time slows you down and wears you out.The Inconsistency Issue
If different team members handle communication, quality and tone can vary wildly.
👀 Quick Win Preview:
By the end of this newsletter, you’ll have five prompt-based templates that help you write faster, sound more consistent, and still keep your voice front and center.
🧠 Authentic Emails, Powered by AI
Let’s bust a myth:
“AI emails sound robotic.”
Not if you do it right.
Here’s a simple formula that works:
🔍 The 3-Layer Approach
Foundation Layer – AI structures the message and includes the core ideas
Voice Layer – You add your go-to greetings, sign-offs, and phrasing
Context Layer – You personalize it with names, recent conversations, and human touches
Think of it as a collaboration: AI builds the skeleton, you bring the personality.
✉️ Your 5 Essential Email Templates
Each template includes a ready-to-use AI prompt + notes on what to include to tailor it to your voice.
Use them with tools like ChatGPT, Claude, or Gemini.
📌 Template 1: The Introduction Email
When to Use: First contact with a potential client, warm referral, or networking follow-up
Prompt:
Write a professional introduction email for a [your business type] reaching out to [prospect type].
Include: brief introduction of myself and company, how I learned about them/got their contact, specific value I can provide based on [their likely pain point], social proof element, and clear but low-pressure next step.
Tone: [your typical tone - professional/friendly/conversational].
What to Include:
Your business type and who you help
Their role or business type
How you found them (referral, event, LinkedIn, etc.)
A specific way you can help based on their current challenge or goal
One line that builds trust (like a result, referral, or credential)
🎥 Watch the Demo: From Notes to a Great Email in Under 3 Minutes!
Want to see this week’s intro email prompt in action?
👉 [Watch the 3-minute video]
📌 Template 2: The Touch-Base / Check-In
When to Use: Reconnecting with a past client or warm lead
Prompt:
Create a friendly check-in email that provides value first.
Include: genuine interest in how they're doing, relevant industry insight or helpful resource, brief update on my business (optional), and soft invitation to reconnect.
Keep it warm and relationship-focused, not sales-y.
What to Include:
Last time you worked together or spoke
A relevant trend, insight, or article
Optional: your recent business news
📌 Template 3: The Customer Service Email
When to Use: Responding to questions, concerns, or complaints
Prompt:
Write a customer service email that addresses [specific issue type].
Structure: acknowledge their concern, take responsibility where appropriate, explain the solution clearly, outline next steps with timeline, and end with commitment to their satisfaction.
Tone: empathetic, professional, and solution-focused.
What to Include:
What the issue is
What went wrong (if applicable)
What you’re doing to fix it
Timeline + contact info for updates
Optional: goodwill gesture
Reinforce your commitment to customer care
📌 Template 4: The Meeting Request / Appointment
When to Use: Scheduling a consultation, planning meeting, or check-in
Prompt:
Create a meeting request email for [meeting purpose].
Include: clear reason for the meeting, expected duration, 2–3 time options, agenda preview, and easy way for them to confirm or suggest alternatives.
Make it feel important but not demanding.
What to Include:
Meeting purpose and goals
Your availability (e.g., Tues 2pm, Wed 10am)
Location or format (Zoom, phone, in person)
What they should expect—and prep if needed
Easy reply or scheduling link
📌 Template 5: The Thank You + Next Steps
When to Use: After a meeting, project wrap-up, or referral
Prompt:
Write a thank you email that feels genuine and sets up future engagement.
Include: specific appreciation for [what they did], summary of key outcomes or agreements, clear next steps with ownership and timing, and invitation for future collaboration.
Tone: grateful but professional.
What to Include:
What you’re thanking them for
Recap of what was decided or delivered
Your next step (and what you need from them)
Invite to keep the momentum going
Friendly sign-off that fits your style
⏱️ The 15-Minute Implementation Plan
Week 1: Choose one template and test it with your preferred AI tool
Week 2: Refine it to include your voice and personal touches
Week 3: Create a few variations for different types of clients or messages
Week 4: Use the same process to build your full set of templates
🧠 Time-Saving Hacks:
Save your best prompts in a shared doc or notes app
Create a quick-reference “voice guide” with your favorite phrases
Batch your emails once a week
Track which versions get the best responses
⚠️ Avoiding Common Pitfalls
Sending AI drafts without editing
✅ Fix: Always add a few personal touchesUsing AI for sensitive conversations
✅ Fix: Use your human voice for complex or emotional topicsLetting templates go stale
✅ Fix: Set a monthly reminder to review and refreshLosing your voice
✅ Fix: Read it out loud. If it doesn’t sound like you, tweak it
🔒 Important Reminder
Avoid pasting sensitive personal or client data into AI tools.
Keep it high-level or anonymized.
✅ Call to Action
This Week’s Challenge:
Pick ONE email situation you handle regularly.
Spend 5 minutes building your first AI-assisted template using the guide above.
Need help?
Reply to this email with your draft—I’ll give you quick feedback to make it sound more like you.
🔜 Next Week
We’re diving into content creation made easier with AI—from social media captions to product descriptions and basic marketing copy.
🧵 Missed an Issue?
Catch up on previous topics:
👉 What AI Can (and Can’t) Do for Your Small Business Right Now
👉 One Prompt is Never Enough (and That's Okay)
Talk to you next week!