AI for Prospective Email Writing #
Course Objective #
Equip participants with the skills to draft accurate, culturally aware, gender-inclusive, multilingual, and bias-free prospecting emails by effectively leveraging AI tools such as ChatGPT and modern productivity suites.
Audience #
Designed for professionals involved in external and internal communication, including:
- Account Managers
- Project Managers
- Sales & Marketing Professionals
- Engineers and Technical Leads
- Business Owners and Proprietors
Duration #
1 Day (8 Hours) Includes theory, demonstrations, and hands-on labs
Tools & Platforms #
Participants will gain hands-on experience using:
- ChatGPT (OpenAI)
- Microsoft 365 Copilot
- Google Gemini
- Office 365 (Outlook, Word)
Course Overview: #
1. Introduction: AI and Email Communication #
- The rising role of AI in professional communication
- Overview of ChatGPT: capabilities in drafting, refining, and personalizing outreach
- Demo: Live example of ChatGPT generating a basic email
- Lab: Use ChatGPT to create a simple email draft based on a given scenario
2. The Essentials of a Prospecting Email #
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Importance of clarity and tone in vendor/customer communication
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Key structural elements:
- Subject line
- Greeting
- Hook/Intro
- Value proposition or offer
- Call-to-action
- Closing & Signature
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Common mistakes in outreach emails
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Lab: Evaluate sample emails and identify strengths and areas for improvement
3. Writing with ChatGPT: Foundations #
- How to collaborate with ChatGPT for rapid email drafting
- Prompt-writing fundamentals: clarity, tone, intent
- Iterative refinement with ChatGPT
- Lab: Create a prospecting email using guided prompts
4. Prompting for Email Sections: Targeted Guidance #
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Crafting high-impact:
- Subject lines to boost open rates
- Personal intros to establish relevance
- Body content that provides clear, persuasive value
- Closings that encourage response
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Handling scenarios:
- Cold outreach
- Follow-ups
- Rejections or difficult conversations
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Lab: Break down and prompt for each section of a prospecting email
5. Real-World Prompting Examples #
- Showcase of effective prompts for various scenarios
- Analysis of what makes prompts effective (tone, specificity, outcome orientation)
- Prompt rewriting exercises
- Lab: Critique and optimize sample prompts to improve response outcomes
6. Advanced Techniques for High-Impact Messaging #
- Using system messages for role-setting and brand consistency
- Multi-turn prompting: refining output step-by-step
- Email A/B testing with ChatGPT for tone, structure, and CTA variants. (for Marketing Team)
- Lab: Create advanced prompt chains for nuanced or technical email cases
7. Tips, Pitfalls, and Best Practices #
- Avoiding over-reliance: when to edit manually
- Matching tone to audience: vendor vs. customer, cold vs. warm leads (for Sales Team)
- Ensuring compliance, accuracy, and confidentiality
- Lab: Improve existing email drafts using best-practice prompts
8. Wrap-Up: Embedding AI in Your Workflow #
- Creating reusable prompt templates
- Integrating ChatGPT into daily prospecting tools (Copilot, Gmail plugins, CRMs, etc.)
- The evolving role of AI in outbound communications (esp. for datacenter teams)
- Lab: Build your personal prompt toolkit for common prospecting scenarios
Optional Add-Ons #
- Capstone Project: Write a sequence of 3 prospecting emails with increasing personalization
- Consider stating learning objectives at the beginning of each module.
- Use before/after email comparisons to show how ChatGPT improves drafts.
- Add an evaluation rubric or checklist for high-quality prospecting emails.
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