Tongue-tied? We’ve all been there—staring at a blank Google Docs (or paper), wondering, “What should I even say?” Before passing the torch to ChatGPT and hoping for the best that no one notices that a robot wrote it, these three simple steps can turn AI letter writing to a whole new level —no prior AI experience required!
Step 1. Decide What Type of Letter You Need
Before completely turning the creative reins to ChatGPT, take a moment to ask: “Why am I even writing this letter?”
Why? Because the purpose of your letter will steer ChatGPT to the appropriate style and tone that your letter should have. Think of it: would you use casual language for a cover letter or business letters? Of course not! That absolutely ruins your chances of being employed.
Here’s a quick rundown of the types of letters and their characteristics.
Informal Letters
From its keyword ‘informal,’ this is a type of letter that you write to your friends and loved ones. It uses casual language and doesn’t necessarily follow strict grammar rules. As a matter of fact, the salutation of an information letter is ‘Hi’ or ‘Hello,’ followed by a first name or nickname.
Here are some informal letters:
- Apology Letter: Expresses how sorry you are for something you did wrong or didn’t do.
- Love Letter: Share heartfelt feelings in your own unique way.
- Invitation Letter: Invites someone to an event or special occasion.
Formal Letters
Now, if you are writing formal letters, skip the ‘Hi’ or ‘Hello’ because this type of letter follows stricter professional language and format.
The standard salutation for formal letters is usually “Dear.” You follow it with a first and last name or personal title and last name—not a first name or nickname. For example, John Doe or Mr. Doe. Of course, you also end it with ‘best regards,’ ‘sincerely,’ ‘respectfully,’ and other professional sign-offs.
Here are some formal letters:
- Cover Letter: Sent with your resume to apply for a job. It typically highlights your skills and why you’re the right fit.
- Recommendation Letter: This is a formal letter written by someone who knows you well to recommend you for a job, school, or other opportunity.
- Condolence Letter: Offer sympathy to someone who has lost a loved one.
- Inquiry Letter: Asks for information or details about something, like a product, service, or job opening.
- Complaint Letter: Express your dissatisfaction with something and request a remedy.
- Resignation Letter: Gives notice that you quit your job and explains your reasons for leaving.
- Sales Letter or Business Proposal: This type of formal letter is to persuade someone to buy a product or service and explain its benefits.
Step 2. Craft the Perfect AI Letter Writing Prompt
From the previous step, you can tell that each letter has its purpose, tone, and style. So, entering a prompt like “Write a sales letter for me” is not going to cut it. Why? Vague prompts leave a lot of room for ChatGPT to add generic text that goes in an entirely different direction.
For example, if you need a persuasive sales letter for a new eco-friendly water bottle, your prompt should also include the following details:
- Key features (like its sustainable materials and leak-proof design)
- Target audience (like health-conscious buyers)
- Target tone (like friendly yet professional)
- Unique selling point (like more affordable versus competitors)
A detailed AI sales letter prompt would look like this:
Write a persuasive sales letter for a new eco-friendly water bottle. Focus on its leak-proof design, sustainable materials, and affordability. Keep the tone friendly yet professional, and make it engaging for health-conscious buyers.
Now, let’s take a look at how you can create a detailed prompt for different letters:
Cover Letter
Cover letters consist of several defining elements, including your contact information, a greeting, an introduction to who you are, your goals, your qualifications, and, of course, why you’re a good candidate for the role you’re applying to.
Key details that you should include in your AI cover letter prompt:
- Relevant skills and experience
- Reason for wanting the job
- Desired length (maximum of one page)
- Information about the position
- Tone (professional)
Write a cover letter for a job application using a professional tone. The cover letter should be a maximum of one page. Please incorporate the following details:
Relevant skills and experience: [insert your relevant skills and experience here]
Reason for wanting the job: [insert your reason for wanting the job here]
Information about the position: [insert the details about the position here] Note: This is meant to be a starting point. You could always add more details if more information is needed or if something needs to be changed.
Apology Letter
Apology letters are completely different from cover letters. You usually start these by clearly acknowledging the mistake and taking responsibility for it. You’ll likely use regretful terms like “I’m sorry” or “I apologize” and have to take a more empathetic tone. You would write these as sincere but not necessarily as structured as a super-professional letter. These letters start with clear openings and end with closings asking for forgiveness.
Key details that you should include in your AI apology letter prompt:
- Clear statement about what is being apologized for
- Why do you feel responsible for the problem
- Tone (empathetic and sincere)
- Plan for fixing the mistake or making it right
Write an apology letter using an empathetic and sincere tone. The letter should clearly address the following points:
What is being apologized for: [insert here the issue or mistake]
Why you feel responsible: [insert here your explanation]
Plan for fixing the mistake: [insert here how to remedy the situation] Love Letter
When you write a love letter, you need to open your heart. Your prompt should encourage ChatGPT to use personal and emotional language—starting with an intimate salutation (like a nickname or pet name) and ending your message with a sign-off that will express your true feelings (maybe even something playful like “XOXO)
Love letters don’t have to follow a specific length or style. They can really be structured however you want them to be.
Key details that you should include in your AI love letter prompt:
- Personal salutation
- Tone (heartfelt and genuine)
- Any details about the relationship
- Any stories you might want to refer to
Write a heartfelt and genuine love letter. The letter should include the following elements:
Personal salutation: [insert a personal greeting]
Details about the relationship: [insert unique aspects of your relationship]
Stories to refer to: [insert any special memories]Resignation Letter
We could all agree that resignation letters are never fun to write. But we still have to send one, right? So, what do you write in a resignation letter?
Your prompt should include your current position and why you are leaving. Don’t forget to include a note of thanks for the opportunity and, if possible, an offer to help with the transition.
Key details that you should include in your AI resignation letter prompt:
- Position
- Reason for Resigning
- Tone (professional and respectful)
- Clear and concise messaging
- Gratitude for the opportunity and (optional) offer to help with the transition
Step 3. Edit the Output
Never expect that the initial AI-generated draft is perfect. It might read a bit stiff or generic, so always review and revise —that goes for both formal and informal letters. Here is what you can do during the revision stage:
- Inject your personality: Does the draft sound like you? If not, revise. Of course, this tip is only applicable to informal letters.
- Remove the fluff: Overly generic or awkward phrases are a dead giveaway that you used an AI writing tool.
- Double-check all the details: Make sure all of the information in the AI letter is accurate. This is especially important if you are sending a formal letter.
- Adjust the tone: Tweak the AI-generated letter until you are 100% confident that it reads natural and authentic.
Make Your Letter Sound Like You
Writing a letter doesn’t have to be a headache. Remember, ChatGPT can be a great starting point with the right prompts. Once you have a draft, just make sure to go back and add your own personal touches. Give it a try, and let us know in the comments how AI has helped (or failed) with your letters.