1
of 5— Audit your common correspondence types
What you'll accomplish
By the end of this guide, you'll have a personal library of 10-15 AI-ready email templates covering your most common correspondence types — so any routine email takes under 2 minutes, and the output consistently sounds professional and on-brand.
What you'll need
- A ChatGPT account (free)
- A place to save your prompt templates (Word doc, OneNote, or a simple text file)
- 30-45 minutes for initial setup
- Time needed: 30-45 minutes to build the library; 2 minutes per email after that
- Cost: Free
How-To Guide: Build a Correspondence Template System with ChatGPT
Step 1: Audit your common correspondence types
Before you build anything, spend 10 minutes listing the email types you write most often. Typical categories for admins:
- Meeting confirmation (internal)
- Meeting confirmation (external client/vendor)
- Decline a vendor pitch
- Request information from a colleague
- Follow up on an action item someone owes you
- Announce an office update or event
- Thank someone for attending/presenting
- Reschedule a meeting
- Introduce two people
- Out-of-office coverage notice
Write down 8-10 of your own. These become your template categories.