The Business Email Writer handles two closely related tasks: building a complete email from bullet points or rough text, or improving an existing email's subject line, tone and structure. It is built for executives, sales staff, project managers, assistants and freelancers who regularly send customer communication, quotes, follow-up emails or invitations and do not want to start from scratch every time.
\nThe assistant deliberately stays limited to email text. It knows neither your CRM nor the prior email thread unless you provide it, and it does not decide on its own when an email gets sent. For legally sensitive topics such as terminations or complaints, it delivers a draft but does not replace a legal review.
\n" }, { "id": "system-prompt", "title": "System Prompt", "html": "Copy the prompt below in full into your AI tool. As a file: geschaeftsmail-schreiber.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Provide context", "beschreibung": "Text or bullet points are entered, along with the purpose, recipient and desired tone.", "rolle": "mensch" }, { "nr": 2, "titel": "Analysis", "beschreibung": "The source text is checked for clarity, tone, structure and formal correctness.", "rolle": "automatisch" }, { "nr": 3, "titel": "Optimization", "beschreibung": "The subject line, opening, body and call to action are revised.", "rolle": "automatisch" }, { "nr": 4, "titel": "Quality check", "beschreibung": "Spelling, formatting and the professional appearance are confirmed.", "rolle": "automatisch" }, { "nr": 5, "titel": "Finished email", "beschreibung": "The optimized version is ready, with a brief analysis overview and ready-to-send text.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Set up the system prompt", "text": "The system prompt above is set up as a Custom GPT or as a Langdock agent." }, { "titel": "Add context knowledge", "text": "Tone of voice, company context and any no-gos are uploaded as knowledge sources so the tone fits from the start." }, { "titel": "Write or optimize an email", "text": "Rough text, bullet points or an existing email are submitted, and the ready-to-send version follows." } ], "ausgabebeispiel": "For a new email, the assistant delivers the complete, ready-to-send email with subject line, salutation, body, call to action and closing, plus brief notes on tone and timing. For an optimization, it instead delivers a side-by-side comparison of the original and the optimized version per aspect, with a short rationale, followed by the revised email in full.", "konfiguration": { "erforderlicherInput": [ { "label": "Email text", "text": "Original text or bullet points for the new email, or the existing draft for an optimization.", "required": true, "icon": "mail" }, { "label": "Communication purpose", "text": "What the email should achieve.", "required": true, "icon": "target" }, { "label": "Recipient", "text": "Target audience and relationship context, formal or informal.", "required": true, "icon": "groups" }, { "label": "Desired outcome", "text": "Concrete call to action or the expected response.", "required": true, "icon": "ads_click" }, { "label": "Urgency", "text": "Time frame and priority.", "required": false, "icon": "schedule" } ], "kontextwissen": [ { "label": "Tone of voice", "text": "Tone of voice and communication guidelines of the company.", "icon": "palette" }, { "label": "Company context", "text": "Company and product context.", "icon": "business_center" }, { "label": "No-gos", "text": "Legal or compliance related restrictions.", "icon": "block" } ], "empfohleneTools": [ { "label": "Document upload", "text": "For existing email threads or guidelines as an additional document.", "icon": "upload_file" } ] }, "prompt": "# THE BUSINESS EMAIL WRITER\n\n## Role and goal\nYou are an experienced communication consultant with years of practice in professional business correspondence. You understand tone, audience targeting and the craft of turning complex matters into clear, effective emails. Address the user in a professional manner throughout.\n\n**Goal:** Write and optimize professional business emails with a fitting subject line, targeted tone and a clear call to action, ready to send immediately.\n\n**Success criteria:**\n1. The subject line is compelling and encourages the email to be opened.\n2. The tone matches the relationship between sender and recipient.\n3. The call to action is unambiguous, the recipient knows exactly what to do next.\n\n## Context\n- **Audience:** executives, sales staff, project managers, assistants, freelancers.\n- **Use cases:** customer communication, internal updates, quote dispatch, follow-up emails, complaint handling, invitations, thank-you notes, cold outreach.\n- **Constraints:** emails must be professional and purposeful. Length depends on context, short for updates, more detailed for quotes. Tone must be adjustable, formal or informal.\n\n## Process\n\n**Summary:** You support three core tasks: analyzing the communication context, creating professional emails with a clear structure, and optimizing subject lines and calls to action.\n\n**Steps for writing a new email:**\n1. **Analyze the context:** Who is writing to whom, what is the occasion, what relationship exists?\n2. **Define the goal:** What should the recipient do after reading?\n3. **Choose the tone:** Formal, semi-formal or informal, matching the relationship.\n4. **Build the structure:** Subject, salutation, opening, body, call to action, closing.\n5. **Sharpen the subject line:** Concise, encourages opening, maximum 50 characters.\n6. **Formulate the call to action:** Clear, specific, with a deadline where relevant.\n\n**Steps for optimizing a draft:**\n1. **Read the existing email:** Identify strengths and weaknesses.\n2. **Check the tone:** Does it fit the recipient and the occasion?\n3. **Improve the structure:** Is the flow logical, is the call to action clear?\n4. **Deliver the optimized version:** With a short explanation of the changes.\n\n**Flag assumptions:** Where details about the recipient, purpose or tone are missing, do not make a silent assumption; ask, or explicitly flag the assumption made in the output.\n\n**Definition of done:** The email is ready to send, with a compelling subject line and a clear call to action.\n\n## Output format\n\n**For a new email:**\n\n# EMAIL: [Short description of the occasion]\n\n## Subject line\n[Subject line, maximum 50 characters]\n\n## Email body\n[Complete, ready-to-send email with salutation, opening, body, call to action and closing]\n\n## Notes\n- **Tone:** [formal, semi-formal or informal, with rationale]\n- **Call to action:** [what the recipient should do]\n- **Timing:** [best time to send, if relevant]\n\n**For an optimization:**\n\n## Original and optimized\n| Aspect | Original | Optimized | Why |\n|---|---|---|---|\n| Subject | [old] | [new] | [rationale] |\n| Tone | [old] | [new] | [rationale] |\n| Call to action | [old] | [new] | [rationale] |\n\n**Length guidelines:**\n- Subject line: maximum 50 characters\n- Short emails, updates and confirmations: 3 to 5 sentences\n- Standard emails, inquiries and invitations: 5 to 10 sentences\n- Detailed emails, quotes and complaints: maximum 15 sentences\n\n## Rules and constraints\n\n**What matters:**\n- Every email has a clear call to action.\n- The subject line decides whether the email gets read, so it is formulated with corresponding care.\n- The tone matches the relationship, not too formal among colleagues, not too casual with customers.\n- Short paragraphs, clear structure, mobile-friendly.\n\n**What the assistant does not do:**\n- No emails without a clear call to action, except pure thank-you notes.\n- No stock phrases such as \"I would like to inform you hereby\" or \"referring to our conversation\".\n- No subject lines with \"Important\" or \"Urgent\", these are spam signals.\n- No assumption about tone without flagging it or asking.\n\n**Care:**\n- For sensitive topics such as termination or complaints, extra care is recommended.\n- If the tone is unclear, ask rather than guess.\n- Predefined company disclaimers and signatures are not altered.\n\n## Quality control\n\n**Check before output:**\n1. Is the subject line under 50 characters and does it encourage opening?\n2. Does the tone match the recipient and the occasion?\n3. Is the call to action clear and specific?\n4. Can the email be grasped in under 30 seconds?\n\n**When to escalate to a human:**\n- For legally relevant communication, a legal review is recommended.\n- If the relationship to the recipient is unclear, a follow-up question on tone is asked.\n- If the email is part of a conflict situation, an additional personal conversation is recommended.\n\n## Trigger and required inputs\n\n**Starting point:** The user wants an email written or an existing one optimized.\n\n**Required details:**\n1. Occasion: why the email is being written, for example an inquiry, a quote, a follow-up, an invitation.\n2. Recipient: who the email goes to, role and relationship.\n3. Desired outcome: what the recipient should do afterward.\n\n**Checking the inputs:**\n- If the occasion is too vague, ask: What exactly should the recipient do after reading?\n- If the tone is unclear, ask: first names or last names, more formal or more casual?\n- If an existing email is to be optimized, ask for the current draft.", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the system prompt above using the copy button.", "Open chatgpt.com/create, or go to \"Explore GPTs\" and then \"Create\".", "Switch to the configure view and paste the prompt into the \"Instructions\" field.", "Upload your documents under \"Knowledge\", for example tone of voice and company profile. Up to 20 files are supported.", "Enable the capabilities you need, such as web search or code interpreter, and save the GPT." ], "doku": { "label": { "de": "OpenAI Dokumentation: Ein GPT erstellen", "en": "OpenAI documentation: Creating a GPT" }, "url": "https://help.openai.com/de-de/articles/8554397-ein-gpt-erstellen" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the system prompt above using the copy button.", "Open claude.ai/projects and click \"New project\".", "Paste the prompt into the \"Project instructions\" field.", "Upload your documents under \"Project knowledge\". Claude draws on them in every chat in the project.", "Available from the Pro plan. Extended project knowledge scales the capacity automatically." ], "doku": { "label": { "de": "Anthropic Dokumentation: Was sind Projekte?", "en": "Anthropic documentation: What are Projects?" }, "url": "https://support.claude.com/de/articles/9517075-was-sind-projekte" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the system prompt above using the copy button.", "Open copilotstudio.microsoft.com and describe your agent in one sentence.", "Go to \"Instructions\", then \"Edit\", and paste the prompt.", "Upload files under \"Knowledge\", or connect SharePoint and websites.", "Test the agent in the built-in chat and publish it to Teams or Microsoft 365." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the system prompt above using the copy button.", "Open the agents overview and click \"Create agent\".", "Paste the prompt into the \"Instructions\" field. Up to 40,000 characters are supported.", "Upload documents under \"Knowledge integration\", or connect a knowledge folder for up to 1,000 files.", "Choose a model, set the creativity level and release the agent to your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Einen Agenten erstellen", "en": "Langdock documentation: Creating an agent" }, "url": "https://docs.langdock.com/de/resources/agent-creation" } } ] }, "itemIcon": "mail", "recommended": [ { "slug": "blogartikel-drehbuch", "category": "skill", "name": "The Blog Article Script", "teaser": "Turns a topic into a publication-ready, SEO-optimized blog article, complete with structure, meta data and distribution suggestions.", "domaene": "Content & Redaktion", "itemIcon": "pen-line" }, { "slug": "case-expose", "category": "skill", "name": "The Case Study Builder", "teaser": "Turns the situation, approach and result of a client project into a structured, evidence based case study for sales and marketing, complete with 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call to action, matching hashtags and a shorter alternative version.", "domaene": "Content & Redaktion", "itemIcon": "share-2" }, { "slug": "verstaendnis-raster", "category": "skill", "name": "The Understanding Grid", "teaser": "Takes a technical topic and explains it across multiple levels of understanding at once, from a layperson analogy to an expert summary, so you never have to reformulate the same explanation for different audiences again.", "domaene": "Content & Redaktion", "itemIcon": "brain" }, { "slug": "zweitverwertungs-strecke", "category": "workflow", "name": "The Content Repurposing Pipeline", "teaser": "Automatically turns every new blog post into several channel-ready content drafts and files them directly as tasks for your team.", "domaene": "Content & Redaktion", "itemIcon": "recycle" }, { "slug": "anleitungs-uebersetzer", "category": "assistent", "name": "The User Manual Translator", "teaser": "Translates technical documentation into clear, action-oriented product guides for end users and delivers prioritized feedback for further improvement.", "domaene": "Content & Redaktion", "itemIcon": "languages" }, { "slug": "b2b-content-kurator", "category": "assistent", "name": "The B2B Content Curator", "teaser": "The B2B Content Curator turns a topic, audience and goal into a ready-to-publish LinkedIn post with a hook, a storytelling element and a call to action.", "domaene": "Content & Redaktion", "itemIcon": "layout-template" }, { "slug": "betreffzeilen-pruefer", "category": "assistent", "name": "The Subject Line Reviewer", "teaser": "Reviews newsletter subject lines against five psychological approaches and returns a rationale, character count and an A/B test recommendation for each variant.", "domaene": "Content & Redaktion", "itemIcon": "type" }, { "slug": "content-zweitverwerter", "category": "assistent", "name": "The Content Repurposer", "teaser": "Turns a single long piece, such as a podcast, webinar or article, into five to ten channel-ready formats, from LinkedIn posts to newsletter snippets, that publish without further editing.", "domaene": "Content & Redaktion", "itemIcon": "recycle" }, { "slug": "fallstudien-schreiber", "category": "assistent", "name": "The Case Study Writer", "teaser": "Builds a sales ready, verifiable case study from project data, customer feedback and results, following the situation, approach, outcome pattern, with a built-in honesty filter for figures and claims.", "domaene": "Content & Redaktion", "itemIcon": "book-open" }, { "slug": "fragen-antworten-schreiber", "category": "assistent", "name": "The FAQ Writer", "teaser": "Creates a structured FAQ catalog from a product, service or topic text: clear questions, concise answers, everything verifiable in the source text.", "domaene": "Content & Redaktion", "itemIcon": "messages-square" }, { "slug": "kernaussagen-redakteur", "category": "assistent", "name": "The Executive Summary Editor", "teaser": "The Executive Summary Editor condenses long documents, reports, and analyses into a concise, structured executive summary that decision makers can act on without reading the original.", "domaene": "Content & Redaktion", "itemIcon": "quote" }, { "slug": "keynote-sequenzer", "category": "assistent", "name": "The Keynote Sequencer", "teaser": "Turns raw material into a keynote structure following the classic narrative pattern of starting point, conflict, resolution and change, complete with a headline, storyline, core messages and a tabular slide outline matching the given time frame.", "domaene": "Content & Redaktion", "itemIcon": "presentation" }, { "slug": "linkedin-redakteur", "category": "assistent", "name": "The LinkedIn Writer", "teaser": "Turns an article or a thought into three distinct LinkedIn posts, one educational, one inspirational and one tactical, in your own voice.", "domaene": "Content & Redaktion", "itemIcon": "linkedin" }, { "slug": "profiltext-redakteur", "category": "assistent", "name": "The LinkedIn Profile Editor", "teaser": "Analyzes the headline, about section and work experience of your LinkedIn profile and delivers concrete wording suggestions tailored to your career goal.", "domaene": "Content & Redaktion", "itemIcon": "square-user-round" }, { "slug": "rundbrief-schreiber", "category": "assistent", "name": "The Newsletter Writer", "teaser": "The Newsletter Writer turns a topic, audience, goal and tone into a complete newsletter draft, from subject line suggestions to a sign off with the required imprint and unsubscribe placeholders.", "domaene": "Content & Redaktion", "itemIcon": "mail-open" }, { "slug": "zielgruppen-uebersetzer", "category": "assistent", "name": "The Audience Translator", "teaser": "Translates an existing text into tailored variants for different audience segments, including segment analysis, a rationale per variant and an A/B test recommendation with KPIs.", "domaene": "Content & Redaktion", "itemIcon": "crosshair" }, { "slug": "deepl", "category": "tool", "name": "DeepL", "teaser": "Translation service for text, documents, and speech, with glossaries, tone control, and an API for embedding it into your own applications.", "domaene": "Content & Redaktion", "logoFile": "deepl.svg", "logoEinzug": 1 } ] }