Copilot prompt for replying to a client email
Replying well is mostly about answering what they actually asked, in your voice, without promising something you can't deliver. Tell the prompt what you want to say in a few words, paste their email, and your AI writes a clear reply. Answer a few questions and copy a prompt formatted for Copilot. Free, no signup needed.
Your answer in a few words. The AI turns it into the reply.
Prices, dates, policies. Only what's true.
Format it for
Fill in the starred questions and your prompt appears here.
Paste it into Copilot, then paste their email right below it.
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How to use it in Copilot
- Answer the questions above. Only the starred ones are required.
- Click Copy prompt.
- Open Copilot (in Microsoft 365, Outlook or Teams), paste the prompt, then paste anything the prompt asks for right below it.
The prompt uses short, plain sections with capital-letter titles, which keeps it clear in Copilot's chat box.
With Microsoft 365 Copilot, choose "Let my AI look them up" and the prompt asks it to search your Outlook email, calendar and Teams chats.
Example: the finished prompt
For a sample company, Northside Supply. Yours uses your answers and your company profile.
ABOUT ME AND MY COMPANY: My name: Sam Rivera My role: Sales manager My company: Northside Supply What we sell: Commercial shelving and racking, installed in 2–3 weeks Who we sell to: Warehouses and distribution centers TASK: Write my reply to an email from Marcus Lee, purchasing at Harbor Foods, a prospect (not a customer yet). Right after this prompt I'll paste their email. Reply to what they actually wrote. DETAILS: They asked a question. What I want to say: Yes, we can do 10 units at the same price. Install could start in 3 weeks. Facts to include: Price holds until March 31. Warranty is 10 years. RULES: - Tone: friendly and warm, but professional. - Write like a real person in sales, not a marketer or a robot. - No filler openers such as "I hope this email finds you well" or "I wanted to reach out". - No buzzwords: avoid "leverage", "synergy", "circle back", "touch base", "unlock", "streamline", "game-changer". - Short sentences. Plain words. Get to the point in the first line. - My notes may be rough or have typos. Fix spelling and grammar, but keep my meaning. - Use only facts I give you, in this prompt or in anything I paste or point you to. If something important is missing, put a [placeholder] in brackets instead of making it up. - Only mention our products or services if they relate to the goal. - Do not mention: Don't mention price yet OUTPUT: - 1–3 sentences. - Start with their first name. No subject line, just the reply body. - Answer every question they asked. If I didn't give you an answer to one, write [answer needed] instead of guessing. - End with a clear next step. - Give me only the reply, ready to send. No explanations or alternatives.
Why this prompt works
- It tells the AI to answer every question in their email, and to write [answer needed] where you haven't given an answer.
- Your own words for the reply come first, so the AI shapes your message instead of inventing one.
- Quick replies stay at 1–3 sentences, with no subject line, which is how most real replies look.
Questions
- Do I paste their email into PromptSpoke?
- No. You paste it into your own AI, right after the prompt. Client emails never pass through PromptSpoke.
- Can it handle a complaint or a pushback on price?
- Yes. Pick the topic that fits, say what you want the reply to say, and add anything to avoid, like "don't offer a discount".
- Will it sound like me?
- Closer than a blank AI chat. Save a company profile with your tone and your always and never rules, and every reply follows them.
- Does it work with Microsoft 365 Copilot at work?
- Yes. The Copilot version is written to use what Copilot can see at work, like your Outlook email and Teams meetings, when your company has turned that on.