Can the AI find the details of my last conversation itself?

Yes, if your AI is connected to your email or CRM. Pick "Let my AI look them up" and the prompt tells it where to look. Otherwise, type a few notes or paste the email thread after the prompt.

How long should a sales follow-up email be?

Short. The prompt keeps it under 90 words by default, or 1–3 sentences if you pick Quick. A text message stays under 40 words.

What if they've gone quiet?

Choose "Re-engage, they went quiet" as the goal, and the email is written to restart the conversation with one easy next step.

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.

Copilot prompt for a sales follow-up email

Most AI follow-ups sound like a template: a vague opener, a recap nobody asked for, and no real ask. This prompt gives your AI the facts from the last conversation, the goal and the rules, so the first draft is one you'd actually send. Answer a few questions and copy a prompt formatted for Copilot. Free, no signup needed.

Quick context about you

Optional, but it makes the result much better.

Your company

What you sell

Your role

Who are you following up with? *

Who are they to you? *

Where are the details? *

What happened last time? *

Optional if you'll paste notes or let your AI look them up.

What do you want to happen next? *

Facts to include

Prices, dates, quantities, attachments. Only what's true.

Times that work for you

Leave blank and the AI will use a [day/time] placeholder.

Anything to avoid?

Send it as *

Length *

Tone for this one *

Format it for

Fill in the starred questions and your prompt appears here.

Paste it into Copilot.

✨ AI polish

Claude asks you up to 3 quick questions, then writes a sharper prompt. Sign in for 3 free polishes a month.

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 an email to Dana Lopez, operations manager at Harbor Foods, a prospect (not a customer yet). The goal is to get the next meeting on the calendar.

DETAILS:
What happened last time: Demo on Tuesday. She liked the reporting, worried about install time.
Facts to include: Quote for 12 units attached. Install can start March 3.
Times that work for me: Tuesday after 2pm or Thursday morning

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:
- Under 90 words.
- Include a short, specific subject line.
- Start with their first name.
- Mention something specific from the last conversation so it's clearly not a template.
- End with one clear next step that offers the times I gave.
- Give me only the message, ready to send. No explanations or alternatives.

Why this prompt works

It names one goal, like booking the next meeting or getting a decision, so the email ends with a single, easy ask.
It tells the AI to mention something specific from the last conversation, which is what makes a follow-up feel personal.
It bans filler openers and sales buzzwords, and asks for [placeholders] instead of made-up prices or dates.

Questions

Can the AI find the details of my last conversation itself?: Yes, if your AI is connected to your email or CRM. Pick "Let my AI look them up" and the prompt tells it where to look. Otherwise, type a few notes or paste the email thread after the prompt.
How long should a sales follow-up email be?: Short. The prompt keeps it under 90 words by default, or 1–3 sentences if you pick Quick. A text message stays under 40 words.
What if they've gone quiet?: Choose "Re-engage, they went quiet" as the goal, and the email is written to restart the conversation with one easy next step.
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.