Bluehost Professional Email: Writing Effective Prompts in Smart Write

Smart Write in Professional Email helps you draft emails and replies using AI. To get the best results, write prompts that clearly explain what you want to communicate, who the email is for, and which details should be included. A specific prompt helps Smart Write generate an email that better matches your purpose, tone, and intended audience.

Note: Smart Write availability may depend on your Professional Email plan. If you don't see this feature in your account, check your plan details.

Important: Smart Write uses AI to generate text from your prompts and, when replying, from the email you're responding to. Don't include passwords, payment card numbers, or other sensitive information in your prompts. AI-generated text can contain mistakes, so always review the email before sending it.

Write Clear and Specific Prompts

Tell Smart Write exactly what you want the email to accomplish. Avoid prompts that are too broad, as they may generate generic messages that require additional editing.

Include the Purpose of the Email

Explain why you're writing the email and what you want the recipient to know or do.

Less Effective Prompt	Better Prompt
Write a business email.	Write an email introducing my web design services to small business owners and explaining how a professional website can help their business grow.
Write a follow-up email.	Write a follow-up email to a client who received my website proposal last week. Ask whether they have any questions and whether they would like to schedule a call.

Provide Relevant Details

Include the information Smart Write needs to create a useful email, such as names, dates, meeting times, deadlines, or other important details. This helps reduce the need for follow-up edits.

Less Effective Prompt	Better Prompt
Accept the meeting invitation.	Write a reply thanking the sender for the meeting invitation and confirming my availability tomorrow between 9:00 AM and 12:00 PM.
Tell the customer about the discount.	Write an email informing customers about a 10% discount on our new e-commerce platform for purchases made before September 15. Encourage them to take advantage of the offer.

Tip: Include only the details needed for the email. Before sending your message, make sure dates, prices, names, and other important information are accurate.

Specify the Tone and Audience

Consider who will receive your email and how you want the message to sound. Including a preferred tone in your prompt helps Smart Write generate a message that suits your audience.

Tone	Example Prompt
Professional	Write a professional email to a potential business partner proposing a collaboration and requesting a meeting to discuss the details.
Casual	Write a casual email to my coworker asking whether they can share the latest project updates before our team meeting.
Friendly	Write a friendly thank-you email to a customer for choosing our services and letting them know we're happy to help with any questions.

Structure Your Prompt

A well-structured prompt makes it easier for Smart Write to understand your instructions. When relevant, include the following details:

Prompt Element	What to Include
Purpose	Explain what the email should accomplish.
Recipient	Identify who will receive the email, such as a customer, coworker, or business partner.
Key Details	Provide the facts, dates, requests, or information that must be included.
Desired Outcome	Explain what you want the recipient to do or understand after reading the email.

For example, instead of entering Write an email about our webinar, provide more context:

Example Prompt: Write a friendly email inviting customers to a webinar about cybersecurity fundamentals on October 25 at 2:00 PM. Briefly explain what attendees will learn and encourage them to register before the event.

Write Better Prompts for Email Replies

When replying to an email, explain how you want to respond and include any relevant details that may not be clear from the original message. Smart Write can use the email's context along with your instructions to draft a reply.

Less Effective Prompt	Better Prompt
Thank them and accept.	Thank the sender for inviting me to discuss a potential collaboration. Confirm that I'm available tomorrow between 9:00 AM and 12:00 PM, and ask them to confirm the meeting time.
Reply about the refund.	Write a polite reply acknowledging the customer's refund request. Explain that the request will be reviewed according to our refund policy and that we'll provide an update once the review is complete.
Ask for a price.	Write a professional reply requesting a quotation for the available products. Ask for pricing details, applicable discounts, and the estimated delivery time.

Tip: When responding to customers, provide accurate information and follow applicable policies. Review the generated reply to ensure it does not promise anything that has not been confirmed.

Review and Refine Your Prompts

If Smart Write doesn't generate the email you expected, refine your prompt by providing clearer instructions or additional details.

Review the generated email and identify what needs to change.
Update your prompt with more specific instructions or any missing details.
Generate another version using the available options in Smart Write.
If the result still doesn't meet your needs, revise your prompt and try again.
Review the generated email and make any necessary edits before sending it.

For example, if the generated email is too long, update your prompt to request a shorter message that focuses only on the main points. If the wording sounds too formal, specify a more casual or friendly tone.

Tip: Use the available Smart Write options to adjust the email's tone, length, or language, if supported by your interface.

Summary

Writing clear and specific prompts helps Smart Write in Professional Email generate emails that better match your purpose and audience. Include relevant details, specify your preferred tone, and refine your instructions as needed. Always review the generated email for accuracy and make any necessary changes before sending it.

If you need further assistance, Bluehost Chat Support is available 24 hours a day, 7days a week while Bluehost Phone Support is available 7 days a week from 7 am-12 midnight EST.

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You may also refer to our Knowledge Base articles to help answer common questions and guide you through various setup, configuration, and troubleshooting steps.

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