Mastering Client Communication: Enhancing Email Responses with ChatGPT

chatgpt Aug 07, 2023


In this blog post, I’ll explore how to create a series of standardised emails using ChatGPT that can be used to effectively communicate with your clients.  


Whether you're dealing with client complaints, welcoming new subscribers, or following up on a freebie giveaway, ChatGPT can help you save time and craft personalised, engaging, and effective emails. Let's dive in and discover how you can leverage the power of ChatGPT to improve your client communication.


The Power of ChatGPT for Client Communication


Before we delve into creating standardised emails, let's look at the potential of ChatGPT for different business use cases. 


ChatGPT can be an invaluable tool for tasks such as creating strategic plans, generating research reports, and, most importantly, crafting email responses. 


Whether you're a solopreneur or part of a large consulting firm, ChatGPT can assist you in enhancing client communication, saving time, and getting better responses.


The Importance of Prompt Engineering


To get the most out of ChatGPT, prompt engineering is crucial. The way you frame your prompts determines the quality and relevance of the responses you receive. 


When crafting email responses, consider the writing tone, style, clarity, and brevity. Clearly define the objective and desired outcomes of the email to get more specific and tailored responses. Additionally, provide relevant background information and context to guide ChatGPT towards a more accurate reply.


Crafting an Effective Response to a Client Complaint


Let's walk through an example of responding to a client complaint. 


Instead of using a generic prompt, provide clear instructions on the writing tone, style, and desired outcomes. For instance, you might ask ChatGPT to create an empathetic and professional email, explaining the reasons for the delay and fee increase. 


By offering context and specific details, ChatGPT can generate a more personalised and effective response.


Here’s how you could go about that process… Firstly, you would ask ChatGPT for a suggested response to the complaint email and paste in the entire email:



Next, you would then provide ChatGPT with more context such as your tone, writing style, desired outcome etc. and ask it to rewrite its response.



Finally, you can then fine-tune your response by asking for little changes to be made:



Following Up on Freebie Downloads


Another example of how you can use ChatGPT to enhance your client communication is when offering a freebie such as an eBook. It's essential to follow up with subscribers in this scenario!


There are various ways that ChatGPT can engage with a PDF, such as through plugins. Using a plugin such as ‘Ask Your PDF’, you can upload a PDF of your freebie eBook and ask ChatGPT to create follow-up emails that highlight key points and encourage further engagement. 


Here is a sample prompt you could use to create these follow-up emails:


Here is one of our lead magnets on business advisory: [LINK]


Can you read that document and then generate an email follow-up series for anyone that downloads that ebook. The first shall confirm the sign-up has been successful and deliver the content. The second will be a reminder to consume the content and highlights of the key information. The third will be a summary of the content with a call to action to book an appointment.


Each email will need a subject line and a preview sentence. Each email will be signed off with ‘Kind regards, Mark Wickersham’. Each email needs to have a ‘p.s.’ that invites you to join our Facebook Group ‘Value Pricing with Mark Wickersham’.


Please use a conversational tone, and keep the emails lighthearted and friendly, like we are welcoming the new lead into our community with open arms.


Make sure to insert appropriate links, add calls to action, and sign off with a warm and friendly message.



There you have a couple of ideas for improving your client communication using ChatGPT. Check out the full video on this topic for a more in-depth look at these ideas, plus even more use cases:



If you found this valuable and would like to learn more about value pricing, I run a free live online training session every month with a topic chosen by you. Attend live and you can ask me any questions you have. Click here to register and I will send you an invitation to the next session.


Wishing you every success on your pricing journey


Mark Wickersham


Chartered Accountant, Public Speaker and Author of Amazon No.1 Best Seller “Effective Pricing for Accountants”