1. A well-written email = clarity + appropriate tone + clear action.
An email that "will be replied to" usually has the following characteristics:
- The subject line should be clear (so that the recipient knows at a glance what needs to be addressed).
- Complete information (minimize background information, structure key points)
- The action items are clear (who does what and when).
- Matching tone (target, responsibility, urgency)
The usage of DiffMind is as follows:The same content is generated in parallel with multiple tones.This will prevent you from making changes based on your feelings.
two,DiffMind Generate 6 tones on the same screen: one-click comparison, no more confusion.
Step 1: First, clearly list the "factual elements" of the email.
It is recommended to fill in the blanks in this order:
- Recipient roles: Customer/Boss/Colleague/Supplier
- Purpose: Request/Confirmation/Expedition/Apology/Notification
- Deadline: Specify date and time zone (if required)
- What can you provide: attachments, links, data, support methods
- What you need from the other party: approval/feedback/providing materials/confirmation of time.
Step 2: Prompt template (can be copied)
Please help me write an email with the following facts:
Recipient Role: [Fill in]; Relationship: [Initial Contact/In Cooperation/Long-Term]
Email Purpose: [Request/Confirmation/Expedition/Apology/Notification]
Key background information (no more than 3 points):
1) [Point 1] 2) [Point 2] 3) [Point 3]
What action do I hope the other party will take? [Fill in the blank]
Deadline: [Fill in]
Attachments/Materials Instructions: [Fill in]
Please output 6 versions with different tones:
A. Formal and rigorous B. Friendly cooperation C. Strongly promote (but not offensively)
D. Politely prompting for action E. For external clients (more respectable) F. For internal collaboration (more efficient)
Each version includes: email subject line + body + closing signature placeholder.
III. How to select options for screen-to-screen comparison: Consider the target audience, responsibilities, and urgency.
- For external clients: Prioritize E (respectable, stable, and less emotional).
- For superiors: A+ with clearly defined action items (to make it easier for superiors to approve).
- For collaborators: Prefer F (efficient, direct, and actionable)
- Expediting but afraid of offending: Prioritize D (polite but with a deadline).
IV. Enhanced Questions: Making Emails "Easier to Execute"
After selecting a version, ask three more questions:
- Theme row optimizationShorter and more specific (including actions and dates)
- Action Item ListUse bullet points to clearly list "who/when/what".“
- Possible objections and alternative solutionsWhat if the other person is unavailable? Provide two possible timeframes or a multiple-choice question.
Template for follow-up questions (can be copied)
Based on this email, please optimize:
1) Provide 3 better subject lines (including deadline/action)
2) Change the main text to the format of "key points + action items".
3) Add a paragraph on "Alternative plans if there is not enough time".
The email is as follows:
Paste email
V. The Results You Will Receive
- Six different tones for the same content, so you no longer have to worry about whether it's polite or not.“
- Clearer action items improve response rate
- There's no awkwardness in urging them to do things; it makes the process smoother.
