AI prompt to proofread and polish an email

Email, data entry, reports and planning take up a large share of an agent's week. AI can draft, summarize and organize that work, and specialized tools can pull data from documents and keep client records tidy.

Below is a ready-to-copy prompt to proofread and polish an email, a detailed version that asks you clarifying questions first, and tips for using it. It works in any AI assistant: ChatGPT, Claude, Gemini or Copilot.

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The prompt

Rewrite this email to be clearer, warmer, and more professional, under 120 words. Keep all facts unchanged. Email: [paste]

Detailed version (asks clarifying questions first)

Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (your goal, the format you want and the tools you already use). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: Rewrite this email to be clearer, warmer, and more professional, under 120 words. Keep all facts unchanged. Email: [paste]

What a good result looks like

A good rewrite keeps every fact (dates, amounts, names of coverages) exactly as you wrote them, but makes the email shorter, clearer and friendlier. Read the before and after side by side; the meaning should be the same.

Common mistakes and watch-outs

AI editors sometimes 'improve' facts, for example changing 'may be covered' to 'is covered'. That change matters in insurance. Check that no coverage promises crept in, and remove client names and policy numbers before pasting.

How to adapt the prompt

Ask for a specific tone (more formal for a commercial client, warmer for a long-time personal lines client) or a shorter text-message version. Grammarly works inside your email app if you'd rather not copy and paste.

EXAMPLE output (placeholder data, not a real client)

Before:
"Per our conversation we will be looking into the issue with the claim and will get back to you when we have more info about it."

After:
"Hi [First Name], thanks for talking with me today. I'm following up with the claims team about your question and will update you by [Day]. Please call me at [Phone] if anything changes before then."

How to use it

Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
Fill in the placeholders. Replace [paste] with your own details. Use placeholders or de-identified details; never paste client personal information.
Run it in the right tool. Paste it into any AI assistant: ChatGPT, Claude, Gemini or Copilot.
Review before you use it. Check every fact, name and number yourself.
Take the next step. Next, see: Triage and reply to email faster.

Which AI tool to use

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

Paste the prompt above (short or detailed) into any of these.

Before you use it

Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
Review every AI output for accuracy and compliance before you use it.

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