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Last week, I watched a colleague get promoted over someone with better technical skills.

The difference? Her emails.

While others buried requests in corporate jargon, she wrote messages that executives actually wanted to read and respond to.

Here's the thing: she wasn't naturally a great writer. She just had a better system.

Today, I'm sharing my 3-step ChatGPT email system that transforms rambling messages into executive-level communication in seconds.

The 30-Second Test

Hand your last important email to someone who doesn't know the context. Give them 30 seconds to read it.

Can they tell you exactly what you need and when you need it?

If not, you're failing the executive test. Here's how ChatGPT fixes it.

The 3 Core Patterns

Pattern #1: The Upfront Close

Bad emails tell a story. Good emails make a sale.

Standard approach: "Hi John, last quarter we saw some interesting trends in our partnership data. The analytics team ran several reports showing increased engagement metrics. Based on these findings, we believe there might be an opportunity to expand our current agreement..."

ChatGPT-optimized approach: "John, can you approve a 20% budget increase for our Q4 partnership?

Here's why it makes sense:

• 40% increase in qualified leads this quarter
• ROI jumped from 2.1x to 3.4x
• Expansion pays for itself in 6 weeks."

The ask comes first. Everything else is supporting evidence.

Pattern #2: Subject Line Surgery

Most people write subject lines like book titles. Executives want newspaper headlines.

Before: "Regarding our discussion about the potential strategic partnership opportunity."

After: "[5 min] Approve Q4 partnership expansion."

Three elements a great subject line needs:

1. Time commitment (bracket it)
2. Specific action (approve, review, confirm)
3. Clear topic (no mystery novels)

Pattern #3: The Credibility Borrow

When making requests, don't rely on your own authority. Borrow someone else's.

Weak: "I think we should move forward with the new pricing strategy."

Strong: "Should we implement the pricing strategy that Sarah's team developed? Her analysis shows 15% revenue upside with minimal risk."

Name-dropping the right person can turn a "maybe" into a "yes."

The ChatGPT Implementation System

Here's how to automate everything:

Step 1: Install the Email Rules

Copy my complete Email Etiquette Guide from the YouTube video below and paste it into ChatGPT. Turn on memory so it remembers your rules across all chats.

This guide contains all 8 email patterns (I only shared 3 above) plus the exact prompts to implement them.

Step 2: Train Your Voice

Upload 5-10 of your best emails and say: "Analyze my writing style and apply it to all future rewrites."

Now ChatGPT doesn't just follow the rules – it sounds like you following the rules.

Step 3: The Magic Prompt

After brain-dumping your thoughts, use this:

"Rewrite this email following my email rules. Put the ask first, optimize the subject line, and make it scannable."

You'll get back a leadership-level email in 10 seconds.

Step 4: The Final Check

Before sending, use this prompt: "Review this email against the ALERT framework. What should I cut or add?"

This catches those moments where ChatGPT gets too helpful and adds unnecessary fluff.

 

5 More Hidden Patterns

The remaining 5 patterns include a framework that catches 90% of email mistakes, a threading strategy that prevents inbox chaos, and voice techniques that make you sound like a leader instead of a bureaucrat.

These alone have saved me from countless email disasters and helped land partnerships worth millions.

 

Why This Actually Works

This isn't about replacing your writing with AI. It's about having a system that consistently applies proven communication principles.

The result? People start responding to your emails faster. They take your requests more seriously. They begin to see you as someone who respects their time and gets things done.

Implementation This Week

1. Watch the full YouTube video for all 8 patterns + complete ChatGPT setup
2. Get the Email Etiquette Guide from the video description
3. Set up your ChatGPT system with the exact prompts I provide
4. Test it on your next important email

The entire setup takes 10 minutes. The results last your entire career.

But here's the thing: clear emails are just the beginning. What happens when you need to speak these ideas with the same confidence in meetings and presentations?

​Check out The Impromptu Speakers Academy​—my flagship program for organizing thoughts instantly and speaking with leadership presence in any professional situation.

Because the fastest way to advance your career is by mastering both written and spoken communication.

Best,

Preston

Have you tried using ChatGPT for emails? Hit reply and share your experience.