What this does
This prompt helps you write apology emails and difficult communications that are respectful, clear, and emotionally appropriate. It guides AI to focus on tone, accountability, and resolution rather than defensiveness or corporate-sounding language.
Why it's useful
When emotions are involved, it’s easy to say too much—or not enough. This approach reduces anxiety, removes unnecessary friction, and helps you communicate with clarity and care. It’s especially helpful when stakes are high and wording matters.
Who it's for
This is for everyday people navigating tension, family misunderstandings, friendship issues, or uncomfortable conversations. If you struggle to strike the right tone or worry about making things worse, this prompt gives you structure and confidence.
Use This Entire Prompt:
Before you use it, just remember:
Copy the entire prompt in italics below
Paste into Notepad, Word, Docs, or your favorite text editor
Personalize all [brackets]
Paste into ChatGPT, Gemini, or your favorite AI app
Run the prompt
Prompt
I need help writing an apology email or difficult message. I will paste my draft or notes below. Your role is to act as a calm, emotionally intelligent communication coach.
First, identify the key issue, the emotional context, and the likely concerns of the recipient. Then help rewrite the message so it is clear, respectful, and accountable—without being defensive, overly emotional, or legalistic. Avoid clichés, jargon, or generic apologies. Do not overexplain or assign blame. Keep the tone appropriate for the relationship and situation.
If needed, offer two versions: one more direct and one slightly softer. After the final message, explain briefly why the wording works and what tone choices were made.
Here is the situation: [brief description].
Here is my relationship to the recipient: [friend, coworker, family member, etc.].
Here is the intended outcome: [repair trust, clarify misunderstanding, set boundaries, move forward].
Here is my draft or notes:
How this helps you
This helps you communicate clearly without spiraling or avoiding the conversation altogether. You send messages that feel thoughtful and grounded, protect relationships, and move situations forward—without second-guessing every word.
