Why it helps
An email list is one of the few ways to reach your regulars that doesn't depend on the Facebook or Instagram algorithm. But a newsletter is easy to put off, because it feels like a big writing job. Most months it doesn't need to be. A friendly hello, one or two bits of news, an offer or event, and a clear sign-off is plenty.
Give AI your rough notes for the month and it turns them into a short, readable email with a few subject lines to pick from. Use the same structure every month and it gets quicker each time.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
Help me write this month's customer email newsletter for my [type of business] in [town], New Zealand. - Tone: [warm and chatty, like talking to a regular]. NZ English and NZ spelling. - Keep it short: under [250] words, easy to read on a phone. - Structure: a friendly opening line, then a short section for each news item with a simple heading, then one clear call to action, then a sign-off. - Give me 5 subject line options under 50 characters, and a preview line (the short text that shows after the subject). - Only use the facts, dates, prices and offers I give you. Don't make up discounts, deadlines or claims. - Leave a placeholder at the bottom for [unsubscribe link] and [business name and contact details]. This month's notes: [paste your news, offers, events, opening hours changes]
Then keep chatting
Make it shorter. Cut it down to the two most important things.
Write a plain text version without headings.
Give me 3 subject lines that are a bit more playful.
Write a short Instagram post that points people to sign up for the newsletter.
Suggest a simple sign-up line I can put on the counter and my website.
Step by step
- Jot down this month's news: new stock or menu items, events, offers, opening hours changes, a staff hello. Two to four items is plenty.
- Copy the prompt, fill in your business and tone, and paste your notes.
- Pick a subject line and read the email on your phone. Check every date, price and offer.
- Paste it into your email tool, such as Mailchimp, MailerLite or your shop platform's email feature. Add your photos and make sure the unsubscribe link and your business details are in the footer.
- Send a test to yourself first, then send it only to people on your list who agreed to hear from you.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Only email people who agreed to hear from you. Under the Unsolicited Electronic Messages Act, commercial emails need consent, must say who they're from, and need a working unsubscribe (dia.govt.nz). Don't buy lists or add people just because they emailed you once; the Privacy Act 2020 covers that too (privacy.org.nz).
- Don't paste your customer list into the AI. You only need your notes for the month.
- Check every offer, price and date, including public holidays and opening hours. AI can get dates wrong, and specials must not be misleading under the Fair Trading Act (consumerprotection.govt.nz).
Go further
Save the prompt with your tone and structure already filled in, and keep a running note on your phone of things to mention as they happen. At the end of the month, paste the note in and you're nearly done. You can also reuse your weekly social posts as the starting point for the newsletter.
