Emails, Reports and Presentations with AI
You use AI to create professional communication faster.
Why this lesson matters
Professional communication takes time. A lot of time. A well-written email, a clear report, a convincing presentation. It all takes thinking and several rounds of revision. AI can speed this process up drastically, provided you know how to steer it.
In this lesson you learn to use AI as a writing assistant that adapts to your audience, tone and context.
What you'll learn
- Have professional emails written and improved
- Structure and generate reports
- Create presentation content
- Adjust tone and style per audience
Writing emails with AI
The power is in providing context, goal and tone.
The difference between a bad and a good prompt
BAD:
"Write an email to a customer about a delay."
GOOD:
"Write an email to our customer Jansen & Co.
Context: their order of 50 laptops is delayed by 2 weeks
due to supply problems at our manufacturer.
Tone: professional, empathetic, solution-oriented.
Goal: keep the relationship and offer an alternative
(temporary loan laptops).
Length: 150 words maximum."Always state: who the recipient is, what the relationship is, what the goal is, and which tone fits the situation.
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Adjusting tone per audience
AI can write the same message in completely different styles.
| Audience | Tone instruction | Example |
|---|---|---|
| Executive team / C-level | "Short, strategic, numbers-based, no jargon" | Summarise quarterly results in 5 bullets |
| Colleagues internally | "Informal, to the point, action-oriented" | Project update with action items |
| Customer formal | "Professional, respectful, solution-oriented" | Handling a complaint |
| Customer warm | "Personal, enthusiastic, helpful" | Welcome email for a new customer |
Prompt example: switching tone
Rewrite this internal update for the executive team.
Original: [paste your text]
Requirements:
- 100 words maximum
- Start with the conclusion
- Use numbers where possible
- End with a recommendationGenerating reports
AI is strong at structuring information. Give it raw data or notes, and let AI turn them into a report.
Create a monthly report based on these points:
- Revenue March: 245K (target: 230K)
- 3 new customers won
- Complaints: 12 (last month: 8)
- Team expanded with 1 junior developer
- Project X is 1 week behind schedule
Structure: summary at the top, then a short analysis
with a conclusion per topic.
Tone: businesslike, suitable for a management team meeting.The "pyramid structure" works best for reports: conclusion first, then the reasoning, then the details. State this explicitly in your prompt.
Presentation content
AI can deliver the content. You build the PowerPoint itself afterwards.
Create a slide outline for a presentation about
our Q1 results. 8 slides.
For each slide give:
- Slide title
- 3-4 bullet points
- A suggestion for a visual (chart, icon, photo)
Audience: the whole company (all-hands meeting).
Tone: positive but honest about challenges.Improving existing text
Besides writing from scratch, AI is strong at revision.
Improve this email on:
1. Clarity (is the message clear?)
2. Tone (professional but not distant)
3. Structure (logical build-up)
4. Length (can it be shorter?)
Give the improved version plus a short explanation
of what you changed and why.Never let AI send anything on your behalf without reading it first. AI lacks context about the relationship, earlier conversations and political sensitivities.
What is the most effective structure for a report to management?
Which piece of information is the LEAST important to include in an email prompt?
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