Aeralis

Writing Effective Prompts

4 min read·Updated December 1, 2025

Overview

The instructions you give Aeralis directly impact the quality of generated emails. This guide covers techniques for writing effective prompts that produce better results.

Basic Principles

Be Specific

Vague instructions lead to generic emails. The more specific you are, the better the output.

Instead of...Try...
"Write a reply""Accept the meeting and confirm I'll bring the quarterly report"
"Decline politely""Decline the invitation, mention I have a conflict, suggest next Tuesday instead"
"Follow up""Follow up on the proposal I sent last week, ask if they have questions"

State Your Intent

Tell Aeralis what you want to accomplish, not just what to write.

Good examples:

  • "I want to reschedule to next week without seeming flaky"
  • "Thank them warmly but set boundaries about working hours"
  • "Express interest but ask clarifying questions before committing"

Include Key Details

Mention specific information that should appear in the email:

  • Names, dates, and times
  • Project or product names
  • Specific numbers or data points
  • Action items or next steps

Prompt Techniques

The Context-Intent-Details Framework

Structure your prompts with three parts:

  1. Context - What's the situation?
  2. Intent - What do you want to achieve?
  3. Details - What specific information to include?

Example:

"This is about the Q4 budget review (context). I want to postpone the meeting without losing momentum on the project (intent). Suggest moving to Friday at 2pm and mention I'll have the updated forecasts ready by then (details)."

Specify What to Avoid

Sometimes it's helpful to say what you don't want:

  • "Don't apologize excessively"
  • "Avoid technical jargon"
  • "Don't make promises about timelines"
  • "Skip the small talk, get straight to the point"

Set the Tone Explicitly

While your profile has a default tone, you can override it for specific emails:

  • "Be more formal than usual, this is going to the CEO"
  • "Keep it light and humorous"
  • "Be direct but not harsh"

Writing Style Instructions

Your profile's writing style applies to all emails. Use it for consistent preferences:

Good writing style instructions:

  • "Always use bullet points for action items"
  • "Keep paragraphs to 2-3 sentences max"
  • "Sign off with 'Best, [Name]'"
  • "Never use exclamation points in professional emails"
  • "Include a one-line summary at the top of longer emails"

Avoid overly restrictive rules:

  • "Never use the word 'just'" - Too specific, may sound unnatural
  • "Always use exactly 3 paragraphs" - Doesn't fit all situations

Common Scenarios

Declining Requests

Be clear about what alternative (if any) you're offering:

"Decline the speaking invitation. Mention I'm fully booked this quarter but would be interested in future opportunities. Suggest they contact me again in January."

Following Up

Specify the urgency and what action you want:

"Follow up on the contract I sent 5 days ago. Keep it friendly, not pushy. Ask if they need any clarification and mention I'm available for a call this week."

Delivering Bad News

Guide the tone and any softening:

"Let them know we can't meet their original deadline. Be apologetic but professional. Offer the new realistic date of March 15th and explain we want to ensure quality."

Making Requests

Be clear about what you need and by when:

"Ask for their feedback on the design mockups. I need it by Friday to stay on schedule. Make it easy for them by suggesting they just reply with bullet points."

Tips for Better Results

Start Simple, Then Refine

If the first result isn't quite right, adjust your prompt and try again. Common refinements:

  • "Make it shorter"
  • "Sound less formal"
  • "Add more detail about [topic]"
  • "Remove the part about [topic]"

Use Your Profile's Writing Style

Put consistent preferences in your profile's writing style, and use individual prompts for email-specific instructions. This saves time and ensures consistency.

Let Context Do the Work

When replying to emails, Aeralis reads the original message. You don't need to repeat information that's already in the email you're replying to.

Leave It Empty Sometimes

For straightforward replies, you can leave the instruction field empty. Aeralis will generate an appropriate response based on the email context and your profile settings.

Next Steps

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