Write Perfect Emails in 2 Minutes with AI (Our 3-Step P.O.P. Formula)

You have to write an important email. Maybe it’s a follow-up with a client about a late payment… or asking your boss for a day off… or applying for that dream job.

A thousand questions race through your mind:

• “How do I even start?”
• “Does this sound too rude?”
• “Am I coming off as desperate?”
• “What are the right words to sound professional?”

You spend 15, 20, sometimes even 30 minutes just staring at the screen. And even when you finally write the email, you hit ‘send’ with a knot in your stomach, wondering, “Did I write that correctly?”

Think about it for a second…
According to one study, the average professional spends 28% of their workday just reading and answering emails.

This isn’t just a random number. You can read the in-depth report from the McKinsey Global Institute that dives into this shocking statistic.

28%! That’s 2-3 hours of your day, every single day! 😱

What if I told you that you could do this 2-3 hour job in just 30 minutes, with 10x better quality?
What if I told you that you could write a perfect, professional, and impactful email in under 2 minutes, every single time?

This isn’t a dream. This is the power of AI.

In this article, I’m not just going to tell you to “use AI.” I’m going to give you a step-by-step, copy-paste-ready formula that I call the “P.O.P. Formula.” Using this, you can turn AI into your personal email writing assistant—one that never gets tired and always delivers perfection.

So, put your keyboard aside for a moment and let’s learn this magic.

The Real Problem: You’re Not a Bad Writer, Your ‘Process’ is Broken!

First, take a deep breath and accept this truth: You are not bad at writing emails.

The problem isn’t your writing skill. The problem is the ‘manual process’ we’ve been using for decades.

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Think of it this way: When a master chef cooks a meal, do they go to the farm to grow vegetables every single time? No! They have a prepared kitchen, spices, chopped vegetables, and a recipe. Their job is to combine those elements perfectly.

And what do we do when we write emails? We try to grow vegetables from scratch every single time! We try to build every word, every sentence, from zero.

This is where AI steps in as your ‘Master Chef’s Assistant’.
AI has read billions of emails, books, and articles. It already has all the ‘spices’ (words) and all the ‘recipes’ (email formats) in the world.

Your job is to be the chef—to simply tell it ‘what’ you want. And AI, like a perfect assistant, will prepare the dish for you.

A fundamental rule of good writing is ‘Clarity’ and ‘Brevity.’ AI helps you achieve this. You can learn more about these principles on the Hemingway App’s blog, which AI can help you automate.

The “P.O.P.” Formula: Your 2-Minute Email Machine

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Here is the 3-step formula that will forever change the way you write emails.

P – Purpose
O – Outline
P – Polish

Let’s see how it works with a real-world example.

Scenario: You need to email a client (named John) who hasn’t paid your $500 invoice, which is now 15 days overdue. You want to be polite, but also firm.

Step 1: P – Purpose (30 Seconds)

Before you tell the AI ‘what’ to write, first tell yourself ‘why’ you’re writing this email.

• Purpose: To send a polite reminder to John for Invoice #123 and ask for an estimated payment date.

Step 2: O – Outline (60 Seconds)

Now, give the AI the raw ingredients. You don’t need to write full sentences, just bullet points.

Your Prompt for the AI:

Act as a professional and friendly freelancer. Write a polite but firm email to my client, John. Here are the key points:

• Start with a friendly greeting.
• This is a gentle reminder about Invoice #123 for $500, which was due 15 days ago.
• Ask if there’s any issue with the invoice or the payment.
• Ask for an estimated date for the payment.
• End on a positive and collaborative note.
• My name is [Your Name].

See that? You told the AI exactly what a chef tells their assistant.

The AI’s Magic (Output):
In seconds, the AI will generate a draft for you that looks something like this:

Subject: Gentle Reminder: Regarding Invoice #123

Hi John,

Hope you’re having a productive week.

I’m writing to follow up on Invoice #123 for $500, which was due on [Invoice Due Date]. I’ve attached it again for your reference.

Could you please let me know if there are any issues from your end? I just wanted to gently check in and get an estimated date on when I can expect the payment.

Looking forward to continuing our work together.

Best regards,
[Your Name]

Step 3: P – Polish (30 Seconds)

95% of your work is done. The AI has given you a fantastic draft. Your job is to read it and make minor tweaks to make it 100% perfect.

Maybe you want to change “Hope you’re having a productive week” to something more personal, like “Hope you enjoyed the long weekend.”

You can even give the AI follow-up commands, like:

• “Make this shorter.”
• “Make the tone a bit more formal.”
• “Translate this into German.”

And that’s it! In under 2 minutes, you have a perfect, professional, and stress-free email ready to send.

Where Can You Use This? (This Magic Works Everywhere!)

This isn’t just for payment reminders. You can use the P.O.P. formula for any email imaginable:

• Job Applications: Give the AI your resume and have it write a powerful cover letter.
• Meeting Follow-ups: Give the AI your meeting bullet points and have it create a professional ‘Minutes of Meeting’ email.
• Writing a Complaint: Tell the AI your problem and have it write a polite but strong complaint email.
• Asking for Leave: The AI will write the most butter-smooth email to your boss on your behalf! 😉

🚀 Your Next Mission (Internal Link Hook)

You can now save hours you used to waste stressing over email and invest that time into work that truly matters—whether that’s growing your business, learning a new skill, or simply spending more time with your family in the evening.

Now that you’ve mastered email, are you ready to learn how AI can predict your business’s cash flow? Read our in-depth guide: Predict Your Cash Flow: The AI Finance Crystal Ball.

Over to You!

What’s that one email that causes you the most stress and takes the most time? Let me know in the comments below! And give the P.O.P. formula a try today and share your experience.