Email plays a key role in every stage of the employee journey. AI email prompts can help your HR team write better messages, respond faster, and create a more thoughtful candidate experience.

Hiring, onboarding, and managing people takes a lot of email. From first contact with candidates to interview invites, offer letters, and internal updates — HR teams live in their inbox. But writing clear, kind, and professional emails takes time.

Email prompts can help you move faster, stay consistent, and keep your tone on point.

In this article, we cover:

How to draft template HR emails with AI
How to add context to your templates with further AI email prompts
How to personalize (and automate) your emails with Email for Trello

Drafting template emails with AI

AI tools like ChatGPT can help you write strong HR emails in minutes. The key is giving clear instructions.

Here are two simple rules to keep in mind:

Be specific. To make sure you get relevant suggestions, always give your chosen AI writing tool a specific scenario to work with.
For example, ‘You’re a [hiring manager] for [name and type of company] hiring for a [description of role][link to job description]. Write a warm but professional email to inform the applicant that they have not been shortlisted for an interview.’
Always edit. AI does not replace human insight, so always sense-check any outputs before using them. This is what can give you the edge over other businesses churning out lifeless emails that are ignored, deleted, or flagged as spam. Personality matters!

Find out more about how to master email template writing with ChatGPT.

💡 TIP Once you’ve built a collection of frequently-used HR emails, you can save your templates in Email for Trello for future use.

Turning Trello into your recruitment hub

Writing a good email is step one. Sending them at the right time, and with a personal touch that lets candidates know your company really cares is step two.

Your workflow matters just as much as your wording. When you manage hiring inside Trello (with Email for Trello for automation and personalisation) you’re building a clear, shared system your whole team can rely on.

💡 TIP Looking for prompt engineering inspiration for your template emails? Try our 50 Useful ChatGPT Prompts To Boost Your Email Writing Productivity.

Instead of juggling a jobs@ inbox, forwarded emails, and scattered notes, turn Trello into your recruitment hub:

Receive every candidate email as a Trello card and track them in a clear hiring pipeline
Keep CVs, interview notes, and team feedback together on one shared card
Reply to candidates directly from Trello using templates and personalized variables
Automatically send the right email when a candidate moves to the next stage

💡 TIP Streamline your hiring process with our 10 email templates for HR teams.

Personalizing and automating with Email for Trello

Include variables in your Saved Replies

Email for Trello variables are special keywords that you can use in your Saved Reply templates. Each variable is essentially a placeholder value.

For example, if you use the variable {%recipientFirstname%}, it will be replaced with the first name of your recipient when the email is sent. This is particularly useful for dynamically personalizing your emails!

You can take this further by teaching your AI tool the available set of supported Email for Trello variables, which it can then use in its outputs. Remember that LLMs can make mistakes though, so always double-check your emails before sending them.

Find out more about how to get ChatGPT to write your Saved Reply emails.

💡 TIP Don’t forget your subject line! It’s a small space that makes a big impact. Take a look at our 15 email subject lines to stand out in a crowded inbox.

Automate emails based on hiring stages

Did you know that you can use your Saved Replies to create email automations triggered by custom events in your Trello workflow? Here are just a few ideas to get you started:

Drag a card to send an email. For example, automatically send an email when a Trello card moves from ‘Review Application’ to ‘Interview’ on your Trello board to automatically send an invitation email.
Send reminders or process updates. This useful Trello automation can automatically send an email after a chosen number of days, which is useful if you are waiting on information, or want to automatically send a “we’re still reviewing applications” notification if your process stalls.
Reply to emails in one click. Working through a large volume of applicants early in the hiring process? Set up a button automation to reply to emails in Trello with just one click.

Build a smoother hiring experience with AI

HR is about people. But it’s also about process. By combining clear AI-powered email prompts, strong template libraries that build in personalization using variables, and workflow-based automation in Trello; you can build a hiring process that is faster, more consistent, and less stressful for your team and candidates.

If your HR team already runs hiring in Trello, the Email for Trello Power-Up turns it into a full recruitment communication hub. That’s what modern HR should look like.

The ultimate guide to email prompts for HR teams