Engineering the Biz Side: Renewal emails
Nathan Clement · September 8, 2026 · 5 min read
Hi my name is Nathan and I’m an engineer — so I REALLY hate doing the same thing twice. As such, every time I am given a business-y task I try to automate it so I don’t have to think about it again..
Today’s target
Craft contract‑renewal emails on autopilot with a single, configurable prompt
Why Bother?
- Renewal emails need to happen, they need to be written well, and a decent one can help customers see the value you provide.
- Consistency matters: The brand voice, value pitch, and overall message should be aligned with business needs
- Context changes per customer, but content changes slower, and best practices might never change!
Automation eliminates context switching, while improving outcomes for everyone!
The Plan — One Prompt to Renew them All
I set out to build a generic prompt template fed by a lightweight JSON context. Drop in your details alongside the prompt and watch the AI generate a ready-to-send note.
Building Process
I like to build prompts in consultation with AI. In this case, I used o3 via ChatGPT.
Step 0: Opening Gambit
I lobbed a single line at ChatGPT: “Help me draft a renewal email” The first reply was pretty meh.
Step 1: Capturing the Essentials
I listed what absolutely had to be in every note (<200 words, assume continuation of contract, cite the renewal date, highlight the main value, offer risk reversal, list any required actions, close politely).
Step 2: Iterating to a Concrete Example
I fed real‑world context to the prompt, then tweaked phrasing until the email felt would be good to send to an actual customer.
Step 3: Giving the Prompt a Stylistic Spine
Asked to be able to configure a sender “self description” so the model can mimic everything from a jokester to dry enterprise formality, without changing actual message of the email.
Step 4: Teaching It to Listen to Context
Explicit instructions: If a key is missing, drop the related line. That way optional fields never leave awkward blanks.
Step 5: Making It Meta‑Tunable
We wrapped the whole thing in a {{context}} JSON object, turning knobs for value props, risk reversals, and company personas at will.
Step 6: Beating the Robot Out of the Robot
Style‑hygiene rules ban common AI “tells,” limit the script to one em dash, and blacklist filler like “I hope this email finds you well.”
Step 7: Stress‑Testing with Fun Contexts
We tested with in edgy and meme‑y personas to prove the template context bends without breaking.
Result: a flexible, brand‑safe generator that can sound like a pro or a TikTok bard on command.
TLDR — the final prompt:
(copy and paste to try it for yourself!)
For fun… some examples with context:
A meme-y crypto bro:
Super by the book enterprise saleswoman
Think this stuff is fun?? Give me a follow and comment with your favorite examples! Also check out @AiJohnAllen and @AIBizHour to see more about how AI can impact your business operations.
Originally published on 2025-06-23 on Medium.