This GPT is a work in progress. The more I use it, the more I’ll discover ways to improve it and identify additional features to add. I’ll continue making updates and documenting them in future posts. Currently, it generates three cold emails based on user-provided information.
This GPT is different from any other email-creating GPT I’ve used. The ones I’ve found in the GPT store or the version created for us at work are designed to generate emails as quickly as possible. While they aren’t bad and do understand the general structure of sales emails, their focus is on speed rather than precision.
For me, first impressions are too important to rush. I prefer taking the time to craft the email properly the first time, so I can confidently follow up with a call and directly reference what I’ve written. To use those GPTs effectively, you need a solid foundation in email marketing, which many salespeople lack.
What sets me apart is my background in marketing, particularly email marketing, and my experience writing countless cold emails over the years. My goal is to balance speed with quality, ensuring that every email counts. Context is important, and I want to make sure each email is thoughtful, includes a follow-up plan, and generates talking points for future conversations. This way, I am not just sending an email, but setting myself up for success.
I’m confident that someone with no experience writing sales emails and minimal ChatGPT knowledge can create a professional cold sales email that follows email marketing best practices. This GPT asks a series of questions designed to encourage detailed responses. The more information ChatGPT has to work with, the better the emails will be.
Using NotebookLM
NotebookLM allows you to compile sources in one place, whether they’re Google Docs, PDFs, website links, or plain text. Once everything is organized, you can use the Chat feature to find specific information from these sources quickly.
Chat
I wanted clear instructions to guide ChatGPT on how to write each part of a cold sales email, starting with subject lines. To do this, I added six blog posts about cold sales emails as my sources. Instead of reading through each post individually, hunting for the sections on subject lines, and forming my own conclusions, I asked NotebookLM for a general guide.
It provided exactly what I needed, along with links to the sources. If I wanted to dive deeper into any topic, I could go straight to the relevant section immediately.
Notes
Using the Chat feature made it easy to find subject line guidelines, but the Notes feature did the same thing even better. NotebookLM allows you to add notes and generates various formats, such as a Study Guide, Briefing Doc, or FAQs (the Timeline format wasn’t useful for this project). I created both types:
The first 3 notes were generated by NotebookLM.
I reviewed the Briefing Doc created for me, and the instructions for the subject line were laid out perfectly:
Using Chat and Notes Together
I want to create guidelines for subject lines and email bodies, including length, recommended words, words to avoid, and tone, as attached PDFs in the GPT. Since these rules never change, I can update the GPT without modifying these essential guidelines. By using Chat and Notes side by side, I can extract these guidelines from my sources (using Chat) and create rule lists next to them (using Notes). Later, I’ll copy these notes to Google Docs and download them as a PDF.
Creating email body guidelines using Notes and Chat side-by-side.
Subject line guidelines created in Notes.
While testing this GPT, I noticed that cliché words and phrases kept appearing, like “I hope this email finds you well.” I found five blog posts on this topic, added their URLs as sources, and used Chat to find the information I needed. With NotebookLM, I didn’t have to read each post individually.
I will keep this list of forbidden phrases and words in the GPT instructions rather than as an attached PDF so I can update it anytime.
Building The GPT
Unlike previous GPTs I’ve built, I relied heavily on the “Create” feature for building custom GPTs. Instead of writing instructions elsewhere and pasting them in at the end, this feature allows you to build the GPT by interacting directly with the chatbot. It’s a great way to update instructions with multiple steps at once or ask ChatGPT for feedback on improving your GPT. I’ll be using it every time going forward.
Answering GPT Questions
Before any questions are asked, the GPT tells the user that this process will be easy and that they can answer the questions however they want. As with everything ChatGPT, the more information provided, the better it performs.
When I worked at SeeClickFix, we sold software to municipalities that made it easier for citizens to report non-emergency quality-of-life issues in their communities using their phones.I’m going to use the GPT like a sales rep would to generate a cold email to the city manager of Covington, KY (Mike). I want to inform him that Edgewood, a town in his county, is now our client and that their city manager, Ryan, recommended we reach out to him.
First set of questions
Second set of questions
Last set of questions
GPT-Created Emails
On the first try, I’m really happy with the three emails created by this GPT. They’re direct and to the point, with no awkward phrasing. The subject lines and email body sound like they were written by a human for a human. More importantly, the rules I implemented for the subject line, email body, and prohibited words and phrases all seem to have been followed. Obviously, continuous testing of this GPT will help me refine it.
Email 1: Direct & Professional
Subject: Ryan suggested I reach out
Hi Mike,
Ryan from Edgewood mentioned I should connect with you. He just started using SeeClickFix, and I thought Covington might benefit too.
Right now, residents have to report quality-of-life issues through a contact form, emails, or phone calls—which can lead to inefficiencies, repeated complaints, and lack of accountability. SeeClickFix makes it easy for people to report issues from their phones, with GPS data and photos, and see when the city acknowledges them. It also integrates seamlessly with CivicPlus.
Cities using SeeClickFix resolve 25% more issues without adding staff. With winter behind us, pothole season is coming—perfect timing to streamline resident requests.
Would you be open to a quick Zoom walkthrough? You can grab a time on my calendar using the link in my signature.
Looking forward to connecting.
[Your Name]
Email 2: Conversational & Relational
Subject: Helping Covington like Edgewood
Hi Mike,
Ryan from Edgewood mentioned you might be interested in how they’re handling resident service requests now. They just started using SeeClickFix, and it’s already making life easier for their team.
Instead of scattered emails and repeated phone calls, residents can report issues from their phones—complete with GPS and photos—so the city gets the full picture right away. It also integrates with CivicPlus, which I know Covington already uses.
Since winter just ended, I imagine pothole reports will start piling up soon. Our clients solve 25% more resident issues without hiring additional staff.
Would you be open to a quick Zoom demo? Feel free to grab a time on my calendar using the link in my signature.
Looking forward to your thoughts!
[Your Name]
Email 3: Results-Oriented & Data-Driven
Subject: A better way for Covington residents to report issues
Hi Mike,
Right now, Covington residents report issues through your website, emails, or phone calls—which leads to repeated complaints, wasted time, and inefficiencies. SeeClickFix fixes that by letting residents submit reports via their phones, complete with GPS and photos. They can also see if an issue has already been acknowledged, reducing duplicate requests.
Edgewood just signed on, along with 100+ other municipalities, and they’re seeing real results—on average, cities using SeeClickFix resolve 25% more issues without additional staffing. Plus, it integrates directly with CivicPlus, so it works with what you already have.
Would you be open to a quick Zoom walkthrough? My scheduling link is in my signature.
Let me know what you think!
[Your Name]