This talk introduced ChatGPT and Bing Chat to non-native English speakers who still need to write English emails. This talk explained and demonstrated how to prompt to improve the communication quality in business emails.

1. AI chatbots for
more productive
and professional
English
Communication
A TAITRA Tech Talk
By Nigel P. Daly, PhD

2. Contents
Introduction
• Problem: Costs of English for productivity and professionalism
• Solution: AI chatbots
• What is ChatGPT and Generative AI?
• How does it work? New skill = prompting
• Who is it for? When to use it? Why use it?
Use Case: Email
• Replying, researching and revising
• Composing
AI Limitations
Conclusions
Q&A

3. Problem 50% of our emails are misinterpreted
64% of people send/receive emails that
cause unintended anger or confusion
PROFESSIONAL COMMUNICATION
Digital Body Language by Erica Dhawan (2021). https://www.ebooks.com/en-
us/book/210103404/digital-body-language/erica-dhawan/
2.24 hrs/day on email
Most time-consuming work activity!
PRODUCTIVITY
McKinsey Classics: Time management is an organizational problem
(2012). https://www.mckinsey.com/~/media/McKinsey/Email/Classics/2019/2019-9-
classic.html

4. Problem – email (product enquiry … )
Enquiry about [XYZ] bicycle model and Tai-wyn booth visit at Taipei Cycle exhibition
Dear Sir/Madam,
I am writing to enquire about your higher end bicycle model called [XYZ]. My name is Miko
Yamazaki and I am the Procurement Manager at Yokomoto, the largest Japanese bicycle retailer
with 20 locations across Japan. We are committed to providing our customers with the highest
quality products and are interested in learning more about [XYZ] before considering adding it to
our product range.
I understand that Tai-wyn will be exhibiting at the upcoming Taipei Cycle exhibition at the end of
March. As a result, I am planning to visit your booth to learn more about [XYZ] and other products
that Tai-wyn has to offer.
Before my visit, I would like to request some information about the design and
manufacturing of [XYZ].
Specifically, I would like to know about any unique aspects of the design and manufacturing
process that set it apart from other bicycles in the same category.
Additionally, could you kindly inform me where [XYZ] is manufactured? We are especially
concerned about the quality of products made in China, so it would be helpful to know if
[XYZ] is produced elsewhere.
At Yokomoto, we place a high value on building strong relationships with our suppliers. We
believe that transparency and open communication are key to maintaining successful business
partnerships. As such, any information you can provide about [XYZ] would be greatly appreciated.
Thank you for your time and attention to this matter. I look forward to hearing back from you soon.
Best regards,
Miko Yamazaki
Procurement Manager Yokomoto
1. Read (3 mins)
2. Understand (2 mins)
3. Reply (7 mins)
4. Check English (2-4 mins)
5. Hope for the best & Send
out
Total:
15+ mins

5. Quick reply
Enquiry about [XYZ] bicycle model and Tai-wyn booth visit at Taipei Cycle
exhibition
Dear Sir/Madam,
I am writing to enquire about your higher end bicycle model
called [XYZ]. My name is Miko Yamazaki and I am the Procurement Manager at
Yokomoto, the largest Japanese bicycle retailer with 20 locations across Japan.
We are committed to providing our customers with the highest quality
products and are interested in learning more about [XYZ] before considering
adding it to our product range.
I understand that Tai-wyn will be exhibiting at the upcoming
Taipei Cycle exhibition at the end of March. As a result, I am planning to visit
your booth to learn more about [XYZ] and other products that Tai-wyn has to
offer.
Before my visit, I would like to request some information
about the design and manufacturing of [XYZ].
Specifically, I would like to know about any unique aspects of
the design and manufacturing process that set it apart from other bicycles in
the same category.
Additionally, could you kindly inform me where [XYZ] is
manufactured? We are especially concerned about the quality of products
made in China, so it would be helpful to know if [XYZ] is produced elsewhere.
At Yokomoto, we place a high value on building strong
relationships with our suppliers. We believe that transparency and open
communication are key to maintaining successful business partnerships. As
such, any information you can provide about [XYZ] would be greatly
appreciated.
Thank you for your time and attention to this matter. I look
forward to hearing back from you soon.
Best regards,
Miko Yamazaki
Procurement Manager Yokomoto

6. Solution – ChatGPT Writer (Chrome extension)
4. Press “Generate Email” (20 secs)
5. Read to check: (30 secs)
6. Copy-paste-send (10 secs)
1. Read (2 mins)
2. Understand (2 mins)
Copy-and-paste
3. Write Prompt: (2 mins)
“Reply to Miko and tell her to visit our
product page at www.tai-wyn.com to
learn more about our products and
reassure her that out products are all
made in Taiwan.”
Total:
7 mins

7. What are AI chatbots?
• Neural nets and probabilities
• Brain: 86 billion neurons, 100 trillion connections
• ChatGPT: LLM = 175 B parameters/tokens
• What is the probability of the next word …?
• Sources: Wikipedia, Academic journals, New
York Times, Github, …

8. Applications
Business writing:
• Email
• Speeches
• Reports
• Social media posts
• Press releases
• Articles
• Research
• Advice
Fun:
Stories
Poems
Rap songs
Fairy tales

9. How to use AI chatbots: Prompt engineering
Google search
• key word search = nouns
“Thai restaurants nearby”
AI Chat
• command / prompt = verbs
“Reply to Miko and tell her to visit our product
page at www.tai-wyn.com to learn more about our
products and reassure her that out products are all
made in Taiwan.”
… write, revise, calculate, summarize, criticize,
research, find, cite, mimic style …
AI chatbots = “chatty” personal assistant ≠ Google search
Tips for prompts:
Clear, specific, context, openness, creativity,
simple language, grammar and spelling

10. 2 available chatbots … for now
ChatGPT
• GPT3 LLM – fixed data to 2021
• Available to all and Free for now
• [ChatGPT plus (GPT4) $$ since mid March]
• No limits on queries, but often need to wait 
• 4000 token input/output (about 3000 words)
• No settings (more like BC "creative", but more
creative)
• Many errors!
• Most training on English data, so strong for
English
Bing Chat
• GPT4 LLM – data till now
• On more platforms, need to join waitlist
• Prompt limit: 50/day
• 2000 token input/output
• 3 modes: precise, balanced, creative
• More resources to fact-check … fewer errors
• Supports many non-English languages

11. Microsoft Office … “Copilot”
Last week announcement
March 16, 2023
Office 365 will include Copilot AT
tool (like GPT):
• Outlook
• Teams
• Word
• PowerPoint
• Excel
No confirmed release date yet

12. Replying to emails
• EG1 research  personalize email
• EG2 change tone  more friendly, formal
and polite
USE CASES:
Research, replying, revising, creating EMAILS
Composing emails
• EG1 5w prompt
• EG2 Chinese
Let's revisit the
reply to Miko’s
enquiry …

13. Replying to emails
• EG1 research  personalize email
• EG2 change tone  more friendly, formal and polite

14. Emails – replying
• Fast, but … how was the original reply to Miko??
• English is perfect, but …
• Not personalized (need some
research!)
• Not friendly, polite or
formal enough for Japanese
business people
Dear Miko,
Thank you for your interest in our products. We invite you to
visit our product page at www.tai-wyn.com to learn more
about our offerings. Rest assured that all of our products are
made in Taiwan, where we uphold high manufacturing
standards to ensure the quality and reliability of our bicycles.
We appreciate your commitment to providing your customers
with the best products and look forward to meeting you at the
Taipei Cycle exhibition to discuss how we can work together.
Best regards,
Tai-wyn Team

15. Emails – replying research (Bing Chat)
Prompt 1: Tell me about trek store
roppongi
Prompt 2: Act As a market analyst and tell me about
trek store roppongi marketing, branding, products and
target audience

16. Emails – replying research (Bing Chat)
Prompt 1: Tell me about
trek store roppongi
Bing Chat “creative” response:
Trek store roppongi is a **Trek direct store**
based at **Tokyo, Roppongi**. It sells
**Trek's best in class Road bike, Mountain
bike and City bike**³. The store is located
at **Roppongi Keyaki-zakastreet ground
level, Roppongi Hills6-15-1 Roppongi,
Minato-ku, Tokyo 106-0032**²³. The store
is open from **11:00 to 21:00** on
weekdays and Saturdays, and from **11:00
to 20:00** on Sundays². The phone number
of the store is **03-6303-1009**¹.
Source: Conversation with Bing, 3/12/2023
(1) Roppongi | Trek Bicycle Store | Trek direct store. Road bike
and City bike. https://www.trekstore.jp/english/roppongi
Accessed 3/12/2023.
(2) TREK Bicycle 六本木ヒルズ（直営店）| 東京都港区ロード
・クロスバイク自転車.
https://www.trekstore.jp/shop/roppongi Accessed
3/12/2023.
(3) . https://bing.com/search?q=trek+store+roppongi Accessed
3/12/2023.
(4) TREK Bicycle Roppongi Hills（直営店）| Trek direct store.
Road bike and City bike.
https://www.trekstore.jp/shop/english Accessed 3/12/2023
Prompt 2: Act As a market analyst and tell me about trek
store roppongi marketing, branding and products and
target audience
Bing Chat “creative” response:
Hello, this is Bing. I'm not a market analyst, but I can try to give you some information about Trek Store
Roppongi based on web searches.
Trek Store Roppongi is a direct store of Trek Bicycle, a leading global manufacturer of bicycles and
cycling products². It is located at Roppongi Keyaki-zakastreet ground level, Roppongi Hills6-15-1
Roppongi, Minato-ku, Tokyo 106-0032³⁴. It sells Trek's best in class road bike, mountain bike and
city bike²³, as well as accessories, apparel and parts. It also offers repair and overhaul services for
bikes purchased from other stores or brands².
According to its website², Trek Store Roppongi's marketing and branding strategy is to provide
customers with "the best cycling experience" by offering high-quality products, professional advice
and friendly service. It also organizes events such as group rides, workshops and seminars to
promote cycling culture and community. It claims to be "the most advanced bicycle store in Japan"
that can meet the needs of any cyclist.
Trek Store Roppongi's target audience is likely to be people who are interested in cycling as a sport,
hobby or lifestyle. They may be looking for premium bikes that offer performance, comfort and
durability. They may also value the expertise and support of the staff who can help them choose
the right bike for their goals and preferences. They may be willing to pay more for quality products
and services that enhance their cycling experience.
I hope this helps you understand more about Trek Store Roppongi.😊
Source: Conversation with Bing, 3/12/2023
(1) TREK Bicycle 六本木ヒルズ（直営店）| 東京都港区ロード・クロスバイク自転車. https://www.trekstore.jp/shop/roppongi Accessed 3/12/2023.
(2) Roppongi | Trek Bicycle Store | Trek direct store. Road bike and City bike. https://www.trekstore.jp/english/roppongi Accessed 3/12/2023.
(3) TREK Bicycle Roppongi Hills（直営店）| Trek direct store. Road bike and City bike. https://www.trekstore.jp/shop/english Accessed 3/12/2023.
(4) . https://bing.com/search?q=trek+store+roppongi Accessed 3/12/2023.

17. Email replying – personalizing and making
it more polite and formal
Prompt:
Now, reply to the email by Ms Yamazaki. Be very
friendly and use polite as formal language
appropriate for Japanese businesspeople. Answer
her question about a unique aspect of our Trek
bike [XYZ] that it has our patented IsoSpeed
decoupler, which is a pivot point that separates
the seat tube from the top tube/seatstay
junction, allowing the seat tube to flex
independently of the rest of the frame. This
means the bike can absorb more bumps and
vibrations, resulting in a smoother ride. She can
find more information about the product in the
attached information booklet. Also reassure her
that our products are all made in Taiwan
Polite and formal tone
Add product USP detail to
personalize reply
Attach more information
Reassure her products are
manufactured in Taiwan

18. Email replying – personalizing and making
it more polite and formal

19. More professional reply
Dear Ms. Yamazaki,
Thank you for your email and your interest in our high-end bicycle model, [XYZ]. It is a
pleasure to hear from you and we appreciate your considering our product for your range.
We would be delighted to welcome you to our booth at the upcoming Taipei Cycle
exhibition and provide you with information about our product range, including [XYZ]. As
you have requested, please find attached a comprehensive information booklet that
contains details about the design and manufacturing process of our bicycle models.
Regarding your question about unique aspects of the design and manufacturing process,
we are proud to say that [XYZ] features our patented IsoSpeed decoupler technology. This
pivot point separates the seat tube from the top tube/seatstay junction, allowing the seat
tube to flex independently of the rest of the frame. This results in a smoother ride, with
the bike able to absorb more bumps and vibrations. We believe this technology sets our
product apart from other bicycles in the same category.
Furthermore, we want to assure you that all our products are made in Taiwan. We
adhere to strict quality standards in all aspects of our production, ensuring that our
customers receive the highest quality products.
At Trek, you value building strong relationships with your suppliers, and we are
committed to transparency and open communication. We are happy to provide you with
any further information you may require and welcome any questions you may have. We
hope that we can build a successful business partnership with Yokomoto in the near
future.
Thank you for considering our product, and we look forward to hearing from you soon.
Best regards,
Tai-wyn

20. Composing emails
• EG1 Prompting - 5ws
• EG2 Chinese to English

21. Email composing – prompting is key
5W Prompt strategy:
You will write an email of enquiry to a Taiwanese company bicycle
manufacturer called Tai-wyn. Imagine you are Miko Yamazaki, the
procurement manager at the largest Japanese bicycle retailer called
Yokomoto. It has 20 locations across Japan. You plan to visit Tai-wyn's
booth as the international exhibition Taipei Cycle that will be held very
soon, at the end of March. Before visiting the booth, you want to know
more about the higher end model called [XYZ]. You specifically want to
know about any unique aspects of its design and manufacturing, and
also where it is manufactured. You are concerned about products made
in China. Your company Yokomoto is especially concerned about quality
of its higher end bicycles. Make the email very detailed and extremely
polite and formal in typical Japanese business style.
What – Write enquiry email to X
about product XYZ
Who – Miko Yamazaki, Yokomoto
Where – Taipei Cycle, visit booth
When – soon, end of March
Why – enquire about 1. product
XYZ design and 2. manufacturing
because company cares about
products
How – detailed, polite, formal
How did I compose the original enquiry email …?

22. Email composing

23. Email composing
What – Write enquiry email to X about
product XYZ
Who – Miko Yamazaki, Yokomoto
Where – Taipei Cycle, visit booth
When – soon, end of March
Why – enquire about 1. product XYZ
design and 2. manufacturing because
company cares about products
How – detailed, polite, formal
Enquiry about [XYZ] bicycle model and Tai-wyn booth visit at Taipei Cycle exhibition
Dear Sir/Madam,
I am writing to enquire about your higher end bicycle model called [XYZ]. My name is
Miko Yamazaki and I am the Procurement Manager at Yokomoto, the largest
Japanese bicycle retailer with 20 locations across Japan. We are committed to
providing our customers with the highest quality products and are interested in
learning more about [XYZ] before considering adding it to our product range.
I understand that Tai-wyn will be exhibiting at the upcoming Taipei Cycle exhibition at
the end of March. As a result, I am planning to visit your booth to learn more about
[XYZ] and other products that Tai-wyn has to offer.
Before my visit, I would like to request some information about the design and
manufacturing of [XYZ].
Specifically, I would like to know about any unique aspects of the design and
manufacturing process that set it apart from other bicycles in the same
category.
Additionally, could you kindly inform me where [XYZ] is manufactured? We are
especially concerned about the quality of products made in China, so it would be
helpful to know if [XYZ] is produced elsewhere.
At Yokomoto, we place a high value on building strong relationships with our
suppliers. We believe that transparency and open communication are key to
maintaining successful business partnerships. As such, any information you can
provide about [XYZ] would be greatly appreciated.
Thank you for your time and attention to this matter. I look forward to hearing back
from you soon.
Best regards,
Miko Yamazaki
Procurement Manager Yokomoto

24. Email composing: Chinese  English
什麼 : 寫一封詢問 X 關於產品 XYZ 的電
子郵件
誰 : Miko Yamazaki，Yokomoto
哪裡 : 台北自行車展，參觀展位
何時 : 很快，三月底
為什麼 : 詢問 1. 產品 XYZ 的設計和 2.
製造，因為公司關心產品
如何 : 詳細，禮貌，正式
Prompt:
您將向一家名為Tai-wyn的臺灣自行車製造商發
送一封英文詢問電子郵件。 假設你是日本最大
的自行車零售商橫本的採購經理山崎美子。 它
在日本各地有20家分店。 您計畫參觀Tai-wyn的
展位，作為即將於3月底舉行的國際展覽Taipei
Cycle。 在參觀展位之前，您想瞭解更多關於高
端型號[XYZ]的資訊。 您特別想瞭解其設計和
製造的任何獨特方面，以及其製造地點。 你擔
心中國製造的產品。 貴公司Yokomoto特別關注
其高端自行車的質量。 以典型的日本商務風格，
將電子郵件寫得非常詳細、非常禮貌和正式。

25. Email composing
Chinese  English
什麼 : 寫一封詢問 X 關於產品
XYZ 的電子郵件
誰 : Miko Yamazaki，Yokomoto
哪裡 : 台北自行車展，參觀展位
何時 : 很快，三月底
為什麼 : 詢問 1. 產品 XYZ 的設計
和 2. 製造，因為公司關心產品
如何 : 詳細，禮貌，正式

26. Limitations
• Excellent English, not always factual
• It is a language creator
• Language creation more important than
facticity – it makes a lot of mistakes
ALSO …
Security …
Data stored on
servers …

27. Conclusion
MIT research: Use of ChatGPT…
• 37% increase in productivity
(= 37% less time to get work done)
• 19.8% improvement in work quality
• Significantly reduced difference in
ability between beginner and
intermediate workers

28. Further reading
• Taipei Times
https://www.taipeitimes.com/News/editorials/archives/2023/0
2/18/2003794566
• Commercial Times • The New Lens
https://www.thenewslens.com/article/181670
https://view.ctee.com.tw/technology/48662.html

29. Conclusion
AI chatbots can improve English writing productivity
and professionalism
Future workflows
• Outsource repetitive to AI, focus on human touch,
creativity, problem solving, communication
AI + HI = ROI
Employee ROI
• more time on making communication more human
(tone, service)
Company ROI
• maybe more productivity … but definitely more
professional communication
[AI + HI = ROI: https://www.linkedin.com/posts/alexcattoni_artificial-intelligence-human-intelligence-
activity-7021604421176315904-moZs/?originalSubdomain=at]

32. Solution – ChatGPT Writer
Dear Miko,
Thank you for your interest in our products. We invite you to visit our
product page at www.tai-wyn.com to learn more about our offerings.
Rest assured that all of our products are made in Taiwan, where we
uphold high manufacturing standards to ensure the quality and
reliability of our bicycles.
We appreciate your commitment to providing your customers with
the best products and look forward to meeting you at the Taipei
Cycle exhibition to discuss how we can work together.
Best regards,
Tai-wyn Team
Prompt:
Reply to Miko and tell her to visit our product page at
www.tai-wyn.com to learn more about our products and
reassure her that out products are all made in Taiwan.

33. Solution - ChatGPT
Dear Miko Yamazaki,
Thank you for your email and your interest in our products. We are glad
to hear that you are considering adding our higher end bicycle model,
[XYZ], to your product range.
To learn more about our products, we invite you to visit our product
page at www.tai-wyn.com. You will find detailed information about [XYZ]
and our other products. Rest assured, all of our products are made in
Taiwan.
We will be exhibiting at the upcoming Taipei Cycle exhibition at the end
of March and we look forward to meeting you there. If you have any
further questions, please feel free to contact us. We are always happy
to help.
Thank you for considering Tai-wyn as a potential supplier. We believe in
building strong relationships with our partners and look forward to the
opportunity to work with you.
Best regards,
[Your Name]
Prompt:
Reply to Miko and tell her to visit our product page at
www.tai-wyn.com to learn more about our products and
reassure her that out products are all made in Taiwan.

34. Emails – replying
• Fast, but … how was the original reply
to Miko??
Chrome plugin
• English is perfect, but …
• Not personalized (need
some research!)
• Not friendly, polite or
formal enough for Japanese
business people
Dear Miko,
Thank you for your interest in our products. We invite you to
visit our product page at www.tai-wyn.com to learn more
about our offerings. Rest assured that all of our products are
made in Taiwan, where we uphold high manufacturing
standards to ensure the quality and reliability of our bicycles.
We appreciate your commitment to providing your customers
with the best products and look forward to meeting you at the
Taipei Cycle exhibition to discuss how we can work together.
Best regards,
Tai-wyn Team