Article

August 5, 2025 · Last updated on August 7, 2025

Communicating about ChatGPT to your team

# Administrators

# Launch

Email templates to support your rollout

This toolkit contains a series of email and chat templates designed to support various stages of your ChatGPT Enterprise deployment.

These templates are intended as starting points to help you communicate with your users. We encourage you to edit and customize the content to reflect your company’s unique needs, audience, and internal structure. Specific text to modify is highlighted in yellow.

💡 Tip: Use canvas in ChatGPT to edit these templates by adding in more context on your company’s rollout plan.

Announcement to new users

Email Version

Hi [Team],

We’re thrilled to announce that ChatGPT Enterprise is now available at [Company Name]! AI is evolving rapidly, and this is your opportunity to explore how ChatGPT can enhance your daily work—whether it’s streamlining workflows, analyzing data, generating content, or brainstorming new ideas.

Why This Matters Protecting [Company Name]’s data is our top priority. With ChatGPT Enterprise, none of our data is used to train the model, and enterprise-level security measures make it safer to use than personal accounts.

What’s Included in ChatGPT Enterprise

The most advanced language and reasoning models, deep research, data analysis, web search & advanced voice mode: Work with the most advanced AI models to quickly gather insights, get real-time information from the web, and even interact via voice.

Canvas & custom GPTs: Collaborate with ChatGPT for writing, coding, and brainstorming. You can also create tailored ChatGPT experiences for specific needs.

Image generation: Generate images from simple descriptions for presentations, projects, and more—no design skills required!

How to Get Started

Review user resources at the OpenAI Academy for Work

Use the ChatGPT Use Cases for Work GPT to brainstorm use cases

[Additional information about where to go for resources or support]

Let’s make the most of this exciting opportunity together!

Best, [Your Name] [Your Position]

Chat message

🚀 ChatGPT Enterprise is now live at [Company Name]!

This means you now have access to powerful tools like deep research, image generation, canvas, custom GPTs, and more—all with enterprise-grade security (your data stays private).

Get started: [Login instructions]

Review user resources at the OpenAI Academy for Work

Excited to see what you create!

Email to pending users (have not accepted invite)

Email template:

Subject: Action Required: Please Accept Your ChatGPT Enterprise Invitation

Hi Team,

As part of our effort to centralize tools and enhance security, you should have received an invitation to join our ChatGPT Enterprise workspace using your @<domain> email. If you haven’t yet accepted that invitation, please do so as soon as possible.

Why this matters:

Unified Security & Compliance: By migrating to our Enterprise plan, all usage is governed under our data controls and will ensure that your data is not trained on.

Seamless Experience: If you already have a ChatGPT account tied to your email address, on your next login, you’ll see a migration wizard to transfer any existing chat history—or export/delete it if you prefer—into the Enterprise workspace.

Collaborate with Your Teammates: ChatGPT Enterprise will allow you to share GPTs, canvases, chats, and more with your colleagues in a secure fashion.

Subscription Cleanup: If you currently hold a ChatGPT Plus subscription under your work email, it will be automatically canceled once you complete the migration.

Next Steps:

Locate the invitation email from OpenAI (subject line: “You’ve been invited to join ChatGPT Enterprise”).

Click “Accept Invitation” and follow the migration wizard (if applicable).

Confirm that your chat history (if any) has been migrated or exported (if applicable).

If you run into any issues or need assistance, please reach out to <IT/admin contact>. We also have a brief FAQ in <link to internal documentation> to guide you.

Please complete this as soon as possible to ensure you are able to utilize your license or we will reallocate it. Thank you for your prompt attention.

Best regards, [Admin Name]

Chat template:

Reminder: Join ChatGPT Enterprise! You should’ve received an invite to join our ChatGPT Enterprise workspace via your @<domain> email. Please accept it ASAP to keep your license.

Why it matters:

Ensures data security & compliance

Lets you collaborate with teammates

Cancels any existing Plus plan tied to your work email

Next steps:

Find the invite from OpenAI (“You’ve been invited…”).

Click Accept Invitation and follow the prompts.

Use ChatGPT Enterprise going forward.

Questions? Contact <IT/admin contact> .

Discover use cases for your role

Email template:

Subject: Discover how to use ChatGPT in your role

ChatGPT is designed to be intuitive and user-friendly, providing valuable support across various roles and functions. If you aren’t sure how ChatGPT can help you, log in and copy/paste one of these prompts into the chat bar:

“How can a [YOUR ROLE] at [YOUR COMPANY] use ChatGPT to support their work? Provide example prompts.”

“I am a [YOUR ROLE] at [YOUR COMPANY]. One of my biggest pain points is [PAIN POINT]. How can I use ChatGPT to improve this pain point? Include example prompts.”

These prompts will give you tailored suggestions on how ChatGPT can assist you, making your work more efficient and productive. Dive in and discover the many ways ChatGPT can lighten your load!

We want to hear from you on how you are using ChatGPT Enterprise! Can you please reply to this email if you have an interesting way it has helped you with a work task?

Email template:

Subject: Brainstorm Use Case Ideas with the “Use Cases for Work GPT” Let ChatGPT identify ways it can help you based on your company and role. To get started, simply open the ChatGPT Use Cases for Work GPT and start chatting.

After getting to know you a bit, the GPT will provide a few tailored use cases and generate a list of sample prompts for each of the use cases that it suggests. See which use cases it recommends for you! We want to hear from you on how you are using ChatGPT Enterprise! Can you please reply to this email if you have an interesting way it has helped you with a work task?

Chat template:

Brainstorm Use Case Ideas with the “Use Cases for Work GPT”. Let ChatGPT identify ways it can help you based on your company and role. To get started, simply open the ChatGPT Use Cases for Work GPT and start chatting. After getting to know you a bit, the GPT will provide a few tailored use cases and generate a list of sample prompts for each of the use cases that it suggests. See which use cases it recommends for you! 🙌 We want to hear from you on how you are using ChatGPT Enterprise! Can you please reply if you have an interesting way it has helped you with a work task?

Use case inspiration

Email template:

Subject: Discover new use cases with ChatGPT

Hi team,

We hope you are taking advantage of all of the resources we shared and finding ways that ChatGPT can help support your work.

If you’re looking for some inspiration, we’ve compiled a list of common use cases and sample prompts for any role. As you find new use cases, add them to our internal Use Case Library.

1. Summarizing Information

"Summarize this meeting transcript into key decisions and action items: [paste transcript]."

"Summarize this article in 3 bullet points: [link or pasted text]."

2. Drafting and Editing Content

"Draft a professional follow-up email after a client meeting highlighting next steps."

"Edit this paragraph to make it more concise and formal: [paste text]."

3. Brainstorming Ideas

"Give me 10 ideas for engaging ways to introduce a new product feature."

"Brainstorm solutions to improve cross-team communication in a remote company."

4. Creating Project Plans or Outlines

"Create a project plan outline for launching an internal newsletter." "Outline the key steps to prepare for a quarterly business review."

5. Analyzing and Interpreting Data

"I have this sales data in a table. What trends do you see? [paste table]" "Help me write 3 insights based on this survey summary: [paste summary]"

Check out these resources to make the most of ChatGPT:

Learn about prompt engineering and advanced features

Check out more role-specific guidance in Guides for Your Job

Chat template:

Hi team! 👋 If you're looking for inspiration on how to use ChatGPT in your day-to-day, we've pulled together some common use cases and sample prompts across roles—from summarizing info to brainstorming ideas and analyzing data.

💡 Example prompts:

"Summarize this meeting transcript into key decisions and action items: [paste transcript]"

"Draft a follow-up email after a client meeting highlighting next steps"

"Create a project plan outline for launching an internal newsletter"

Check out more about prompting and guides for your role.

Let us know what you’re exploring—we’d love to hear! As you find new use cases, add them to our internal Use Case Library.

Prompt tips and tricks

Email template:

Subject: Maximize the potential of ChatGPT with better prompts Get the most out of ChatGPT by creating detailed prompts! The most effective prompts usually provide the model with 3 components - a specific task, some relevant context, and a clearly defined output. If you need help, ChatGPT is great at generating detailed and efficient prompts for you, just tell it what you’re trying to do and ask it to create a prompt based on your description. You can always adjust the prompt if the result wasn’t quite what you were looking for. Watch a 90-sec video to create more effective prompts. We want to hear from you on how you are using ChatGPT Enterprise! Can you please reply to this email if you have an interesting way it has helped you with a work task?

Chat template:

💡 Example prompts:

"Summarize this meeting transcript into key decisions and action items: [paste transcript]"

"Draft a follow-up email after a client meeting highlighting next steps"

"Create a project plan outline for launching an internal newsletter"

📚 Resources to help you get the most out of ChatGPT:

ChatGPT Quickstart Guide

Guides for Your Job

Let us know what you’re exploring—we’d love to hear! As you find new use cases, add them to our internal Use Case Library.

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Communicating about ChatGPT to your team

Email templates to support your rollout

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