Use Outlook's Copilot to Draft Borrower Follow-Up Emails

What This Does

Copilot in Outlook drafts borrower follow-up emails (overdue document requests, missing tax return reminders, covenant compliance notifications, and post-close condition letters) without you typing from scratch each time.

Before You Start

• You have Outlook open with a Microsoft 365 subscription that includes Copilot
• You know the purpose of the email and any relevant deadlines

Steps

1. Start a new email

Click New Email in Outlook.

2. Open Copilot

Click the Copilot button in the email compose toolbar (sparkle icon near the bottom). Select Draft with Copilot.

3. Describe what you need

Type a plain-English description of the email. Be specific about tone, as borrower relationships are sensitive.

4. Review, edit, and send

Read the draft carefully. Adjust tone if needed. Always personalize before sending.

Real Examples

Overdue document follow-up: "Draft a professional follow-up email to a business owner reminding them that their annual review financial documents are 3 weeks overdue. The documents requested were: 2024 business tax return, YTD P&L, and YTD balance sheet. The due date was February 28. Keep a polite but firm tone — this is a valued customer but we need the documents to complete the review. My name is [Name], Commercial Lender."

Missing tax return second request: "Write a second request email for outstanding documents. The borrower's accountant was supposed to send 3 years of tax returns by March 1. Nothing received. This is the second follow-up. Tone should be direct but professional — escalate the urgency without being accusatory."

Post-close condition reminder: "Draft an email notifying a borrower that their loan closing had a condition that hasn't been satisfied: they need to provide proof of insurance naming the bank as loss payee within 30 days of closing. Closing was January 15. We haven't received the insurance certificate. Include what they need to provide and who to send it to."

Tips

• Use "Summarize" to condense a long email thread before replying: Copilot can summarize a 15-email chain so you understand context before drafting your response
• For sensitive situations (missed payments, covenant breaches), draft in Outlook but review with your relationship manager before sending
• Ask Copilot to "adjust the tone to be more formal" or "make this shorter" after the initial draft

Tool interfaces change. If the button has moved, look for the AI/sparkle icon in the compose toolbar.