How to Use ChatGPT for Sending Out Interpreter Call-Out Emails

Managing interpreter call-outs can be time-consuming, especially if you’re busy with work and juggling multiple responsibilities. If you’re looking for a quick and efficient way to handle this process, ChatGPT can help streamline your workflow. Here’s how you can use ChatGPT to draft professional interpreter call-out emails with ease.

Step 1: Create a Basic Email Template

Start by drafting a simple template that you would typically send when requesting interpreter availability. This template should include:

• Subject Line: Keep it clear and concise (e.g., “Interpreter Call-Out: [Date] [Time] [Location/Remote]”).
• Introduction: Briefly explain the purpose of the email.
• Details of the Booking: Include the date, time, location, duration, language requirements, and any specific preferences (e.g., preferred BSL interpreter, gender preferences, etc.).
• Response Instructions: Clearly state how interpreters should respond if they are available (e.g. “If you’re available, please reply with your quote”).

Having this structure will make it easier for ChatGPT to generate consistent emails that fit your needs.

Step 2: Provide Key Details to ChatGPT

When you’re ready to send a new call-out, simply provide ChatGPT with the key information about the booking. This can include:

• Date and time of the assignment
• Location or remote platform details
• Duration of the booking
• Type of event (e.g., meeting, lecture, appointment)
• Any specific interpreter preferences or requirements

You can phrase your request like this:

“Draft an interpreter call-out email for a meeting with my line manager on 15 March 2025, from 10:00 to 11:00, at my department, 123 Address Line. I need 2 RSLIs for the meeting. Please ask interpreters to reply with their quote if they’re available.”

ChatGPT will then generate a professional email based on the information you provided.

Step 3: Review and Customise

Before sending the email, review the draft to ensure all the details are accurate. You can make any necessary adjustments to match your preferred tone or style.

Step 4: Use Mail Merge for Bulk Emails

If you need to send the call-out to a list of your preferred interpreters, you can save even more time by using a mail merge feature in tools like Microsoft Outlook or Google Workspace.

Here’s how to do it:

1. Prepare Your Contact List: Create a spreadsheet with the names and email addresses of your preferred interpreters.
2. Draft Your Email: Use the email generated by ChatGPT as your base template.
3. Mail Merge Setup: Import your contact list into your email platform and set up a mail merge to personalise each email (e.g. it can address each interpreter by their first name).
4. Send: Review the final output to ensure everything looks correct, then send the emails in bulk.

Why This Works

• Efficiency: Automates repetitive tasks, saving you valuable time.
• Consistency: Ensures all emails are professional and follow a standard format.
• Customisation: Easily adjust emails for specific bookings without starting from scratch.

Using ChatGPT alongside mail merge helps simplify interpreter bookings, making it easier to quickly find interpreters for your meetings and events.

What do you think of this article so far? Please do comment with your feedback and suggestions as well as ideas! Thank you for reading.