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Make blunt client emails kinder with ChatGPT at a veterinary hospital

who Dr. William Tancredi, veterinarian and owner of Old Ridge Veterinary Hospital in Chadds Ford, Pennsylvania, interviewed by Today's Veterinary Business

The problem

Client emails need to be kind and compassionate, and he calls himself a "fairly direct human from the East Coast."

What happened

"I like that ChatGPT remembers the social niceties at the beginning and the end," he says. The article says his team members save huge amounts of time thanks to AI, and that he wants that time to go to a better work-life balance rather than more patients a day. No hours-saved figure is given.

Quoted in the source: Dr. William Tancredi, owner, Old Ridge Veterinary Hospital. Source: Today's Veterinary Business: Unleashed Potential, how artificial intelligence is changing veterinary medicine (2023-12-01) · Added 2026-10-16.

How to set it up yourself

1. What Old Ridge Veterinary Hospital does: uses ChatGPT for client email copy, which Dr. Tancredi finds kinder and more compassionate than what he might write himself, including the friendly opening and closing.
2. Write the email the way you normally would, with the facts: what you found, what you recommend, any estimate and the next step. Leave out the client's full name, phone, address and account numbers; the pet's first name is enough.
3. Paste it into ChatGPT (the free plan works) with the prompt below. Check that every finding, medication, dose, price and date is exactly as you wrote it. ChatGPT should change the tone, not the content.
4. Save the prompt in a ChatGPT project named "Client emails" (select New project in the sidebar) so the team uses the same tone rules, and have the vet who saw the patient read each email before it goes out.

Copy-paste prompt

Rewrite this client email from {PRACTICE NAME} so it is warm, kind and compassionate but still clear and direct. Add a short friendly opening and a closing that invites questions and says how to reach us ({PHONE OR PORTAL}). Keep every medical finding, medication, dose, price and date exactly as written, and don't add advice or reassurance I didn't write. Keep it under {WORD LIMIT} words. Pet's name: {PET NAME}. My draft: {YOUR DRAFT}.

Tools used

Some tool links may be affiliate links. Disclosure

Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-14)

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