Use Outlook Copilot to Draft Vendor and Tenant Emails

What This Does

Copilot in Outlook drafts the professional emails that take up so much FM time — vendor follow-ups, tenant communications, contractor instructions, and internal requests — with the right tone and structure in seconds.

Before You Start

• You have Outlook open (desktop or web at outlook.office365.com)
• You're signed in with Microsoft 365 Business or Enterprise with Copilot enabled

Steps

1. Start a new email and open Copilot

Click New Email. In the email composition window, click the Copilot icon (spark symbol) in the formatting toolbar above the email body. Select Draft with Copilot.

2. Describe what you need

Type a clear instruction in the Copilot prompt box:

• "Write a professional email to our HVAC contractor asking why they missed their scheduled PM visit yesterday and when they can reschedule. We have a compliance inspection next week."
• "Draft a tenant notification email about a 3-day lobby renovation starting Monday. Key points: elevator access unaffected, temporary entrance on south side, sorry for the inconvenience."
• "Write a follow-up email to three vendors who submitted bids, thanking them and asking if they can provide an updated quote with a 5% reduction."

Select Formal tone if writing to vendors or management.

3. Review and send

Copilot inserts the draft. Edit for specifics (contractor name, actual dates, your email signature format), then send.

Real Example

Scenario: Your cleaning contractor keeps leaving the building unsecured after their overnight shift. You've mentioned it verbally twice and it's now become a safety issue.

What you type: "Write a formal email to our cleaning contractor supervisor documenting that we've found the building unsecured after their overnight shift three times in the past month, including dates [list]. This is a serious safety and insurance violation. Request a written corrective action plan by Friday. Tone: serious but professional, not hostile."

What you get: A documented, professional email that creates a paper trail — useful if the issue continues and you need to escalate or terminate the contract.

Tips

• Use the Coaching feature to review your own drafted emails: it scores your tone and suggests improvements — helpful for difficult messages to vendors or tenants
• For urgent or sensitive situations (safety violations, formal notices), have your manager review before sending
• Keep a folder of Copilot-drafted emails that worked well — they become templates for recurring situations

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