Writing Better Emails

Email is one of the most practical uses for AI. Whether you're stuck on how to phrase something delicate, need to write a formal message, or just want to save time, AI can help.

What You'll Learn

How to use AI to write, improve, and respond to emails faster and better.

Why This Matters

We spend hours every week on email. AI can cut that time significantly while helping you communicate more clearly and professionally.

How AI Helps with Email

AI can:

• Write emails from scratch based on your needs
• Improve existing drafts you've written
• Suggest responses to emails you've received
• Adjust the tone to match the situation
• Translate emails to other languages

Writing an Email from Scratch

The Basic Approach

Tell AI:

1. Who the email is to (boss, client, friend)
2. What the purpose is
3. Any specific tone or length requirements

Example prompt:

"Write a professional email to my client explaining that their project will be delayed by one week due to supply chain issues. Be apologetic but confident we'll deliver quality work."

Including Key Points

If you have specific things to include:

"Write an email to my landlord about a broken heater. Include:

• The heater stopped working yesterday
• The apartment is currently 55 degrees
• I work from home and need this fixed urgently
• I'm available all day tomorrow for a repair visit"

AI will weave all your points into a coherent email.

Responding to Emails

Got an email you're not sure how to respond to? Share it with AI.

Example:

"I received this email from my boss. Can you help me write a professional response?

[Paste the email here]

I want to agree to the request but ask for a deadline extension."

Handling Tricky Emails

Declining an Invitation

"Write a polite email declining a meeting invitation. I'm too busy this week but want to suggest we meet next week instead."

Giving Bad News

"Write an email informing a candidate they didn't get the job. Be kind but clear. Wish them luck."

Asking for Something

"Write an email asking my manager for a raise. I've been here 2 years and took on extra responsibilities. Keep it confident but not demanding."

Following Up

"Write a follow-up email to someone who hasn't responded to my initial email about scheduling a meeting. Keep it friendly, not pushy."

Email Tone Adjustments

Same content, different tones:

Formal

"Write a formal email to a prospective client introducing my consulting services"

Friendly

"Write a friendly email to a coworker thanking them for covering my shift"

Urgent

"Write an urgent email to IT about a system outage affecting customer orders"

Apologetic

"Write an apologetic email to a customer whose order was delivered late"

Try It Yourself

Think of an email you need to write. Then try this:

After getting the response:

• Is the tone right?
• Is anything missing?
• Use follow-ups to refine it!

Quick Email Formulas

Copy and customize these templates:

Simple Request

"Write an email to [person/role] requesting [what you need]. Keep it [tone] and under [length]."

Thank You Email

"Write a thank you email to [person] for [what they did]. Make it [genuine/professional/brief]."

Update Email

"Write an email updating [audience] on [project/situation]. Include [key points]. Tone should be [description]."

Apology Email

"Write an apologetic email to [person] about [issue]. Take responsibility and [propose solution/next steps]."

Pro Tip

Before sending any AI-written email, always:

1. Read it carefully - Make sure it sounds like you
2. Check the facts - AI might have added or changed details
3. Personalize it - Add a personal touch if appropriate
4. Proofread names and dates - Double-check these

Common Questions

Q: Is it dishonest to use AI for emails?

A: Not at all! AI is a writing tool, like spell-check or a thesaurus. You're still deciding what to say - AI just helps you say it well.

Q: What if my workplace has email guidelines?

A: Share your guidelines with AI! Say "Write this following our company tone guide: professional but friendly, use first names, avoid jargon."

Q: Can AI read my actual emails?

A: Not unless you paste them in. You can share email content with AI to get response suggestions, but be mindful of sensitive information.

Q: Should I mention I used AI?

A: For most everyday emails, no. The content represents what you want to say. For formal documents or academic work, check your organization's policies.

What's Next

Emails are just the start. In the next lesson, we'll explore using AI for longer documents like reports and proposals.