How to Use AI to Write Emails for You
Stop staring at a blank screen. Let AI write the perfect email in 3 seconds — for free.
We have all been there. Staring at a blinking cursor, trying to figure out how to phrase a difficult email. What if you could just tell an assistant the basic idea, and they would write the perfect email for you in three seconds? With AI tools like ChatGPT, you can.
The Secret to Great AI Emails: The Prompt
When you use ChatGPT, the instruction you type into the box is called a prompt. A perfect prompt has three simple parts:
- 1Who you are writing to.
- 2What the goal of the email is.
- 3How you want it to sound (the tone).
Example 1: The Customer Service Complaint
You Type (The Prompt):
"Write an email to customer service. The goal is to tell them the gardening shears I ordered arrived with a broken handle, and I want a full refund, not a replacement. Make the tone polite but firm."
ChatGPT Answers:
Dear Customer Service,
I am writing regarding my recent order of gardening shears. Unfortunately, the item arrived with a broken handle and is unusable.
Because of this issue, I am requesting a full refund to my original payment method, rather than a replacement item.
Please let me know the next steps to process this refund. I look forward to your prompt response.
Sincerely,
[Your Name]
Example 2: The Delicate Family Situation
You Type (The Prompt):
"Write an email to my cousin Sarah. The goal is to tell her I am so happy for her wedding, but I will not be able to attend because the travel is outside my budget right now. Make the tone warm, loving, and supportive."
ChatGPT Answers:
Dear Sarah,
I am so incredibly happy for you and [Fiancé's Name] as you celebrate your wedding! It is such an exciting time.
I am writing to let you know that, unfortunately, I won't be able to attend the celebration. As much as I would love to be there with you on your special day, the travel costs are just a bit outside my budget right now.
Please know that I will be thinking of you and sending all my love. I hope your day is as beautiful as you are, and I can't wait to see all the pictures!
With so much love,
[Your Name]
How to Adjust an Email You Do Not Like
Because ChatGPT remembers the conversation, you can just ask it to make a change. Try typing things like:
"Make that a little shorter."
"Make it sound more casual, like I am talking to a friend."
"Add a sentence at the end asking them to call me on Tuesday."
Copy, Paste, and Send
Once ChatGPT writes an email you like, highlight the text, copy it, and paste it into your email program. Always read the email from top to bottom before you send it and fill in any blank spots like [Your Name].