Email has been around for 50 years, and for most of that time, it hasn’t changed much. But that’s starting to change.
Since ChatGPT came out two years ago, email is getting a big upgrade thanks to generative AI.
Now, email tools like Outlook and Gmail include AI helpers that can help you write and improve your emails. In the UK, some workers spend almost nine hours a week writing emails, so using AI could save a lot of time.
These AI tools—whether built into your email app or used through chatbots like ChatGPT or Gemini—can help make your writing clearer, more persuasive, and more suited to your audience.
Knowing how to give the right instructions (called “prompts”) to AI is quickly becoming an important skill, both at work and in daily life. If you want to write better emails faster and tailor them to different people or situations, here are some useful tips and example prompts.
Which AI Tools Should You Use?
Before we begin—these tips and prompts will work with most AI tools, whether it’s a chatbot like ChatGPT or a built-in assistant like Copilot in your email app.
For basic tasks like writing an email, most of these tools work in the same way. You don’t need advanced features like web search or image understanding unless the tip mentions it.
As already mentioned, both Gmail and Outlook have AI assistants in their free and paid versions, for both browser and mobile apps. Chatbots like ChatGPT, Gemini, and Claude also have free versions that are good at writing emails.
Tips for Writing Better Prompts
One of the most important things when working with AI is to know what you want.
If your instructions are vague or unclear, the AI might not give you what you need. It’s smart, but it can’t guess what you’re thinking.
If you’re not sure what you want, you can ask the AI to help you figure it out. It can guide you on setting clear goals and knowing what a good result looks like.
Using ChatGPT to Help You Write Better Emails
One important thing to know is that you can give ChatGPT (or similar tools) any data it needs to help with your task. You can upload things like spreadsheets, articles, images, or other media, and the AI can find useful information to include in your emails.
Example: A business could upload customer purchase records, and ChatGPT can use that data to create follow-up emails asking customers how they liked their purchase.
Another helpful tip is to clearly say who the email is for. If you tell ChatGPT that the message is for your boss, customers, or people you’re trying to help, it will write in a tone that fits the audience better.
If you want the email to sound like it’s really from you, you can show ChatGPT how you usually write — either by uploading examples or pasting them into the chat. This helps the AI match your voice, tone, and style.
One thing to watch out for is something called “AI hallucination.” This happens when the AI doesn’t know the answer and makes something up instead. To avoid this, just tell it:
“Ask me for any information you need to complete this task.”
This helps make your prompts more accurate and useful.
Useful Prompts to Help You Write Better Emails
1. Summarize or Recap a Meeting
AI works best when you give it specific details. Don’t rely on it to guess.
Prompt: “Use the attendance record, agenda, and meeting notes to summarize the meeting. Then, create a personalized follow-up email for each person and an action plan with current goals, timeline, and next steps.”
2. Write a Persuasive Email
If you’re trying to get people to do something (like buy a product, join an event, or support a cause), use this prompt to improve your email:
Prompt:“Please take this draft email and make it more likely to achieve its goal. Organize it clearly, make it short and persuasive, and highlight the key benefits or risks. If the goal isn’t clear, ask me to explain it. Keep my voice, tone, and message the same. Once you have everything you need, write a strong, persuasive version of the email.”
3. Appeal a Fine or Ticket
To write a strong appeal, you’ll need a copy of the rules you’re accused of breaking.
Prompt:“Help me appeal this fine or penalty. I’ve attached the rules I’m said to have broken. Please ask me why I think the fine should be overturned. Then write a short, polite, but clear letter that refers to the rules and explains why the fine should be canceled.”
Final Tips for Using AI Well
These examples show how you can get help from AI in different situations. You can change them to fit your own needs.
The key is to give AI the right details — and tell it to ask if anything is missing. This makes the results more accurate and personalized.
The truth is, knowing how to work with AI will be a big advantage in the future. Tools like ChatGPT make things easier by removing the need for technical skills like coding.
But using AI well is still a skill — and the more you practice and learn, the better you’ll get. And the better you get, the more value and opportunity AI can bring you.
Published: 27th May 2025
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