AI Writing, CHATGPT
How to Write Your First AI-Assisted Email
Sep
As you know, I always love to get emails about words, grammar, and of course, all things AI. This week, we look at an email I got (would you say ‘received’?) from CJ in Buffalo on how to craft specific types of emails. Let’s take a peek.
Subject: Quick Question about AI for Emails
Hi,
Thanks for reaching out and for reading my previous article, “What is AI Writing and Why Should You Care?” It’s great to hear from someone eager to explore how AI can genuinely help in our day-to-day work. You asked about getting started with AI for emails, specifically how to make them clearer and more concise. It’s a question I get asked a lot, and honestly, it’s one of the most practical ways to begin leveraging these tools.
After 20 years in content development, I’ve learned that clarity and conciseness in emails aren’t just about good manners; they’re about respect for your colleagues’ time and ensuring your message lands effectively. A rambling email can easily get lost, misunderstood, or worse, ignored. It’s like a poorly constructed sentence in a novel – it disrupts the flow and can leave the reader feeling frustrated.
You’re right to focus on emails. They’re the lifeblood of most office communication, and getting them right can make a huge difference. Let’s look at some practical ways to use AI when crafting your emails.
The Common Email Struggle: Getting Your Point Across Clearly and Concisely
One of the most frequent email challenges I see, and one I’ve certainly grappled with myself (especially when juggling a busy editorial calendar or, dare I say, a particularly tense Arsenal match!), is ensuring the core message isn’t buried.
We often have a lot to say, or we try too hard to be polite, and the main point gets lost in a sea of words.
This is where AI, particularly tools like ChatGPT, can be incredibly helpful. It acts like a meticulous editor, helping you strip away the unnecessary and highlight what truly matters.
Three Ways AI Can Help You Craft Better Emails
Let’s look at three specific scenarios where AI can transform your email writing:
1. Condensing a Long, Rambling Draft
You’ve written an email, but it feels too long. You’re worried it won’t be read, or that the recipient will miss the key information.
- Your Problem: Your draft is wordy and lacks focus.
- AI Solution: Use AI to condense your text and highlight the main points.
Specific Prompt Example:
Please condense the following email draft to be more concise and clear. Focus on the main request and ensure it's easy to read. Remove any jargon or unnecessary pleasantries. The target audience is a busy colleague.
Modifying the Prompt:
- For a different audience: Change “The target audience is a busy colleague” to “The target audience is a senior executive” or “The target audience is a client.”
- To specify length: Add “Keep the final email to under 100 words” or “Summarize this into three bullet points.”
- To adjust tone: Add “Maintain a friendly but professional tone” or “Make the tone more direct.”
2. Ensuring a Professional Tone
Perhaps English isn’t your first language, or you’re writing to a new client and want to make the best possible impression. You want your email to sound sophisticated and error-free.
- Your Problem: Your email draft lacks polish or sounds a bit awkward.
- AI Solution: Use AI to refine your language, correct grammar, and ensure a professional tone.
Specific Prompt Example:
Please review the following email draft for grammar, spelling, and clarity. Ensure it has a professional and polite tone suitable for a new business contact. Rephrase any awkward sentences and remove any colloquialisms.
Modifying the Prompt:
- For a specific industry: Add “Ensure the language is appropriate for the [e.g., tech, finance, legal] industry.”
- To request specific vocabulary: Add “Incorporate terms like ‘synergy’ and ‘leverage’ appropriately” (use with caution!).
- To simplify complex sentences: Add “Break down any complex sentences into simpler ones.”
3. Brainstorming the Right Opening or Call to Action
Sometimes, the hardest part is starting or knowing how to end your email effectively. You want to grab attention or clearly state what you need the recipient to do.
- Your Problem: You’re struggling to find the right opening hook or a clear call to action.
- AI Solution: Use AI to generate multiple options for your opening or closing.
Specific Prompt Example (for opening):
I need to write an email to my manager requesting approval for a new software tool. The key benefit is that it will save the team 5 hours per week. Please suggest three different opening sentences for this email that are engaging and clearly state the purpose.
Specific Prompt Example (for call to action):
I've written an email about a project update. The main action I need the recipient to take is to review a document and provide feedback by Friday. Please suggest three clear and polite calls to action for the end of this email.
Modifying the Prompt:
- For a different tone: Add “Suggest openings that are more urgent” or “Suggest calls to action that are more collaborative.”
- To specify the desired outcome: Add “Suggest openings that emphasize the cost savings” or “Suggest calls to action that encourage a quick decision.”
A Quick Word on “Jargon”
You might have heard the term “jargon” before.
In plain English, jargon is specialized language used by a particular profession or group that is often difficult for outsiders to understand. Think of it like a secret code. While it can be efficient for insiders, it can alienate or confuse others. AI can help you identify and remove jargon, making your emails accessible to a wider audience.
Your Challenge: Take the First Step
The best way to understand the power of AI writing is to experience it.
How about this? For the next 30 days, dedicate just one hour per day to exploring an AI writing tool like ChatGPT.
- This week: Focus on using AI to refine at least three of your daily emails. Try condensing a long draft, polishing your language, or brainstorming better openings and calls to action.
- Keep a simple log: Note what you tried, what worked well, and what surprised you.
Klariti Checklist for Crafting Better Emails with AI
- [ ] Identify an email that needs improvement: Is it too long, awkward, or unclear?
- [ ] Open your AI writing tool.
- [ ] Craft a specific prompt: Clearly state your goal (condense, polish, brainstorm).
- [ ] Provide your draft or context.
- [ ] Review the AI-generated suggestions: Look for improvements in clarity, conciseness, and tone.
- [ ] Modify prompts as needed: Experiment with different instructions to get better results.
- [ ] Make final edits: Add your personal touch and ensure accuracy.
- [ ] Send the polished email.
“What I’d like to know is…”
Did you find this helpful? What’s the one thing you’d like to learn about related to AI?
Want more AI Writing Tutorials? Sign up for our newsletter to receive more practical AI writing tips and tutorials delivered straight to your inbox.
Connect with us
