AI for Professional Emails

Stop Spending 20 Minutes on Every Email

The average professional spends 28% of their workday on email. AI can cut that in half—if you know how to use it right.

The Basic Email Prompt Formula

Simple formula:

Write a [tone] email to [recipient] about [topic]. Include [key points].

Example:

Write a professional email to my manager requesting time off June 10-14. Include that I'll finish the Q2 report before leaving.

AI output:

Subject: Time Off Request - June 10-14

Hi [Manager's Name],

I'd like to request time off from June 10-14. I'll ensure the Q2 report is completed and submitted before my leave begins.

Please let me know if this timing works.

Best regards,
[Your Name]

30 seconds, done.

Common Email Scenarios with AI

Requesting something:

Write a polite email to IT requesting a laptop upgrade. Mention my current laptop is 5 years old and slowing down productivity.

Following up:

Write a friendly follow-up email to Sarah about the proposal I sent last week. Keep it brief and not pushy.

Declining politely:

Write a polite email declining a meeting invitation due to scheduling conflicts. Suggest alternative times next week.

Apologizing:

Write an apologetic email to a client about a missed deadline. Explain the delay was due to technical issues and provide new deadline of Friday.

Thanking:

Write a warm thank-you email to my team for meeting the project deadline. Be specific about their extra effort this month.

Adjusting Tone

AI can write the same email in different tones. Just specify.

Same request, different tones:

Formal/Professional:

Write a formal email to the CEO requesting a meeting to discuss budget concerns.

Friendly/Casual:

Write a casual email to my coworker asking if they can cover my shift Friday. Keep it friendly.

Firm/Direct:

Write a firm but professional email to a vendor who missed the delivery deadline for the third time.

Apologetic:

Write an apologetic email to my team about scheduling mix-up that caused them to wait 30 minutes.

Key tone words to use:

• Professional, formal, polite, respectful
• Casual, friendly, warm, conversational
• Firm, direct, assertive
• Apologetic, regretful
• Brief, concise
• Detailed, thorough

Making AI Emails Sound Like You

AI emails can sound generic. Here's how to personalize:

Add opening personality:
AI often writes:

"I hope this email finds you well."

You might say:

"Hope your week is going great!"
"Happy Friday!"
"Thanks for the quick response earlier."

Use your sign-off:
AI defaults:

"Best regards, [Name]"

You might prefer:

"Thanks! [Name]"
"Cheers, [Name]"
"Looking forward to hearing from you, [Name]"

Add specific details:
AI writes:

"Following up on our previous conversation..."

You write:

"Following up on our chat about the marketing campaign..."

Pro tip: After AI generates the email, read it out loud. If you wouldn't say it, change it.

Email Templates to Keep Handy

Meeting request:

Write a professional email requesting a 30-minute meeting with [Name] to discuss [topic]. Suggest [day/time] but offer flexibility.

Project update:

Write a brief project update email to stakeholders. Status: [on track/delayed], key accomplishment: [X], next milestone: [Y], any blockers: [Z].

Introduction/networking:

Write a warm email introducing myself to [Name]. Mention our mutual connection [Person] and my interest in [topic]. Keep it under 100 words.

Feedback request:

Write a polite email asking [Name] for feedback on [document/presentation]. Express appreciation for their expertise.

Deadline extension request:

Write a professional email requesting a deadline extension from [date] to [new date]. Explain reason: [X]. Show commitment to quality.

Advanced: Email Chains

Replying in a thread:

I received this email: [paste email]. Write a professional response agreeing to their proposal and suggesting we schedule a kickoff call next week.

Multi-person coordination:

Write an email to the team (Sarah, John, Mike) summarizing today's decisions: [list decisions]. Assign Sarah to [task], John to [task], Mike to [task]. Ask for confirmation by EOD.

Common Mistakes to Avoid

Mistake 1: Being too vague
Bad:

"Write an email to John"

Good:

"Write a friendly email to John asking if he can review the contract by Friday and provide feedback"

Mistake 2: Accepting AI's first draft

• Always read before sending
• Check for accuracy (names, dates, facts)
• Add personal touch
• Remove overly formal language if not your style

Mistake 3: Over-explaining to AI
Bad:

"Write an email about... and make sure to mention... and also include... and don't forget..."

Good:

"Write [tone] email to [person] about [topic]. Include: [bullet points]"

Mistake 4: Not checking for weird AI phrases
Watch for:

• "I hope this email finds you well"
• "Please do not hesitate to contact me"
• "I am writing to inform you"
• "Thank you for your time and consideration"

Replace with how you actually talk.

Time-Savers: Email Shortcuts

Quick replies:

Write a 2-sentence reply confirming I received their email and will respond in detail tomorrow.

Batch similar emails:

Write 3 variations of a follow-up email to clients who haven't responded to proposals. Make each slightly different but keep the same message.

Meeting notes to email:

Convert these meeting notes into an email summary: [paste notes]. Send to attendees.

Bullet points to email:

Turn these bullet points into a professional email to the team: [paste bullets]

Real-World Examples

Example 1: Saying no to extra work
Prompt:

Write a polite email to my boss declining to take on the extra project. Explain I'm currently at capacity with X and Y projects and want to maintain quality. Suggest revisiting in 2 weeks.

Example 2: Chasing payment
Prompt:

Write a firm but professional email to a client about invoice #1234 that is 30 days overdue. Request payment by end of week.

Example 3: Apologizing for mistake
Prompt:

Write an apologetic email to the team about sending the wrong file in this morning's email. Attach correct file and acknowledge the confusion this caused.

Example 4: Congratulating coworker
Prompt:

Write a warm congratulations email to Lisa on her promotion to Senior Director. Mention how much I've learned from her leadership.

Practice Exercises

Exercise 1: Write 3 common emails
Use AI to write:

1. A meeting request
2. A polite decline
3. A follow-up on a pending item

Time yourself. Can you do all 3 in under 5 minutes?

Exercise 2: Tone comparison
Write the same email in 3 tones:

• Formal
• Friendly
• Firm

Notice how tone changes the message while keeping the same content.

Exercise 3: Personalize AI output
Have AI write a generic email. Then:

1. Replace opening with your style
2. Add a specific detail
3. Change sign-off to yours
4. Read it out loud—does it sound like you?

Tips for Email AI Success

Be specific about what you want:

• Tone (formal, casual, friendly)
• Length (brief, detailed)
• Key points to include
• Recipient context (boss, client, coworker)

Always review before sending:

• Check facts and names
• Remove overly formal AI phrases
• Add your personality
• Verify it says what you mean

Save your best prompts:

• Keep a doc of prompts that worked well
• Tweak and reuse for similar situations
• Build your personal email prompt library

Speed up with pre-prompts:
Start prompts with context:

"I'm a [job title] at [company]. Write a..."