01 · The tools
Which AI tools to use for email
02 · The method
Step by step
- 1
Brief, do not write
Give the AI the key points as bullets and let it assemble the message. Writing the brief is faster than writing the email.
- 2
Set tone and length explicitly
Say 'warm but brief' or 'firm and formal' and cap the length. Tone is where AI email most often misses.
- 3
Summarize before replying to long threads
Paste a long thread and ask for a summary and the specific points that need a response, so your reply is complete.
- 4
Use it to soften or sharpen
Paste a blunt draft and ask for a more diplomatic version, or a wordy one and ask it to cut to the point.
- 5
Read every word before sending
AI can invent details, agree to things, or misstate a date. The final read is non-negotiable, especially for external email.
03 · Use this now
Copy-paste prompt for an email reply
You are my email assistant. Here is the message I am replying to: [paste]. The points I want to make: [your bullets]. Write a reply that is [tone, e.g. warm but brief], no longer than [length]. Do not agree to anything I did not list, do not invent dates or details, and leave a [placeholder] where I need to add a specific fact. Give me the reply only.
04 · Avoid these
Common mistakes
- Sending without reading. AI can add commitments, wrong dates or details you never intended.
- Letting every email default to the same AI tone, which reads as impersonal across a whole inbox.
- Pasting confidential threads into a public tool; use an in-inbox enterprise assistant for sensitive mail.
05 · Questions
Frequently asked questions
What is the best AI for writing emails?
If you want it inside your inbox, Copilot in Outlook and Gemini in Gmail are best. For free drafting by pasting a thread, ChatGPT and Claude both work well, with Claude a little more natural in tone.
Can AI manage my whole inbox?
It can summarize threads, draft replies and help you triage quickly, but you should still review each message. Fully hands-off inbox automation risks sending wrong or over-committing replies.
Can AI summarize a long email thread?
Yes. Paste the thread and ask for a summary plus the specific points that need your response. This is one of the highest-value email uses, especially for threads you were added to late.