Writing a top-quality business email isn’t an easy task. On the one hand, you’ve to
sound professional & persuasive. On the other hand, you need to avoid being too
pushy. That’s why people spend a lot of time creating a fantastic email.
According to a McKinsey report, professionals spend almost 28% of their workweek on
email communication.
But crafting a top-of-the-line email demands time & effort.
Here is the good news: Technology can help you write better emails faster!
In today’s guide, we’ll explore how AI tools can simplify the email writing process. By the
end, you’ll be able to learn how to use AI tools to draft emails that hit the right notes
every time.
Why Email Quality Matters
Emails represent your personal or company brand. Therefore, a poorly written email can
confuse the recipient & create a negative impression.
A well-written email, on the other hand, can make you stand out. It builds trust with
clients, colleagues, & partners. So, writing premium-quality emails matters the most for
your business’s success.
How Can AI Tools Help You Achieve Email Writing Goals without Extra Effort?
Take a look at how AI tools can help you streamline the email writing process!
Write Emails Instantly
AI tools like ChatGPT, Gemini, Jasper AI, & WriteSonic can help you write emails in a
few seconds. Let’s suppose you need to respond to a client’s question & don’t know
how to come up with the best words.
Panic not!
AI tools have you covered! These tools can help you generate a professional response
based on your prompt. So you don’t need to scratch your head! All you need to do is to
give simple details to the tool & ask it to write a response email on your behalf.
The tool will draft a responsive email for you in a matter of moments. This way, you can
save your time.
Reduce Writer’s Block
Sometimes, writers stare at a blank page, brainstorming ideas. AI can offer inspiration
when you’re stuck.
How?
Tools like Copy.ai or Writesonic generate ideas based on your input; this gives you a
creative starting point.
For example, if you’re writing a holiday greeting email, AI can suggest phrases like:
- Wishing you a joyous holiday season filled with success & happiness.
- Happy Holidays! We’re grateful for your partnership this year.
These suggestions help you move forward without wasting time.
Create Enticing Subject Lines
Your subject line is the first thing a recipient sees. A good subject line can compel
people to open your email. AI tools like Phrase can help you write better subject lines.
For example, instead of “Meeting Reminder”, an AI tool might suggest “Quick
Reminder: Our Meeting Tomorrow at 3 PM.” These small changes can make a big
difference.
Improve Grammar & Clarity
Have you ever sent an email & then realized you made a grammatical mistake in it?
Frustrating, right?
Well, it happens to the best of us.
Grammar checker tools can help you find & fix mistakes in your writing before you send
it. They can find grammar, punctuation, & other errors. Guess what? This will help you
write better emails.
Enhance Text’s Readability
In business communications, clarity is the key to success. If your emails are too
complicated, people might not understand them. An AI paraphrasing tool can help you
write clearer & simpler emails. It can make your writing easier to understand by
replacing difficult words & restructuring sentences.
For example, instead of saying “endeavoring to resolve,” the tool might suggest
“working to fix”. This way will help you write professional emails that are easy to read.
Personalize Your Emails
Usually, people ignore generic emails.
Want to know the good news?
AI tools can help you write emails that are more personal. How? These tools can look at
the person's past behavior & suggest ways to make your message more relevant to
them. Tools like HubSpot AI can assist you in analyzing recipient data.
Instead of a standard,”Hi John, thanks for your email”, you could use, “Hi John, I
appreciate your detailed question about [specific topic].”
This small personal touch can make a big difference in engagement.
Save Time on Follow-Ups
You send an email & don’t get a reply. You forget to follow up. No worries; AI tools can
help with this.
How?
Tools like Salesforce Einstein and Boomerang can send reminders & even write
follow-up emails for you.
For example:
After three days of no response, the tool can suggest a follow-up email like: “Hi John, I
hope this email finds you well. I wanted to follow up on my previous message
regarding [topic]. Please let me know if you have any questions.”
This ensures you never lose track of important conversations.
Translate Emails
If your business operates globally, you might need to write emails in different
languages. AI tools like DeepL or Google Translate can help you translate your emails
correctly. This will help you avoid mistakes & sound more professional.
Ensure Emails Are Mobile-Friendly
50-60% of emails are read on mobile devices in 2024. Therefore, it’s important to make
sure your emails look good on small screens.
Tools like Litmus can help you check how your email will look on different phones. This
way, your emails are easy to read, no matter where someone opens them.
Analyze Email Performance
How can you tell if your emails are working efficiently?
You can use tools like Mailchimp or ActiveCampaign to track things like how many
people open your emails, click on the links, & how quickly they reply.
These tools can also give you tips to improve your emails, like when to send them or
what to write in the subject line. It’s a win-win!
The Bottom Line
AI can make your emails better. It can help you write faster, make fewer mistakes, &
convey your message more clearly.
While AI is helpful, it's still important to connect with people personally. So, use AI to
help you write better emails, & focus on building real relationships.
