How to Write Better Emails With AI [With Prompts]
Despite the endless communication channels available today, email remains the primary medium for staying in touch, especially in the business world. To illustrate, the average office worker receives about 121 emails each workday and sends around 40, accumulating a significant volume of emails over time. For instance, a company with 1,000 employees will send about 40,000 business emails in just one day.
Given this scenario, crafting concise and effective emails has become crucial to saving time and conveying messages efficiently. This is where the integration of ’email with AI’ comes into play. Whether you’re an email veteran or a novice, this guide will introduce you to the transformative world of AI in email communication, along with some indispensable tools to get you started. Let’s delve into the basics first.
What Is an AI Email Writer?
An AI email writer is a sophisticated tool that harnesses the capabilities of AI to help you swiftly craft high-quality email content. These tools, grounded in AI technologies like Natural Language Processing (NLP) and machine learning, perform various functions such as research, grammar checking, syntax analysis, tone modulation, and personalization, essentially acting as your personal copy expert to craft remarkable emails.
How Does an AI Email Writer Work?
Most AI email writing tools follow a similar pattern. They typically prompt you to input keywords, the desired tone, and the sentiment (positive or negative) to be conveyed in the message. Leveraging the data you provide, these tools craft high-quality, ready-to-use email copy. However, it’s vital to review and fact-check AI-generated content to preserve the integrity and accuracy of your communication.
Is There an AI Tool to Write Emails for Free?
In the rapidly expanding market of AI tools, several platforms offer complimentary services to aid in email writing. These platforms often feature predictive text, grammar correction, and basic style suggestions, enhancing your ability to email with AI.
One such tool is Spike’s Magic AI writing assistant, specifically the Magic Message feature now integrated into Spike. This tool significantly reduces the time spent on crafting professional emails by serving as your personal assistant, composing, editing, and refining your messages. It not only saves time but also adds clarity and precision to your business communications. Here are a few daily prompts I use with Magic Message:
5 Prompts to Write Better Emails:
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Help me draft an introductory email to a potential business partner. (Target Audience: Business Executives; Tone: Formal and Professional; Word Count: 200-250 words)
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Create a welcoming email for new employees joining the team. (Target Audience: New Employees; Tone: Warm and Encouraging; Word Count: 150-200 words)
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Assist in writing a product launch announcement email to our subscribers. (Target Audience: Subscribers; Tone: Exciting and Informative; Word Count: 300-350 words)
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Generate a polite follow-up email for clients who have not responded to the previous communication. (Target Audience: Existing Clients; Tone: Polite and Patient)
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Compose a thank-you email to attendees after a successful webinar or event. (Target Audience: Event Attendees; Tone: Grateful and Professional; Word Count: 100-150 words)
Overwhelmed with a flood of emails? Spike’s Magic AI can be a lifesaver, facilitating the composition of quick and relevant email responses. This potent feature crafts replies based on the content and context of incoming emails, enabling you to maintain timely and appropriate correspondence with all stakeholders. Here are some reply prompt examples:
5 Prompts to Write Better Email Replies:
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Craft a professional response to a job application. (Target Audience: Job Applicants; Tone: Formal and Respectful; Word Count: 150-200 words)
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Generate a tactful response to a negative review or feedback. (Target Audience: Unsatisfied Customers; Tone: Empathetic and Solution-Oriented; Word Count: 200-250 words)
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Assist in creating a detailed answer to a customer’s product query. (Target Audience: Inquisitive Customers; Tone: Informative and Helpful; Word Count: 250-300 words)
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Help me write a congratulatory message for a team member’s work anniversary. (Target Audience: Team Members; Tone: Warm and Celebratory; Word Count: 100-150 words)
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Create a thoughtful response to a collaboration proposal. (Target Audience: Potential Collaborators; Tone: Enthusiastic and Open; Word Count: 200-250 words)
How Is AI Used in Email Communication?
AI has profoundly impacted email communication, streamlining and enhancing the process in various ways:
Predictive Text and Grammar Correction: AI algorithms predict potential words or phrases you might type, saving time and minimizing errors. They can also identify and rectify grammatical errors, elevating the quality of the email.
Personalization of Email Content: AI analyzes data to create personalized email content, making the communication more engaging and relevant to the recipient.
Email Campaign Optimization: For businesses, AI optimizes email campaigns by analyzing user behavior and preferences, suggesting the optimal time to send emails, segmenting the audience, and personalizing content to boost engagement and conversion rates.
Can I Train an AI to Write Like Me?
Absolutely, you can train an AI to emulate your writing style, adding a personal touch and authenticity to your emails. AI models learn from extensive datasets. To train an AI to mimic your writing style, provide it with ample samples of your writing.
What AI Is Best at Writing?
AI has made remarkable advancements in writing, with certain models excelling in crafting content nearly indistinguishable from human-written text. Here’s a breakdown of AI’s prowess in various writing domains:
Technical Writing: AI shines in technical writing, where clarity and precision are vital. It can efficiently create manuals, reports, and documentation with accuracy.
Creative Writing: While AI has ventured into creative writing, it still has room for improvement to match human creativity fully. However, it can assist in generating ideas, outlines, and even draft content for human writers to refine.
Copywriting: AI is adept at copywriting, crafting engaging and persuasive content for websites, ads, and marketing campaigns. It can analyze data to tailor content to the target audience, enhancing its effectiveness.
Academic Writing: AI assists in academic writing by aiding with research, data analysis, and crafting well-structured drafts. It can also check for plagiarism and suggest improvements to enhance content quality.
Conclusion
The integration of AI in email communication has ushered in a realm of opportunities, making the process more streamlined, personalized, and effective. From free tools to assist in basic email writing to advanced AI generators capable of creating content in various styles and genres, the options are vast and continually evolving. As we navigate this thrilling landscape, it’s vital to select tools that align with our needs and to employ AI ethically and responsibly. The future of ’email with AI’ looks promising, revolutionizing our communication methods and making our exchanges more meaningful and impactful.
