How to use artificial intelligence for email writing

You can use artificial intelligence (AI) to write emails by leveraging popular AI models like GPT-4. These large language models (LLMs) generate human-like text, making them highly effective for communication purposes.

How do AI and emails fit together?

In our highly digitised world, emails are a central communication tool and will continue to be in the future. Using AI to write emails not only saves time but also elevates communication to a new level. This isn’t limited to having AI automatically draft emails though. It also includes optimising, personalising and categorising them.

How can AI help with writing emails?

AI provides a variety of ways to assist you with writing emails.

Automatic text generation

AI models like GPT-4 can draft emails for you. All you need to do is provide a subject line and some keywords, and the AI generates a message. This is especially useful when you’re under time pressure or need a concise, well-crafted message.

Text optimisation

AI tools can improve existing text by checking for spelling errors or enhancing style. Whether it’s grammar, tone or readability, various AI models identify potential improvements and suggest optimisations. This allows users without advanced language skills to write professional emails.

Personalisation

Modern AI systems can analyse prior communication to help tailor emails specifically to the recipient. This builds a more personal connection with clients, which is often advantageous in business communication.

Automated reply suggestions

Some email platforms, like Gmail, already offer AI-based suggestions for replies. These are generated based on the content of incoming messages, speeding up the process of responding to routine emails.

Categorisation and prioritisation

AI can also manage email overload by categorising messages and prioritising them based on importance. This allows users to quickly identify which emails require immediate attention and which can be addressed later.

What are the pros and cons of AI-generated emails?

As with any technology, using AI to write emails has both advantages and disadvantages. The value of using AI models depends on the specific use case.

Advantages

Saves time: One of the most obvious benefits of letting AI write your emails is the significant amount of time saved. Instead of spending time crafting a message, AI completes the task in seconds.

Consistency and professionalism: AI helps maintain a professional tone in business emails and ensures consistent communication, which is particularly useful in companies that have established style guidelines.

Personalisation: AI can tailor text based on the recipient’s preferences, potentially leading to higher response rates.

Improved quality: AI writing assistants can detect and correct stylistic and grammatical errors, improving the quality of emails, especially for those who may be writing in a different language.

Disadvantages

Lack of emotional intelligence: While AI can produce remarkably human-like emails, it lacks genuine emotional intelligence. Subtle nuances or unspoken implications might not be accurately conveyed.

Creativity and individuality: AI-generated emails can sometimes feel impersonal, as they often rely on standardised phrases and clichés. Creative and unique texts are less likely to be produced.

Dependence on technology: As with many tools, there is a risk of over-reliance on AI, which might lead to diminished personal writing skills.

AI and data privacy in email writing

One of the most significant concerns with using AI for email writing is data privacy. Emails often contain sensitive information, leading to questions about data security when using AI tools. Generally, reputable providers like the IONOS AI Email Writer adhere to strict data protection standards. Data is typically encrypted during transfer and stored locally or on secure servers. To ensure compliance with European data protection standards, look for servers located within the EU. This ensures GDPR-compliant data processing.

However, users should be mindful of the information shared with AI tools. Particularly with sensitive data, it’s advisable to avoid using personal information unless you are certain that the data will be handled securely.

Tips and tricks when using AI for writing emails

Here are a few tips on how to use AI for effective email writing:

First, provide clear instructions to ensure that the AI generates a precise email. Instead of offering just a keyword, give a brief description of the message you want it to create. Afterwards, review the results, as even the most advanced AI can benefit from having a human look over it. This is especially important for sincere messages like apology emails or official communications to ensure the tone and appropriate sign off align with the message.

For the perfect email, it’s helpful to experiment with different tools. Popular AI email generators include:

• ChatGPT by OpenAI
• Jasper AI
• IONOS AI Email Writer
• WriteSonic