AI can turn a five-minute email into a thirty-second one. The catch is that unedited AI drafts often sound stiff, overly enthusiastic or obviously generated. Here’s how to get drafts that sound like you.
Give it the facts, not just the topic
“Write an email to a client about the project” forces the AI to invent details. Instead, list what the email must say in a few rough bullet points and let the AI turn them into sentences:
Write an email to [client name] with these points:
- phase 1 finished on time
- phase 2 starts Monday, needs their logo files by Friday
- invoice for phase 1 attached
Tone: warm, direct. Under 120 words. No exclamation marks.Teach it your voice
Paste two or three emails you’ve written and liked, then add: “Match the tone, sentence length and sign-off of these examples.” You can save this instruction and reuse it, so every draft starts closer to how you write.
Ask for options, then choose
For tricky messages, such as saying no, chasing a late payment or delivering bad news, ask for two or three versions with different approaches, for example “one short and firm, one softer”. Picking the best one is faster than rewriting a single draft that misses the mark.
Cut the giveaway phrases
Before sending, remove filler that makes emails sound generated:
- Openers like “I hope this email finds you well” when you write to this person every week.
- Over-the-top enthusiasm: “I’m thrilled to share…” for routine updates.
- Closing summaries that repeat what you just said.
- Vague offers like “Please don’t hesitate to reach out” when a specific next step would be clearer.
You can also tell the AI up front: “No clichés, no filler opening line, end with one clear next step.”
Always check before sending
- Names, dates and amounts: make sure nothing was changed or invented.
- Promises: the AI may commit you to things you didn’t intend, like a deadline or a discount.
- Private details: use placeholders for sensitive information while drafting. Our privacy guide explains how.
For more ready-made prompts, see our 12 prompt templates for everyday work.
Key takeaways
- Give the AI your key points; let it handle the wording.
- Show it examples of your writing to match your voice.
- Edit out filler and check every fact before you send.
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