Email eats hours nobody bills for. AI can cut that time dramatically — but only if you avoid the robotic, over-formal output that screams "this was written by a bot." Here's the exact workflow to write emails 3× faster while still sounding like you.
The 3-step workflow
- Brain-dump the point in plain words. Don't write the email — just tell the AI what you want to say: "Tell the client the deadline moved to Friday, apologize lightly, keep it short."
- Let AI shape it. It turns your dump into a clean draft in seconds.
- Do a 10-second human pass. Tweak one phrase to sound like you. This tiny step is what removes the robot smell.
The prompt that works every time
"Write a short, friendly email. Context: [who it's to and why]. Points to cover: [bullet your points]. Tone: warm but professional, no corporate clichés, under 120 words."
Real examples
Declining politely: "Write a 3-sentence email declining the meeting without sounding cold, and suggest async instead."
Chasing a reply: "Write a 2-line follow-up that's friendly, not pushy, and makes it easy to say yes."
Bad news: "Write an email explaining the project is delayed by a week. Be honest, take responsibility, and end on a confident next step."
3 mistakes that make AI emails obvious
- Leaving the clichés in — "I hope this email finds you well." Cut them.
- Too long. AI over-explains. Always ask for a word limit.
- Zero personalization. Add one specific detail only you would know.
Bonus: build your own templates
Save your 5 most common email types as saved prompts. Next time, you just paste the points and you're done in under a minute.
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