Craft Professional Emails Faster with AI Assistance

If you’re like most professionals today, you know that writing emails can be a surprisingly time-consuming task. You want to sound professional but not stiff, friendly but not casual, clear but not robotic. What’s more, when your inbox is already overflowing, the last thing you want is to stare at a blinking cursor trying to craft the perfect response.

The good news is that modern AI can help you write great emails in seconds; and no, it’s not cheating. It’s just smart and can save a lot of time and effort. In this month’s newsletter we will go ahead and tell you exactly how you can use AI tools to take the stress out of email writing without sounding like a robot yourself.

Pick Your AI Tool

The first step is to pick the right tool. Today, there are tons of AI email helpers out there, and some are built right into your email tool. Some platforms are specifically designed to suggest whole email drafts, while others polish what you’ve already written. Even so, most of them work like this: you give the AI a short description of what you want to say, and it gives you a full draft to tweak and send.

Here is an example of a prompt you can use to create a short email about an upcoming meeting:

"Write a polite email to a client reminding them about the meeting tomorrow and asking if they need anything beforehand."

In seconds, you will have a draft ready for review. 

Be Clear With Your Instructions

The real magic with AI comes from how you command it. The clearer you are, the better your result. You will want to describe the type of tone you want the email to have, the purpose of the message, and provide the AI with any relevant information it needs to get the message as close to perfect as you can expect. 

One thing that you should understand is that AI can’t read your mind. You have to feed it the right ingredients so it can cook up something good.

Personalize the Result

Even if the AI gives you a solid draft, don't just copy and paste it without reading. You need to review it. This is crucial because it allows you to add a personal touch, correct any elements that are wrong or misleading, and adjust the verbiage so as to not confuse anyone or seem unprofessional. The AI cuts out a lot of the time and effort that goes into building a message, but it’s on you to add the finishing touches. 

Learn and Get Faster Over Time

The coolest part about your AI assistant is that the more you use it to produce emails, the faster and better you'll get at getting exactly what you want. You’ll start to recognize what types of prompts give you the best drafts, and you’ll get quicker at fine-tuning the results.

You’ll save time and impress people with how clear, professional, and especially timely your communications are.

With the right AI tools, some practice at providing a clear request, and a few seconds of adding some personal touches, you can fire off effective emails without breaking a sweat. 

If you are confused about adding AI into your business to help move things along quicker, give the IT professionals at Preferred a call today at 708-781-7110.