AI for writing emails at work

AI can write a usable first draft of almost any work email in seconds, if you tell it who the reader is, what you need from them and what tone to use, and then edit the draft so it sounds like you. You do not need to code, and the same approach works in ChatGPT, Claude, Gemini and Copilot.

This guide covers the prompts that work, the emails worth using AI for, and the checks to make before you press send.

Key facts about our free AI workshop

Free, live on Zoom, every weekend
3 hours, 12:00-15:00 SAST (10:00-13:00 UK, 11:00-14:00 CET), on Saturday or Sunday (you pick one)
ChatGPT, Claude and Gemini on your own work
No coding needed

Which work emails is AI good for?

AI saves the most time on emails you find slow to start or awkward to word:

Replies to long threads, where you first need a summary of who asked for what.
Follow-ups and reminders that need to be polite but firm.
Difficult messages: saying no, delivering bad news, or answering a complaint.
Rewriting a long, technical email for a reader outside your team.

Short, routine replies are usually quicker to type yourself.

How do I write a good email prompt?

Use four parts:

Reader: "A supplier I have worked with for two years."
Goal: "I need the delivery moved to Friday, and an answer by tomorrow."
Facts: the key details, without confidential information.
Tone and length: "Friendly, direct, under 100 words, no exclamation marks."

Then ask for two versions, one shorter than the other, and pick the one closer to how you write.

Want to try this with a host on hand? Join the free live workshop on Zoom: three hours, Saturday or Sunday, 12:00-15:00 SAST (10:00-13:00 UK, 11:00-14:00 CET), working with ChatGPT, Claude and Gemini on your own work. Save my free seat.

How do I make AI emails sound like me?

Paste in two or three emails you wrote yourself, with names and private details removed, and ask the AI to describe your style in a few lines. Save that description and add it to future prompts: "Write in this style: short sentences, first names, no formal sign-off." Always do a final edit yourself. Readers notice stiff, over-polished wording, and it is your name on the message.

What should I never paste into an AI email tool?

ID numbers, banking details, medical or HR information, client contracts and anything your employer has not approved for that tool. You rarely need them to get a good draft: write "[client name]" or "[amount]" and fill them in after. In South Africa, personal information is covered by the Protection of Personal Information Act (POPIA). This is general information and not legal advice. Our guide to POPIA and AI at work has more.

How do I check an AI-written email before sending it?

Every name, date, amount and promise is correct and is one you can keep.
Nothing has been added that you did not say, such as a price, a deadline or an apology for something that was not your fault.
The ask is clear in the first two lines.
It sounds like you when you read it aloud.

What does a full email prompt look like?

Here is an example you can adapt:

"I manage the accounts team at a mid-sized company. Write a reply to a client who is upset that their invoice was sent twice. Apologise once for the duplicate, confirm that only one invoice is due, and say the second has been cancelled. Friendly and calm, under 90 words, first names, sign off with just my name."

Notice what is missing: the client's name, the invoice number and the amount. You add those yourself when you paste the draft into your email. The AI does the wording, and the facts stay with you.

Can AI help me deal with a full inbox?

Yes, in a limited way. Ask it to summarise a long thread into who asked for what and by when, or to sort a list of subject lines into "reply today", "this week" and "no action". If you use Outlook with Copilot at work, our guide to Microsoft Copilot covers what to ask your IT team. For admin-heavy roles, see our guide to AI for admin assistants.

What does the free workshop cover?

Over three hours on Zoom you work through choosing the right tool, writing prompts that work, researching and drafting quickly, getting answers from your own documents, making images and slides, building your own AI assistant, automating a repetitive task, making a simple web app without code, and understanding AI agents. You leave with a 30-day plan. Our hosts have taught more than 12,000 people.

It runs every weekend, on Saturday and again on Sunday, so you can pick the day that suits you. The times are set for South Africa, and the UK and Europe times above work for learners there too.

Frequently asked questions

Is it okay to use AI to write work emails?

Usually, yes, as long as your employer allows the tool, you leave confidential and personal information out, and you check and edit every draft before you send it.

Which AI is best for writing emails?

ChatGPT, Claude, Gemini and Copilot all write good drafts. Try the same prompt in two of them and keep the one whose style is closest to yours.

Do I need to know how to code?

No. You describe the email you need in plain language, and the same habits work in every AI assistant.