How to Use AI to Write Emails

Imagine this: You’re at your desk, staring at a blank screen, struggling to draft the perfect email. The words just won’t come.

Then, you turn to AI.

Artificial intelligence is revolutionizing digital tasks. Writing great emails used to be a rare skill, but now, thanks to AI tools, it’s accessible to everyone!

A 2023 survey of email marketers in the US, UK, and Europe shows that over half (51%) find AI-powered email marketing more effective than traditional methods. This includes crafting emails as well.

AI email writing assistants can create clear, concise, and professional emails that achieve results. Plus, the time saved by integrating AI into your email writing process is invaluable.

This beginner’s guide covers everything you need to know about using AI for email writing, from benefits to ethical considerations, and offers tips, tools, and tricks for a seamless integration.

But first, consider the opportunities you might be missing if you haven’t embraced AI.

Benefits of Using AI for Email Writing

Discover how AI can transform your emails into compelling communications that can’t be ignored.

ClickUp AI

• Save time and effort on repetitive emails: Imagine never having to write another check-in or follow-up email. AI tools can automate these routine tasks by learning your writing style and generating drafts based on predefined templates. Customize these drafts with just a few clicks, freeing up valuable time and making Inbox Zero achievable.
• Boost efficiency with consistent, tailored communication: AI analyzes past email responses and conversations to identify patterns in your writing style, including tone and vocabulary. This means AI-generated responses sound just like you, maintaining a consistent and professional voice.
• Reduce grammatical errors: Even meticulous proofreaders can miss typos. AI can scan your emails for spelling, punctuation, or sentence structure mistakes, ensuring your emails leave a polished and professional impression.
• Personalize outreach for increased engagement: AI can segment your contact list and personalize emails with details like the recipient’s name, company, or previous interactions, making each email feel tailored to the recipient.
• Craft compelling subject lines: AI can analyze high-performing emails to identify effective elements in subject lines and suggest strong options that grab attention and entice recipients to open your emails.

How to Write Emails Using AI

ClickUp Brain is a suite of AI-powered features within ClickUp, offering conversational, contextual, and role-based AI capabilities accessible from anywhere within ClickUp. It helps you work faster and more productively.

Besides automating tasks and generating various types of text, ClickUp Brain can assist you in composing emails. Here’s how:

Drafting a New Email with ClickUp Brain

1. Locate an open task and navigate to its comments section.
2. Click on the email icon.
3. Type the slash command “/Write email” and press Enter in the comments field.
4. A ClickUp Brain modal will appear. Enter a talking point summarizing the email’s purpose. ClickUp Brain will analyze this and generate a draft email.
5. Customize the generated draft to your liking.

ClickUp Brain also offers additional options:

• Copy the generated email text.
• Click “Try again” to generate a different email version based on the same talking point.

Replying to an Existing Email with ClickUp Brain

1. Locate the email thread you want to respond to.
2. Click on the email thread to open it.
3. In the reply box, type the slash command “/reply” and press Enter.
4. ClickUp Brain provides two methods to craft a reply:
   • Summarize the key points of your reply in the designated field.
   • Use ready-made prompt templates as a starting point for your reply.

Once you have a talking point, ClickUp Brain will generate a reply draft based on your input. Customize this as needed, and use options to:

• Copy the reply text.
• Click “Try again” to generate a different version using the same talking point.

10 Prompt Examples to Write Emails

1. Following up on a meeting
   • Prompt: Draft an email following up on the key points discussed during our meeting on [date], including specific action items for [name] and [name] with a timeline for completion.
2. Seeking information from a client
   • Prompt: Craft an email requesting additional information from [client name] regarding [project name], specifically inquiring about [information needed 1] and [information needed 2].
3. Sending a polite reminder
   • Prompt: Compose a gentle reminder email to [name] regarding the upcoming deadline for [task name] on [date].
4. Expressing gratitude
   • Prompt: Draft a thank you email to [name] for their [specific act of kindness or assistance], mentioning the positive impact their contribution had.
5. Scheduling a meeting
   • Prompt: Compose an email to schedule a meeting with [name(s)] to discuss [meeting topic], suggesting a few potential times within the next week.
6. Introducing yourself
   • Prompt: Craft an introductory email for yourself to [name] in your new role at [company name], briefly mentioning your background and expressing interest in connecting.
7. Delivering bad news
   • Prompt: Compose an email to [name] informing them about [negative news], expressing empathy and offering support or resources.
8. Requesting feedback
   • Prompt: Draft an email to [name] requesting their feedback on [project name] or [specific deliverable], outlining specific areas for feedback.
9. Offering help or support
   • Prompt: Create an email to [name] offering your assistance with [specific task or challenge], noting your relevant experience or skills.
10. Negotiating a deadline
    • Prompt: Compose an email to [name] requesting a deadline extension for [task name], explaining the reason for the delay and proposing a new realistic deadline.

Start with ClickUp Brain for Free Today

ClickUp Brain helps you take notes, analyze data, craft compelling emails, and reclaim valuable time. Ensure the Email ClickApp is enabled in your workspace to use email-related features.

Use ClickUp Brain to overcome writer’s block or repetitive tasks, while personalizing the generated content with your unique voice. The synergy between human creativity and AI efficiency is where the true power lies.

ClickUp also offers robust task management, collaboration, and time-tracking capabilities to help teams work together more productively.

Contact us to start your ClickUp journey.