Draft · Personalise · Check
How to use AI to write emails and messages
AI can turn your points into a clear first draft. The safest method is to use placeholders, copy the result into your own email or messaging app, then add real details and edit it in your own voice.
What AI is good at
Use it to shape your words, not impersonate you
AI can organise points, adjust tone, shorten a draft or suggest a clearer subject line. It does not know your relationship with the recipient, and it may add promises or details you never intended. Treat its output as suggested wording.
Keep the address and private facts outside the AI chat
You do not need to enter an email address, full name, account number or complete personal history to draft most messages. Use labels such as “[friend]”, “[company]” and “[reference]”.
Five-step method
Move from notes to a message you are comfortable sending
- 01List the essential points. Write the purpose, requested action, deadline and tone without identifying details.
- 02Ask for a draft. Specify whether it is an email, text message or letter and give a sensible length.
- 03Request one change. Make it warmer, firmer, shorter or easier to understand while keeping the facts.
- 04Copy it out. Move the draft into your own email or messaging app before adding real names, addresses and references.
- 05Read before sending. Check the recipient, dates, attachments, promises, tone and whether it still sounds like you.
Prompts to adapt
Three common messages
Friendly invitation
Write a warm, informal message inviting [person or group] to [activity] on [day]. Include [important detail] and ask them to reply by [general deadline]. Keep it under 100 words.
Polite complaint
Draft a calm email to a company about [general problem]. State what happened, the outcome I am requesting and that I can provide the reference separately. Do not invent legal rights or threaten action. Keep it factual and under 180 words.
Difficult personal message
Help me write a kind but clear message saying I cannot [commitment]. Thank the person, give a brief explanation without over-sharing and avoid suggesting a new date. Give me two versions.
Final check
Look for confident additions that are not true
- ✓Did the AI invent a date, attachment, conversation, policy or promise?
- ✓Is the requested action unmistakable to the recipient?
- ✓Could the tone sound colder, more formal or more forceful than you intend?
- ✓Have all placeholders been replaced—and only inside your own message app?
- ✓For legal, medical, financial or employment matters, has the substance been checked by an appropriate source?