writing emails is one of the most annoying parts of work. you spend 20 minutes on something that takes 20 seconds to read. ai can fix that. here’s exactly how.
the simple trick
instead of staring at a blank screen, just tell chatgpt or claude what you need. ‘write a professional email to my boss asking for a day off next friday. keep it short and respectful.’ done. it writes the email. you read it, adjust two words, and send.
for work emails
tell the ai who you’re writing to, what you need, and the tone. example: ‘write an email to a client explaining that their project will be delayed by one week. be apologetic but confident. keep it under 100 words.’
for tough emails
sometimes you need to say something uncomfortable — pushing back on feedback, asking for a raise, declining a request. these are hard to write. ai is perfect for this. describe the situation and ask it to write a response that’s firm but professional.
replying to long emails
paste the email into chatgpt and say: ‘summarize this and write a reply that agrees to the meeting but asks to move it to thursday.’ you don’t even have to read the whole thing first.
make it sound like you
once ai writes the draft, read it out loud. if it doesn’t sound like you, ask it to ‘make this more casual’ or ‘shorter and more direct’. two rounds of back-and-forth and you’ll have something that sounds natural.
try it with your next email. open chatgpt, describe what you need, copy the result, tweak it. you’ll never spend 20 minutes on an email again.
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