AI Email Writer

Lead with the ask. The first two lines should say what you want and by when; context goes underneath for whoever wants it. One email should carry one request — bundle three and you get an answer to the easiest and silence on the rest. Give a date rather than as soon as possible, which means nothing to a busy reader. Keep it under about 150 words where you can, since most work email is read on a phone. Close with the next step you expect, not a vague hope to hear back.

Say the thing, do not tease it. Invoice 4021 — payment due 30 June survives being read at a glance in a preview pane; Quick question does not, and neither does Following up. Front-load the identifying detail; many clients truncate the line on a phone. Where an action is needed, name it: approval needed, action needed, for your records. Avoid capitals and exclamation marks, which read as spam or panic. If you are continuing a thread, leave the existing subject alone — changing it breaks threading in most clients and buries the message.

Wait a working week on anything that is not urgent, then reply on your own original message so the history sits underneath it. Assume the miss rather than the snub: a line allowing that it landed in a busy week gives them an exit and costs you nothing. Repeat the ask in full, and add one new thing — a revised date, a consequence — so the follow-up has a reason to exist. Two is usually the limit before the channel is the problem, and a call does more than a third email.

Apologise once, plainly, in the first line, and never in the subject. Padding is what makes things worse: a paragraph explaining what happened at your end reads as an excuse, so give the reason in a clause. Then move to the part the reader wants — what you are doing about it, and by when. Avoid sorry you feel that way and any wording that quietly relocates the fault. Where money, liability or a contract is involved, be careful about admitting fault in writing at all; email is a durable record, and an account of what happens next is often safer.

Decide first, then write. Most of the awkwardness comes from a no trying to sound like a maybe, which only invites another round of asking. Give the answer in the opening line, one honest sentence of reason, and stop. Do not offer an alternative you do not want to deliver, because half-hearted offers are accepted at exactly the wrong moment. Where the relationship matters, point at something useful instead — a different date, a name, a resource. Warmth belongs in the wording, not in the ambiguity; a short clear no is kinder than a long soft one.

Write for the person who will handle it, not the person who annoyed you. That reader wants dates, reference numbers and account details, in order and near the top. State the resolution you want in one sentence — a repair by a given date, a refund of a given amount — because a complaint with no requested outcome collects an apology and no action. Keep it factual: anger makes it easy to file under difficult customer and hard to file under case. Say what you will do next if nothing happens, and keep a copy.

Often, and usually from the wrong things — the throat-clearing opener, three tidy paragraphs of equal length, a closing sentence that means nothing, a register a notch more formal than your usual. Detection tools are unreliable, but a colleague who has read fifty of your messages notices a change in voice. The fix is editing rather than concealment: cut the first sentence if it says nothing, put back the contractions and shorthand you actually use, and drop anything that reads like a template. In most workplaces the objection is not that a draft was generated; it is an email that reads as though nobody cared.

Your notes and the chosen tone leave the page as one request to this site's own endpoint, which forwards them to Anthropic's API on the site's key — you never enter a key, so the writing happens there rather than on your machine. Nothing on that path stores your text in a database; the server-side logging records failures, not what you typed. What is kept between requests is a per-address counter capping runs at roughly six a minute, and input above 40,000 characters is refused outright. The draft lives in the page's memory, so a reload or a second run clears it.