Email is the backbone of business communication; an estimate 408.2 billion emails will be sent daily in 2027 (Statista). Writing a clear email is challenging, whether for marketing, client updates, or follow-ups. It is time-consuming, prone to errors, and frustrating.
Sound familiar? You’re not alone if you’ve ever struggled to get the tone right or spent hours on one email.
Here’s the good news: AI tools can help. They help you write faster, avoid mistakes, and create emails that connect with your audience.
In this article, we’ll show how AI can help you write your email. From examples to actionable tips, we’ll break it down so you can write better emails quickly. Let’s get started!
What is an AI Email Rewriter?
An AI email rewriter is more than a grammar checker—it’s a smart, user-friendly tool that uses AI technology to improve emails. These tools use natural language processing (NLP) to analyze the structure, tone, and grammar of your email and produce a rewritten version in the language you want, polished and aligned with your intent. Here's an example of how our AI assistant can help you rewrite an email:
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Difference: The original email is sloppy and could be interpreted as aggressive or disrespectful. The AI-rewritten version specifies a deadline, softens the tone with politeness, and offers help, which is key for team communication.
Benefits of Using AI for Email Communication
1. Clarity and Precision
Miscommunication is a big issue in emails. AI tools improve email content so the audience can understand your message. A clear email avoids back and forth and saves time for both sender and recipient.
Example:
Before (Original):
let’s meet tomorrow at the usual place
After (AI Refined):
Hi Team,
Please join the meeting tomorrow at 10 AM in Conference Room B. Please confirm if you can make it.
Best regards,
[Your Name]
2. Professional Tone
Writing tone-appropriate emails is essential, especially when communicating with clients and teammates. AI tools refine your email content for formal situations and increase the recipient’s perception of your professionalism.
Example:
Before (Original):
send me the project details ASAP?
After (AI Refined):
Hey John,
Could you please share the project details at your earliest convenience? I'd highly appreciate that.
Thanks,
[Your Name]
Difference: The AI refined version avoids demanding language like “ASAP” and replaces it with a polite phrase that conveys urgency without being aggressive so you build a better relationship with the recipient.
3. Time Savings
Professionals spend up to 28% of their workweek on emails. Automating proofreading, grammar checks, and tone adjustments can save time. Tools like MaestroLabs AI Email Writer make it easy to focus on strategic work.
Example:
Before (Original):
let him know we are running late on the project ask him for the action steps we can take remind him the client is paying us $100k a month so the quality needs to be great
AI-refined Version:
Hi John,
We are late on the project. Can you please let us know the action steps we can take?
Also, just a reminder: the client is paying us $100k a month, so we need to be great.
Thanks,
[Your Name]
Difference: The refined version is polite and adds context, so you don’t need to send a follow-up email. It saves time for both the sender and the recipient. It also improves clarity, making it easier for users to get the accurate context of the message.
4. Correct Language
It's easy to make typos or grammar mistakes in email, especially under time pressure. It's even easier if you're not a native speaker of the languages you're using for your email. That's why the best AI rewriting tools support multiple languages.
Before (Original):
Original:
Dear Joe,
I am writing to you to inquire about the job position which I found it on your website. I am very interesting for this opportunity and would like to apply. Please kindly let me know what documents is need for applying.
I have a great experience in marketing and have worked in many company during the past five years. I am confident to bring positive contribution for your team.
In addition, I want to ask if the position is still available or not because I did not find the deadline for applications. Also, please let me know about the salary and working conditions in advance.
I looking forward for your reply.
Thank you so much in advance for your understanding and help.
Best regards,
[Your Name]
AI-refined Version:
Dear [Recipient's Name],
I am writing to inquire about a job position I found on your website. I am very interested in this opportunity and would like to apply. Could you please let me know which documents are required for the application process?
I have extensive experience in marketing and have worked with several companies over the past five years. I am confident that my skills and expertise will enable me to make a positive contribution to your team.
Additionally, I would like to confirm if the position is still available, as I did not see an application deadline listed. I would also appreciate it if you could provide more details about the salary and working conditions.
I look forward to your response.
Thank you for your time and assistance.
Best regards,
[Your Name]
Difference: The rewritten version uses correct articles, sentence structure, tenses, and fixed grammatical errors.
How does AI Email Rewriting work?
Using an AI email rewriter is straightforward and requires minimal effort:
- Input Your Draft: Paste the original email into your AI email writer.
- Set Preferences: Choose the type of rewrite (ie, fix typos/polish / full rewrite), language, and tone for the rewrite. You can also customize the length of emails, making them concise or direct to the point.
- Generate the Rewrite: Let the tool analyze and rewrite your email.
- Review and Edit: Make necessary adjustments to ensure the email aligns perfectly with your intent.
Example:
Before (Original):
i might not be able to attend the meeting
After (AI Refined):
Unfortunately, I may not be able to attend tomorrow’s meeting. Please let me know if I should send my updates beforehand.
Difference: The AI-enhanced version maintains a formal tone while offering a polite explanation and a solution, ensuring the recipient is informed and prepared.
For additional strategies to maximize efficiency, check out how to write emails faster.
Professional Email Best Practices
Even with AI, following email etiquette and structure best practices will make your emails more effective:
1. Write a Good Subject Line
A subject line sets the tone of your email. 64% of recipients use subject lines to decide whether to open an email.
Example:
Before (Original):
Update
After (AI Refined):
Project Timeline: Q1 2024
2. Using AI Email Tools for Specific Tasks
AI tools can handle many email scenarios, from writing proposals to improving responses:
- Proposal Writing: Having trouble writing a good proposal? AI makes it easy to write customized pitches that hit the mark. Plus, it can handle language barriers and translate content (like Spanish to English) into professional text so your message reaches a broader audience. Want to level up? Learn more about writing proposal emails.
- Follow-Ups: Don’t let leads go cold. AI follow-up tools help you stay at the top of your mind by sending timely and relevant responses. Need to reach more people? Use AI to write custom cold emails that work for potential clients and get a response.
- Drafts: Turn old drafts into great emails with AI edit suggestions. Whether it’s the tone or translating for non-English speakers, AI will make your emails clear, concise, and effective. Check out MaestroLabs’ draft improvement tips.
3. Improve Your Writing Skills with AI
AI tools don’t just edit emails they help you improve your writing by:
- Ensuring Every Email Sounds the Way You Want it To: Choosing the right tone helps to smoothen the message or make it more assertive, depending on your need
- Expanding Vocabulary: Suggesting alternatives for commonly used phrases.
- Enhancing Grammar Knowledge: Highlighting errors and explaining corrections.
- Ensuring Consistency: Maintaining a unified tone across communications.
Example:
Before (Original):
Hi [Recipient],
Can we chat soon? When’s good? If not now, I’ll find another time. Let me know.
After (AI Refined):
Hi [Recipient],
Can we schedule a time to discuss [topic] at your convenience? Please let me know your availability this week, and I’ll accommodate you. I look forward to speaking with you.
Best,
[Your Name]
Difference: The refined version is more professional and shows you pay attention to the recipient’s needs.
Conclusion
Rewriting emails with AI is a must-have skill for professionals in this digital age. MaestroLabs AI Email Writer makes writing clear, professional, and effective emails easy. Use these tools and save time, improve communication, and build better relationships with clients and colleagues.
as him to to finish his reports by friday EOD
follow-up on our previous call, ask if he’s ready to start cooperation let him know that our discount ends tomorrow ask him if he had time to calculate roi
