How To Use AI To Write An Email Or Letter

Tell a free chatbot like ChatGPT or Gemini who the email is for, what you want to say and the tone you want. It writes a draft in seconds. Then you read it, ask for changes in plain words, add the real names and numbers yourself, and check it before sending.

Last reviewed: 16 October 2026.

What Do I Need?

Any free chatbot works, such as ChatGPT, Gemini, Microsoft Copilot or Claude. You can use it on a computer, tablet or phone. You don't need to pay.

How Do I Ask AI To Write An Email, Step By Step?

1. Say who it's for and why. For example: "Write a short, polite email to my energy company. My monthly bill went up from 80 to 140 and I'd like them to explain why."
2. Say the tone you want: friendly, firm, formal or short.
3. Read the draft. Ask for changes in plain words: "Make it shorter", "Make it a bit firmer" or "Use simpler words."
4. Copy it into your email or a document. Add the real names, dates and reference numbers yourself.
5. Read it once more before you send it. Check every fact, figure and date.

If you are on a phone and typing is fiddly, tap the microphone and say what you want instead.

What Can I Copy And Paste To Get Started?

Copy one of these into the chatbot and change the words in brackets:

Complaint: "Write a firm but polite complaint to [shop name]. I bought [item] on [date] and it stopped working after [time]. I would like a refund or replacement."

Cancelling something: "Write a short email cancelling my [magazine or gym] subscription from the end of this month. Ask them to confirm in writing."

Thank-you note: "Write a warm thank-you note to [name] for [what they did]. Keep it to four sentences."

To the doctor's surgery or council: "Write a clear, polite email to my [GP surgery or council] asking about [question]. Keep it short."

Sympathy message: "Help me write a short, gentle sympathy message for a card to a friend whose husband has died. Don't make it sound formal."

Can AI Help Me Understand A Letter Before I Reply?

Yes. Paste in the letter with your personal details removed and ask: "What is this letter asking me to do, in simple words?" Then ask: "Help me write a short reply."

If the letter is on paper, you can take a photo of it in the ChatGPT or Gemini app. Cover your account number and address first. See how to use your phone to read small print.

How Do I Make It Sound Like Me?

• Tell it a little about yourself: "I'm retired and like to keep things friendly and short."
• Ask it to "remove any fancy words" if it sounds too formal.
• Change any phrase you would never say. It's your email.

What Should I Check Before I Send It?

• Facts and figures. AI can change a number or invent a detail. Make sure every date, amount and name is right.
• Promises. Delete anything it added that you didn't say, such as "I will call you on Monday".
• The email address. Type it yourself, or copy it from the company's official website. Never use an address the chatbot suggests without checking. See how to check details an AI gives you.

How Do I Keep It Private?

Leave out account numbers, passwords and your full address while you draft. Add them yourself at the end, outside the chatbot.

Common Questions

New to all this? Our free AI Starter Guide walks you through the basics, and you can print it.