how to use AI to write emails

How to Use AI to Write Emails (With Prompts)

Picture this: You’re sitting at your desk, staring at a blank screen, trying to compose a perfect email. But finding the right words seems impossible.

And so… 🥁

You look over to AI. 👀

Artificial intelligence (AI) is drastically changing how digital jobs are carried out. There was a time when writing great emails was considered a rare skill. Well, today, it’s not, thanks to AI tools!

A 2023 survey of email marketers across the US, UK, and Europe reveals that over half (51%) of marketers find AI-powered email marketing more effective than traditional methods. This includes writing an email as well. 

AI-powered email writing assistants can craft clear, concise, and professional emails that get results. The cherry on top is the time you save by integrating AI into your email writing process. 

This beginner’s guide on how to use AI to write emails has covered everything—from benefits to ethical considerations and the tools, tips, and tricks for smoothly including AI in your email writing process. 

But before that, check out some opportunities you probably miss if you’ve not befriended AI.

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Benefits of Using AI for Email Writing

See how AI can transform your emails into compelling communication that can’t be ignored.

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Use the AI writing assistant in ClickUp to generate blog posts, brainstorm ideas, compose emails, and more

Save time and effort on repetitive emails

Imagine never having to write another check-in or follow-up email again. AI writing tools can automate these routine emails by learning your writing style and generating drafts based on predefined email templates. Customize these drafts with a few clicks to free up valuable time. With all the time you save, getting to Inbox Zero might even be possible!

Boost efficiency with consistent, tailored communication

AI can help analyze past email responses and conversations and identify patterns in your writing style, including tone and vocabulary. So, the next time AI generates a response, it can generate text that sounds exactly like you. All this is done while maintaining a consistent and professional voice throughout your communication.

Reduce grammatical errors

Even the most meticulous proofreaders can miss a typo or grammatical error. Use AI to scan your emails for spelling, punctuation, or sentence structure mistakes. Ensure your emails leave a polished and professional impression.

Personalize outreach for increased engagement

Use AI’s ability to segment your contact list. Then, ask AI to personalize your emails with specific details like the recipient’s name, company, or previous interactions. Make your emails feel like they are designed for each recipient. 

Craft compelling subject lines

A well-written subject line is crucial for getting your emails opened. AI can analyze high-performing emails and identify the elements that make the messages and their subject lines so effective.

Even better, AI can use its vast database to suggest strong email subject lines that grab attention, entice the recipient to open the email, and ultimately get your message across.

Also Read: AI tools for marketers

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How to Write Emails Using AI

Introducing ClickUp Brain

ClickUp Brain is a suite of AI-powered features within ClickUp. It offers conversational, contextual, and role-based AI capabilities that can be accessed from anywhere within ClickUp. It helps you work faster and be more productive.

Not only can it answer all your questions about work in ClickUp, but it can also automate tasks and generate all kinds of text.

Apart from other AI-driven content creation, ClickUp Brain can assist you in composing emails. Here’s how:

Drafting a new email with ClickUp Brain

  • Locate an open task and navigate to its comments section
  • Click on the email icon
  • Type the slash command “/Write email” and press Return or Enter in the comments field
  • A ClickUp Brain modal will appear. Enter a talking point that briefly summarizes the email’s purpose. ClickUp Brain will analyze this talking point and generate a draft email based on your input.
Using ClickUp for generating emails with personalized elements for a professional tone |  AI email writing tools use machine learning to analyze text and generate new email copy for you
Write error-free emails fast with ClickUp AI

Customize this generated draft to your liking. ClickUp Brain also offers additional options:

  • Copy the generated email text. 
  • If needed, click Try again to instruct ClickUp Brain to generate a different email version based on the same talking point.

Replying to an existing email with ClickUp Brain

Within your ClickUp workspace, locate the email thread you want to respond to. Next, click on the email thread to open it.

In the reply box, type the slash command ‘/‘ character followed by reply and press Enter. ClickUp Brain will provide you with two methods to craft a reply:

  • Craft your talking point summarizing the key points of your reply in the designated field
  • Use ready-made prompt templates as a starting point for your reply, potentially saving you time and effort in formulating a response. If you choose a pre-written prompt, you may need to fill in specific details to personalize it for the email thread.
  • Once you have a talking point, ClickUp Brain will generate a reply email draft based on your input. Now, similar to the generated email for new emails, you can:
    1. Copy the reply text
    2. Click Try again to instruct ClickUp Brain to generate a different reply version using the same talking point
email creation process from ClickUp Brain, an AI email writer | AI email writing tool
Reply with ClickUp AI when you receive a response to your email 

Note: ClickUp Brain also works with ClickUp Docs to enhance your text creation process. 

Use ClickUp Brain to:

  • Brainstorm content ideas and use the best ones in Docs
  • Generate copy and headline variation for A/B testing
  • Proofread your documents for grammar and spelling errors
  • Summarize complex information or data within your Docs and Tasks
  • Summarize your meeting notes and generate takeaways and action items
  • Automate repetitive tasks like generating boilerplate text or formatting sections

We also asked ClickUp Brain to summarise the email-writing process for you:

writing emails using ClickUp Brain

To truly boost your document creation efficiency and generate high-quality content in less time, you must use the right prompts. We have highlighted some helpful prompt instances below. 

Bonus: The best email management strategies for busy people 🐝

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10 Prompt Examples to Write Emails with AI

Let’s explore ten prompt examples to illustrate how ClickUp Brain assists you in saving time in various email-related scenarios:

1. Following up on a meeting

Prompt: Draft an email following up on the key points discussed during our meeting on [meeting topic] held on [date]. Include specific action items for [name] and [name] and a timeline for completion.

ClickUp Brain output (example):

Subject: Follow-Up on Meeting Topic – Action Items and Deadlines

Dear Team,

I hope this email finds you well. I am writing to follow up on our productive meeting about Meeting Topic that took place on Date. Below are the key points we discussed, along with the specific action items assigned to individuals and the expected timelines for completion.

Action Items:

  • Name 1: You are tasked with specific action item. This is crucial for reason for importance. The deadline for this task is set for specific date.
  • Name 2: Your action item involves specific action item. This will enable us to benefit or outcome. Please aim to complete this by specific date.

Timeline for Completion:

  • Name 1: specific action item to be completed by specific date.
  • Name 2: specific action item to be completed by specific date.

Please ensure that you prioritize these tasks and adhere to the deadlines as they are pivotal for the next phase of our project. If you encounter any challenges or require additional resources, do not hesitate to reach out.

Let’s keep the momentum going and ensure we meet our targets. Thank you for your continued dedication and hard work.

Best regards,

Your Name

Your Contact Information

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Drafting a follow-up meeting email is made easy using ClickUp Brain

2. Seeking information from a client

Prompt: Craft an email requesting additional information from [client name] regarding [project name]. Specifically, inquire about [information needed 1] and [information needed 2]. Emphasize the importance of this information for project progression.

ClickUp Brain output (example):

Subject: Information Needed for Progress on [Project Name]

Dear [Client Name],

I hope this email finds you well.

I’m writing to follow up on our project, [project name]. To ensure we stay on track and deliver the best possible results, I kindly request your input on a few details.

Specifically, we would appreciate your insights on [information needed 1] and [information needed 2].  This information will be crucial for [explain how the information will be used].

Please let us know if you have any questions or require further assistance in providing this information. We are available at your convenience.

Thank you for your continued collaboration.


[Your Name]

3. Sending a polite reminder

Prompt: Compose a gentle reminder and email copy to [name] regarding the upcoming deadline for [task name] on [date]. Express confidence in their ability to complete the task successfully.

ClickUp Brain output (example):

Subject: Gentle Reminder: Deadline Approaching for [Task Name]

Hi [Name],

This is a friendly reminder that the deadline for completing [task name] is approaching on [date]. We are confident in your skills and abilities to deliver this task on time.

If you have made significant progress and require any additional support to finalize it, please don’t hesitate to reach out. We’re happy to assist in any way we can.

Looking forward to seeing your excellent work on this!

Best regards,

[Your Name]

4. Expressing gratitude

Prompt: Draft a thank you email to [name] for their [specific act of kindness or assistance]. Briefly mention the positive impact their contribution had and express your appreciation.

ClickUp Brain output (example):

Subject: Thank You for Your [Specific Act]!

Dear [Name],

I am writing to express my sincere gratitude for your [specific act of kindness or assistance].  Your willingness to [explain how their action helped]  was truly appreciated.

[Mention how it positively impacted you or the project].  It’s a pleasure to work with colleagues like you who are so supportive and helpful.

Thank you once again.


[Your Name]

5. Scheduling a meeting

Prompt: Compose an email to schedule a meeting with [name(s)] to discuss [meeting topic]. Suggest a few potential times within the next week and express flexibility to accommodate their availability.

ClickUp Brain output (example):

Subject: Meeting Request: Discussing [Meeting Topic]

Hi [Name(s)],

I’d like to schedule a meeting to discuss [meeting topic] in more detail. This will be a valuable opportunity to [explain the purpose of the meeting].

I’m available to meet next week on [suggest a few specific dates and times]. Please let me know which time slot works best for you, or if you have alternative times in mind.

Looking forward to connecting!

Best regards,

[Your Name]

6. Introducing yourself

Prompt: Craft an introductory email for yourself to [name] in your new role at [company name]. Briefly mention your background and express interest in connecting and collaborating.

ClickUp brain output (example):

Subject: Introduction: [Your Name] – New [Your Job Title] at [Company Name]

Dear [Name],

I’m writing to introduce myself as [Your Name], the new [Your Job Title] at [Company Name]. I’m excited to join the marketing team and contribute to [mention a specific area of the company’s work].

Previously, I worked at [Previous Company] where I [briefly describe your relevant experience].  I bring a strong background in [mention relevant skills] and a passion for [mention your area of expertise].

I’ve familiarized myself with your work on [mention something specific you found about their work] and believe there may be opportunities for collaboration in the future.  I’d be grateful for the chance to connect with you sometime soon to learn more about your role and explore potential synergies.

Please let me know if you’re available for a brief call or virtual coffee chat at your convenience.

Thank you for your time and I look forward to connecting!


[Your Name]

7. Delivering bad news

Prompt: Compose an email to [name] informing them about [negative news]. Express empathy for their situation and offer support or resources that may be available.

ClickUp Brain output (example):

Subject: Regarding [Brief description of the bad news]

Dear [Name],

I am writing to inform you about [explain the bad news in a clear and concise manner]. I understand this may be disappointing news, and I sincerely apologize for any inconvenience it may cause.

[If applicable, explain the reasoning behind the decision]. We value your [mention what you value about them] and want to assure you that we’re here to support you during this time.

[Offer suggestions for specific solutions or resources that could be helpful]. Please don’t hesitate to reach out if you have any questions or require further assistance.


[Your Name]

8. Requesting feedback

Prompt: Draft an email to [name] requesting their feedback on [project name] or [specific deliverable]. Outline the specific areas you’d like feedback on and express your appreciation for their input.

ClickUp Brain output (example):

Subject: Feedback Requested: [Project Name] or [Specific Deliverable]

Dear [Name],

I’m writing to solicit your valuable feedback on [project name] or [specific deliverable].  Your insights and expertise would be greatly appreciated.

Specifically, I’d be interested in your feedback on [mention specific areas you’d like feedback on, e.g., clarity, functionality, design].  Your perspective will be crucial in helping us [explain how the content generated by feedback will be used].

Please feel free to be candid and provide any constructive criticism you may have.  We value your honest feedback and strive to continuously improve our work.

Thank you in advance for your time and consideration.

Best regards,

[Your Name]

9. Offering help or support

Prompt: Create an email to [name] offering your assistance with [specific task or challenge]. Briefly note your relevant experience or skills and express your willingness to collaborate.

ClickUp Brain output (example):

Subject: Offering Support with [Specific Task or Challenge]

Hi [Name],

I came across your recent post/message regarding [mention the specific task or challenge].  I noticed you were encountering [briefly mention the difficulty] and wanted to offer my help.

I have experience in [mention your relevant experience] and believe I could potentially assist you with [explain how you can help].  I’m happy to discuss this further and see if there’s a way I can contribute to your success.

Please don’t hesitate to reach out if you’re interested in collaborating or require any assistance.

Best regards,

[Your Name]

A sample email created with ClickUp Brain

10. Negotiating a deadline

Prompt: Compose an email to [name in email body] requesting a deadline extension for [task name]. Explain the reason for the delay and propose a new realistic deadline. Express your commitment to completing the task with high quality.

ClickUp Brain output (example):

Subject: Request for Deadline Extension: [Task Name]

Dear [Name],

I am writing to request a deadline extension for [task name], which was originally due on [original deadline]. Due to [explain the reason for the delay in a professional and concise and timely manner], I anticipate needing additional time to ensure high-quality completion

I propose a new deadline of [new realistic deadline]. This timeframe will allow me to [explain how the extra time will be used to achieve high quality]. I understand the importance of meeting deadlines, and I apologize for any inconvenience caused by this delay.

I am committed to delivering outstanding work on this task. Please let me know if the proposed new deadline works for you.  I’m happy to discuss this further or answer any questions you may have.

Thank you for your understanding and flexibility.


[Your Name]

Related: Tried and tested email productivity tools

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Subject lines effectively crafted in an AI email by ClickUp Brain. | Image showing email campaigns and ai generated emails to save time and user input with ClickUp's helpful ai
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ClickUp Brain helps you take notes, analyze data, craft compelling emails, and reclaim valuable time. Remember to ensure that the Email ClickApp is enabled in your workspace if you wish to use email-related features within ClickUp.

Use ClickUp Brain to free yourself from writer’s block or repetitive email writing tasks, but personalize the generated content with your unique voice and insights. The true power lies in the synergy between human creativity and AI’s efficiency.  

Apart from ClickUp Brain, ClickUp also provides powerful task management, collaboration, and time-tracking capabilities that can help teams work better together productively.

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