Explore the profound benefits of utilizing ChatGPT to write your emails: be more productive, but also more clear and concise.
We write tons of emails every single day. Your inbox is probably filled with at least a dozen emails waiting for your response right now. If you sum up all the time you spend responding to emails every day (including staring at the screen, wondering what to say and how to sound professional), you’ll probably be surprised.
According to an analysis by McKinsey, the average professional in America spends 2.6 hours of their workday reading and responding to emails and receives 120 emails on average per day.
The good news is that you no longer have to spend that much time drafting your emails. With the advance of AI and new AI writing tools like ChatGPT, you can write better emails faster.
In this article, we’ll share with you some tips and insights on how to use ChatGPT to write emails in less time.
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ChatGPT is an advanced AI chatbot trained on a vast amount of text to mimic human-like conversations. It operates based on a model called Transformer, which helps it understand and generate relevant responses to user prompts that sound much like a human would.
When you interact with the free version of ChatGPT, it doesn’t search the Internet but uses its extensive training to construct answers (the paid version can perform web searches if you ask it to). Over time, user feedback helps improve its responses, making it more accurate and context-aware.
Overall, ChatGPT is a great writing assistant that can help users write content, draft emails, and use other forms of written communication.
💰 Pricing: ChatGPT is free to use. If you want more features, such as a more advanced version of ChatGPT, web browsing, and image generation with DALL-E, you’ll need to purchase a subscription plan. OpenAI offers a Plus plan for individuals at $20 per month and a Team plan at $25 per month per user.
Is using AI to write emails worth your time, effort, and (sometimes) money? Here are some benefits of using an AI-based writing assistant like ChatGPT to help draft emails.
Although using ChatGPT to write emails seems like an easy task, there are some things you must do to ensure that you get the desired results.
For starters, the emails ChatGPT will write for you will only be as good as the quality of your prompts. The more you use ChatGPT, the faster you’ll learn how to interact with it so that it gives you the exact answers you’re looking for.
Here are some steps to follow to write better emails with ChatGPT.
When it comes to writing great email responses with an AI writing tool like ChatGPT, context is everything.
Before you expect ChatGPT to generate a meaningful response to your email, make sure to provide it with the context of the conversation and some key information you want to include in the response.
You can also copy and paste the exact email you want to reply to and ask ChatGPT to generate a reply that’s accurate to the situation. Be specific about the tone, any particular points that must be addressed, and the outcome you desire from your email response.
ChatGPT needs specific and detailed instructions to write great emails. That’s why you must pay great attention to your prompts.
A good prompt should clearly outline the purpose of the email, the tone you want to use, and any specific points or questions you need to address. Be as clear and concise as possible, but don’t skip essential details.
You can also include the recipient’s background or your relationship with them if you think it’s relevant. This helps the AI understand the context and craft a more personalized and effective response.
Here are 3 examples of great prompts you could use to ask ChatGPT to write an effective email reply:
One of the main limitations of ChatGPT is that it’s simply not human. As it doesn’t understand nor process emotions the way a human does, it often struggles to write in a tone of voice that isn’t strictly formal and professional.
You can specify in your prompt what tone of voice you’d like it to use. For example, you may want the email to sound friendly, empathetic, and enthusiastic or direct and authoritative. Yet, you’ll often feel that ChatGPT didn’t get it right.
That’s why you should always adjust the tone of the generated response to fit the context of your email, your relationship with the recipient, and your overall writing style (if you have one).
Before sending the email, review the AI’s draft and tweak any phrases or words that don’t quite match the intended tone, ensuring the final message feels genuine and appropriate for the situation.
One of the things most of us always struggle with is how to title our emails. Your email subject lines can make a difference between someone opening your email right away and providing you with an immediate response or letting it sit in their inbox for a few hours or even days.
If you’re struggling to come up with the subject line for your email, you can ask ChatGPT for help. It can analyze the context of your email to come up with a few attention-grabbing and appropriate subject lines for you to choose from.
Although ChatGPT is a great writing assistant, it does have some limitations. For instance, it lacks human creativity, intuition, emotional intelligence, and empathy. Moreover, it often generates inaccurate information and lacks data beyond 2021.
That’s why it’s extremely important to carefully review and fact-check the emails ChatGPT writes for you. Aside from checking that the information in your email is accurate, you’ll also want to make sure that it uses an appropriate tone of voice, says exactly what you wanted to say, and is relevant to the situation.
Before hitting send, review and edit the emails you create with AI!
Using ChatGPT (or another AI writing tool) to draft emails can be a double-edged sword. While it can help you save a lot of time and frustration in writing accurate and professional-sounding responses to your emails, there are some things that may go wrong if you’re not careful.
Here are some tips you may want to follow to use ChatGPT email ethically:
Did you know Canary Mail features an AI-powered assistant called Copilot?
Copilot uses ChatGPT’s advanced language generation technology to understand and respond to emails. It analyzes incoming messages and suggests appropriate replies based on the email’s context. This lets users quickly and easily compose clear, concise, and compelling emails, improving communication efficiency.
Overall, Canary Mail’s Copilot is a great tool to help you draft emails faster and make your email management processes more efficient. Here are some of its core benefits:
ChatGPT is a great tool to help you write better, more professional emails in less time. Overall, it can help you save time drafting, editing, and personalizing your emails.
By generating initial drafts, offering suggestions for improvement, and ensuring your messages are clear and error-free, ChatGPT streamlines your email communication process. Plus, it can help reduce the stress associated with email writing, especially when dealing with complex or sensitive topics.
Still, remember that while ChatGPT can assist you with email writing, the final touch should always be human. Before you eagerly hit send, make sure that your email’s tone, context, and content fully align with your intent and the recipient’s expectations.
❓How do I write an email with ChatGPT?
Using ChatGPT to write emails is pretty simple. All you need to do is provide ChatGPT with the email’s context and key information you’d like to include. Make sure you create a detailed prompt. Typically, ChatGPT produces something quite long. Make sure to edit ChatGPT’s output to adjust it to your writing style, tone of voice, and desired email length.
❓Can you use AI to write an email?
Yes, you can use AI to write emails. AI writing tools like ChatGPT can assist you in drafting emails swiftly and efficiently. They generate content based on the context or key points you provide, saving you time and effort in writing your emails from scratch.
❓How do you write a professional email with AI?
To write a professional email with AI, you must provide clear and specific instructions for ChatGPT (or another AI writing tool) to follow. For example, you might say, “Write a professional email to my team about the change in project deadline.” The AI will then generate a draft that maintains a professional tone and includes the necessary information. Then, review and edit the draft as needed to ensure it meets your standards.
❓Can ChatGPT improve emails?
ChatGPT can absolutely enhance the quality of your emails. It can help you draft emails more quickly, ensure your language is clear and professional, and even suggest content based on the context you provide. By leveraging ChatGPT, you can make your email writing process more efficient and effective.
