How to use AI to write an email or letter

Get a clear first draft, then make it sound like you.

⏱ About 5 minutes · 6 steps · ▶ 0:58 video
What you'll need
  • Any AI chat tool, such as ChatGPT, Copilot or Gemini
  • The key facts: who it's to, what you want, any dates

  1. Say who it's to and what you want

    Start with the task and the goal: “Write a short, polite email to my landlord asking for the kitchen faucet to be fixed this week.”

  2. Add the details

    Give the facts it can't know: when the problem started, what you've tried, the best times to reach you. Use first names only if you like; you don't need to include your address or account numbers.

    🔒 Never paste passwords, one-time codes, full card or bank numbers, or your Social Security number into any AI chat.

  3. Pick the tone and length

    Ask for it: “friendly but firm,” “under 120 words,” “formal letter.”

  4. Ask for changes

    Reply with follow-ups: “Make it shorter,” “Sound less stiff,” “Add that I'm home after 4pm.” You don't have to start over.

  5. Read it as if you were the receiver

    Fix anything that isn't true or doesn't sound like you. Check every name, date and amount.

    ⚠️ AI can be wrong. Check names, numbers, dates and prices yourself before you rely on them. See why AI makes things up.

  6. Copy it into your email and send it yourself

    Paste the text into your email app, add the recipient and read it once more before you tap Send.

🎉 All done!

Want better results every time? See Understanding prompts or try our Prompt Creator.

Related game: Prompt Builder. Related explainer: Understanding prompts: how to ask AI for what you want .

Official help pages

Steps checked against these pages in October 2026. If a button looks different, look for a similar label.