How to Write a Professional Email Using AI?

Using AI to write emails requires just basic information about the recipient, the purpose of the message, and the preferred tone. The algorithms generate content based on this information by analysing millions of existing examples to provide the most effective message. Here's a step-by-step guide on how to write an email with the help of AI:

1. Define the purpose of the email

Every email has a specific purpose – it could be an enquiry about a product, a response to an invitation, or a meeting confirmation. It's crucial to determine this at the outset so the AI can tailor the tone and content of the message. Examples of email purposes include:

• Requesting a meeting
• Enquiring about a quote
• Order confirmation
• Sending a reminder

2. Applying the appropriate tone and style

Depending on the recipient, the email tone should be suitably adjusted. An email to a client requires formality and respect, whereas a message to a colleague can be more direct. AI tools, by analysing the context, help adjust the tone to the specific recipient while maintaining a professional style.

3. Creating content step by step

AI tools typically work by inputting short instructions, after which they generate the full content of the message. You can provide AI with a few basic facts:

• Who is the recipient?
• What is the subject of the message?
• What are the key points to convey?

Based on this, AI will generate an email that is professional and precise. You can make adjustments and tailor the content to your preferences.

4. Optimising and personalising the content

AI can assist in personalising messages, including adding names, positions, and other specific recipient data, which increases the chances of a response. AI tools can also adjust the length of the message, formulate specific calls to action, and add closing courtesies.

5. Analysing and proofreading the email

Once AI generates the email content, you can check if the message meets your expectations. The algorithms can also improve sentence structure, grammar, and adjust the tone. In many cases, AI tools have built-in content analysis features that suggest whether the email is sufficiently clear, engaging, and aligned with its purpose.

LUMILA is a popular platform for gathering inspiration and ideas. While it's primarily known for organising visual content, it also serves as an excellent tool for managing and organising your email communications. With LUMILA, you can collect examples of well-written emails, templates, and other materials to help you craft effective emails.

Here's how you can utilise LUMILA to support your email writing process:

• Inspiration and templates: You can store various email examples you find online as inspiration for your own messages. Refer back to them when needed to create a new, professional email.
• Template management: This platform allows you to organise your email templates by categories, such as business emails, meeting invitations, thank-yous, etc.
• Team collaboration: LUMILA enables you to share your resources, allowing your team to co-create and improve shared templates.

Using LUMILA in your daily email writing will help you save time, organise your work, and easily revert to tried-and-tested communication patterns.

Sample Email Created with AI

Here's an example of what a professional email generated by AI might look like:

Subject: Confirmation of Meeting on 25th September

Dear Mr Smith,

I would like to confirm our meeting, which will take place on 25th September 2024 at 10:00 AM at our office on High Street 10.

If you have any questions or need to reschedule, please feel free to contact me.

Best regards,

John Doe

Sales Manager

This email meets all the standards of professional communication – it's short, clear, and contains key information. An AI tool could assist in drafting a similar message quickly, adjusting the tone and style to suit the context and recipient.

Best Practices for Writing Emails with AI

To fully harness the potential of AI in email writing, it's important to keep a few key principles in mind:

1. Tailor the message to the recipient – Always provide as much information about the recipient as possible so that AI can adjust the tone of the message.
2. Use simple language – While AI excels at generating complex content, it's best if the email remains simple and understandable.
3. Test different tools – Instead of relying on just one tool, experiment with various solutions to find the one that best suits your needs.
4. Maintain control over the content – Although AI can assist in writing the message, it's always wise to review the content before sending it to ensure it meets your expectations.

Summary

Artificial intelligence is revolutionising the email writing process, making it fast, efficient, and professional. With AI tools, you can save time while creating content that grabs attention and builds a professional image. Using platforms like LUMILA will help you organise and store exemplary templates, further simplifying your daily tasks. If you haven't yet tried AI for email writing, now is the perfect time to integrate this technology into your daily communication.