How to Use AI to Write Emails and Letters: A Simple Guide
Staring at a blank screen, not quite sure how to begin, is one of the most common reasons a letter or email never gets sent. The complaint to the power company sits unwritten. The thank-you note waits another week. This is one of the things AI is genuinely good at. It can give you a sensible first draft in seconds, which you then tidy up and make your own.
You stay in charge the whole way through. The AI does the staring-at-a-blank-page part, and you do the deciding. This guide shows you how, in plain English, using free tools you may already have. If you are helping an older parent get online, see our wider guide to helping a parent go online.
Quick answer
Open a free AI tool like ChatGPT, Google Gemini, or Microsoft Copilot. Tell it what you want to write, who it is for, and roughly what you want to say, in your own words. It writes a draft. You read it, change anything that does not sound like you, then copy it into your email or print it as a letter. Always read it before you send it.
What you need to start
You need a free AI tool. Any of these will do the job, and all have a free version that is plenty for writing:
- ChatGPT at chatgpt.com, or the ChatGPT app on a phone or tablet.
- Google Gemini, built into most Android phones and at gemini.google.com.
- Microsoft Copilot, included in Windows and at copilot.microsoft.com.
If you are not sure which to pick, see our guide to what ChatGPT is. It is the most popular and a fine place to start.
How to do it, step by step
1. Tell it what you want, plainly
You do not need special words. Just type a normal request, as if you were asking a helpful person. The more you tell it, the better the result. A good request includes what it is, who it is for, and the main points. For example:
“Write a polite email to my power company asking why my latest bill is much higher than usual, and asking them to explain the charges.”
2. Read the draft it gives you
Within seconds it produces a complete draft. Read it through. Most of the time it will be surprisingly close to what you wanted, with a sensible greeting, clear points, and a polite sign-off.
3. Ask for changes in plain words
If something is not right, just say so. You can type things like:
- “Make it shorter.”
- “Make it a bit friendlier.”
- “Add that I have been a customer for 20 years.”
- “Use Australian spelling.”
It will rewrite the whole thing with your change. You can do this as many times as you like until it sounds right.
4. Make it sound like you
This is the important step. The draft is a starting point, not the finished letter. Change a phrase here and there so it sounds like something you would actually say. Take out anything too formal or too gushing. The goal is a letter that is yours, written faster.
5. Copy it where you need it
When you are happy, select the text, copy it, and paste it into your email program. For a printed letter, paste it into a document and print as usual. If you need a hand setting up email in the first place, see how to set up and use email on a Windows laptop.
Handy things to ask it to write
Once you get the hang of it, you will find all sorts of uses. People often ask AI to help with:
- A complaint or query to a company, kept calm and clear.
- A thank-you note, a condolence message, or a birthday greeting.
- A reply to a tricky email when you are not sure how to word it.
- A letter to the council, a landlord, or a tradesperson.
- Making a long-winded message you received shorter and clearer.
You can even paste in an email you have received and ask, “Help me write a polite reply that says no to this.” It is like having a patient helper on hand at any hour.
Worth checking first
- Always read the final version yourself before sending. You are the author, not the AI.
- Do not paste in sensitive details you would not want stored, such as full bank account numbers, passwords, or your tax file number.
- If the letter states facts, dates, or figures, check those are correct. The AI works from what you tell it, so give it the right details.
- The wording is a suggestion. Trust your own judgement on tone, especially with family.
Before you finish
Download the free Family Tech Safety Checklist to help check phone safety, passwords, scam messages, emergency contacts and medical alarm details.
FAQ: Using AI to write emails and letters
Is it cheating to use AI to write a letter?
Not at all. It is no different from asking a friend to help you word something. You decide what to say and what to keep. The thoughts are still yours.
Does it cost anything?
No. The free versions of ChatGPT, Gemini, and Copilot all write emails and letters perfectly well. There is no need to pay for everyday use.
Will people know it was written with AI?
Not if you make it sound like you. The trick is to change a few phrases so it matches how you normally speak, rather than sending the draft exactly as it comes.
Can it reply to an email I received?
Yes. Paste in the email you got and ask it to help you write a reply. Tell it what you want to say, such as agreeing, declining, or asking a question.
Is it safe to put personal details in?
Keep it to ordinary information. Avoid pasting passwords, full bank numbers, or your tax file number. For names and addresses in a normal letter, you are fine.
