How to Use AI to Draft Professional Emails

Email is still king of business communication. AI can draft them faster and often better.

Why AI Email Drafting Works

• Overcomes blank page syndrome
• Maintains consistent tone
• Catches awkward phrasing
• Suggests better word choices
• Handles multiple languages

The Email Prompting Framework

Include These Elements:

1. Recipient Context

   • Who are they?
   • What's your relationship?
   • What do they know already?

2. Purpose

   • What's the email about?
   • What outcome do you want?

3. Key Points

   • What must be included?
   • Any specific details?

4. Tone

   • Formal or casual?
   • Urgent or relaxed?

5. Constraints

   • Length requirements?
   • Things to avoid?

Example Prompts

Follow-up Email

"Draft a professional follow-up email to John Smith, a potential client I met at a conference last week. We discussed his company's need for better customer communication tools. I want to schedule a demo call. Keep it friendly but professional, under 150 words."

Difficult Conversation

"Draft an email to a client explaining that their project will be delayed by one week due to a supplier issue. Acknowledge the inconvenience, explain briefly, and offer a small discount as goodwill. Keep it apologetic but confident, around 100 words."

Cold Outreach

"Draft a cold email to marketing directors at mid-size companies. We help businesses reduce customer response time by 50% with unified messaging. Include a soft call-to-action for a brief call. Keep it under 100 words, conversational tone."

Refining AI Drafts

Common Edits Needed:

• Add specifics: AI generalizes; add real details
• Adjust formality: Sometimes too stiff or casual
• Shorten: AI tends to be verbose
• Add personality: Inject your voice

Revision Prompts:

• "Make this more casual"
• "Shorten to under 75 words"
• "Make the call-to-action clearer"
• "Add more urgency"

Types of Emails AI Handles Well

High Success Rate:

• Follow-ups
• Thank you notes
• Meeting requests
• Status updates
• Friendly reminders

Needs More Editing:

• Negotiations
• Sensitive feedback
• Complaints
• Complex explanations
• Highly personal messages

Building Your Email Library

Create a personal prompt library:

• Save prompts that work well
• Build templates for recurring emails
• Note what tone settings work for you

AI Email in Dewx

Dew, the AI assistant in Dewx, drafts emails with full context:

• Knows your conversation history
• Understands your contacts
• Matches your communication style
• Works directly in your inbox

No copy-paste. No context switching. Just faster emails.

Ready to speed up email? Try Dewx with AI drafting.