Why users choose our AI Email Writer
| 💡 Guests | up to 1000 characters, the response can contain a maximum of 1000 tokens |
|---|---|
| 🪙 Users | up to 1500 characters, maximum response size 1500 tokens |
| 🎯 PRO version | up to 32000 characters per send, the response can contain a maximum of 32000 characters, ad-free, and a separate queue |
AI Email Writer: Compose professional emails instantly
AI Email Writer helps you create clear, personalized, and professional emails in seconds. Set your recipient, subject, tone, and key details, and receive a polished message ready to send for cold outreach, follow-ups, meeting requests, support replies, and more.
How it works
- Choose the language of the email.
- Enter the recipient (person or role, and organization).
- Add a concise subject line that reflects your goal.
- Select the tone (professional, friendly, persuasive, formal, etc.).
- Provide essential details: context, value proposition, benefits, proof, deadlines, and clear CTA.
- Review and send or customize further.
Tips for best results
- Be specific about your goal and audience.
- Use concrete numbers, timelines, and outcomes.
- Keep paragraphs short and scannable.
- End with a single, direct call to action.
- Match the tone to the recipient and brand voice.
Popular use cases
- Business outreach and cold emails
- Follow-up and reminder messages
- Meeting scheduling and confirmations
- Customer support and success replies
- Job applications and networking
FAQ
Will it include my signature? Yes, the final email ends with your provided sender name/title.
Templates? No placeholders or rigid templates—only a finished, natural email.
How to write a good email
A good email is clear, concise, and courteous. It helps busy readers understand what you need and how to respond. Use the steps below to write professional emails that get timely replies.
1) Define your goal
Decide the outcome before you write.
- Inform
- Request
- Confirm
- Persuade
2) Write a clear subject line
Front‑load keywords, keep it specific (6–9 words), and avoid clickbait.
- Good: Meeting agenda for 15 Aug — please confirm by Wed
- Good: Invoice 1043 — due 30 Sep
- Poor: Quick question
- Poor: Important!!!
3) Greet appropriately
- Formal: Dear Dr. Nguyen,
- Neutral: Hello Alex,
- Informal: Hi team,
Use names and titles when relevant; avoid “To whom it may concern” unless you truly don’t know the recipient.
4) Get to the point
State your purpose in the first sentence. BLUF (Bottom Line Up Front) saves time. Keep paragraphs short and scannable; bold key dates, numbers, and decisions.
5) Provide context and the action needed
- What you need
- Why it matters
- By when (deadline/time zone)
- How to respond (reply, form, link)
If you include links or attachments, label them clearly and mention them in the body.
6) Tone and politeness
Be friendly and confident, not demanding. Avoid ALL CAPS, sarcasm, and vague hedging. Use one exclamation mark at most; skip emojis in formal messages.
7) Format for readability
- Use short paragraphs, bullet lists, and white space
- One topic per email when possible
- Number multiple questions (1, 2, 3)
8) Make the call to action obvious
- Could you send the signed NDA by Friday 5 pm UTC?
- If approving, reply 'yes' and I’ll proceed.
- Please choose one option (A or B) by Tue.
9) Close and add a useful signature
- Thanks,
- Best regards,
- Kind regards,
Include a simple signature: Name | Role | Company | Phone | Helpful links.
10) Proofread before sending
- Names and titles are correct
- Subject matches the content
- Links work; attachments included and named
- Concise sentences; no typos
- Right recipients (To/Cc/Bcc)
11) When to reply and follow up
- Acknowledge within 24 hours; if you need more time, set expectations
- Follow up after 2–3 business days with a short, polite nudge
- Avoid Reply All unless everyone truly needs the update
12) Special cases
Cold emails: Personalize the first line, offer clear value in one sentence, and end with a small, specific ask.
Difficult messages: Stick to facts, own mistakes, propose next steps, and cool off before sending.
Quick checklist
- Specific subject line
- Purpose in the first sentence
- One clear ask
- Essential context only
- Bullets and bold for scannability
- Polite, confident tone
- Specific CTA with deadline
- Helpful close + signature
- Proofread, test links
- Correct To/Cc/Bcc + attachments
FAQ
How long should a professional email be?
50–125 words for most messages; up to 200–250 when providing context.
Is it okay to use emojis?
Sparingly and only if the relationship and culture allow. Avoid in first contact or formal emails.
How many exclamation marks is too many?
One at most; none in formal emails.
What subject line gets replies?
Specific + useful + time‑bound: Proposal draft attached — feedback by Thu?
When should I use Cc and Bcc?
Use Cc to keep stakeholders informed; Bcc to protect privacy in bulk sends or to move someone off a thread.