AI email response generator
Paste the email you received, choose the goal of your reply and the tone, and add any points it must include.
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Short answer
An email response generator reads the email you received and drafts a reply for one goal, such as answering, apologizing or politely saying no. This one writes 60 to 160 words with a subject line, uses only the facts in the email and in your points, and leaves out anything it would have to invent.
How to use the email response generator
- Paste the email you received, including the part of the thread that matters.
- Choose the goal of your reply. One goal per email gives a clearer reply than three.
- Add the points you must include: a date, a price, an alternative, a next step. The generator uses only these facts and the ones in the email.
- Pick a tone, add your name, and generate. You get a subject line and a reply of 60 to 160 words.
The six reply goals
| Goal | Use it when | What the reply does |
|---|---|---|
| Answer | Someone asked a question | Answers it first, then adds what they need next |
| Apologize | Something went wrong | Owns the problem and says what happens next |
| Say no politely | You cannot do what they ask | Says no clearly and offers an alternative if you gave one |
| Ask for details | You need more to help | Explains why, then lists what you need as numbered items |
| Confirm | Something was agreed or done | States what, when and who, so there is a written record |
| Follow up | You are waiting for a reply | Reminds them of the open point and asks one clear question |
What makes a good email reply
- The answer in the first two lines. Many people read only the preview.
- One topic. If the email raised three issues, answer them in numbered points, or split them.
- A clear next step. Who does what, and by when.
- A subject that still makes sense in a month. "Re: Your refund for order 1042" beats "Re: Question".
- No invented facts. The generator leaves out dates, prices and links you did not give it. Add them yourself, or put them in the points box.
Difficult emails
Saying no
People accept a no more easily when it is clear and comes with a reason or an alternative. "We can't extend the trial, but you can switch to monthly billing and cancel at any time" is better than three sentences of regret. Put the alternative in the points box.
Apologizing
A good apology names what went wrong, takes responsibility without excuses, says what you did about it, and says what changes so it does not happen again. If you cannot promise the last part, leave it out.
Following up
Keep follow-ups short and specific. Repeat the open question in one line and make it easy to answer: a yes or no, or a choice between two dates. Wait a few working days before the first follow-up.
Example
A customer writes: "Can you extend my trial by two weeks? We haven't had time to test it." You choose "Say no politely", a professional tone, and the point "we can switch them to monthly billing, cancel anytime". The reply thanks them, says the trial cannot be extended, offers monthly billing with the option to cancel, and asks whether they would like you to switch it. It does not invent a discount or a date, because you did not give one.
Response time and templates
If you answer the same kind of email often, save the version that worked as a template and fill in the details each time. A reply that arrives within a few hours with a clear next step usually beats a perfect reply the next day.
Privacy
The email you paste is sent to our AI model to write the reply and is not stored. If the thread contains personal or sensitive details that are not needed for the reply, remove them before you paste.
Related tools
For short chat, social media and review replies, use the AI reply generator. Going away? Set your automatic reply with the out of office message generator.
Frequently asked questions
How do I say no in an email politely?
Thank them for asking, say no clearly in one sentence, give a short reason if you can, and offer what you can do instead. Choose "Say no politely" and add the alternative in the points box.
How do I ask for more information without sounding rude?
Explain why you need it ("so I can find your order"), then list exactly what you need as numbered items. The "Ask for details" goal writes the list for you.
How soon should I reply to a customer email?
As fast as you reasonably can, and within the time your auto-reply or website promises. A short reply that says when the full answer will come is better than silence.
Can I use it for personal emails?
Yes. The goals and tones work for any email, not only customer service. Read the draft and make it sound like you before you send it.
Is my email stored?
No. The text is sent to our AI model to write the reply and is not stored. You get 5 free AI runs a day, shared by all our AI tools.
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Related
- Free toolAI Reply GeneratorPaste the customer message, pick the channel and tone, and add your policy if you want the reply to quote your real rules.
- Free toolOut-of-Office Message GeneratorPick the reason, the dates and the tone. The generator writes a reply you can paste into Outlook or Gmail, or copy a template below.