Free AI email writer

How to use the email writer

1. Choose what the email should do and who it is for. The purpose sets the structure: a request ends with one clear ask, an apology says what happens next, an invitation says how to accept.
2. List the key points. Write every fact the email needs: names, dates, amounts, what happened and the next step. Notes are fine; full sentences are not needed.
3. Pick a tone and a length, and add your name and the recipient's name if you want a greeting and a sign-off with names.
4. Read the draft. Replace anything in [square brackets], check every fact, and change any sentence that does not sound like you. Then copy it into your email program.

Why the writer adds no facts of its own

A language model that has to fill a gap will often fill it with something that sounds right: a plausible date, a meeting room, a discount. In an email, that becomes a promise you did not make. So the writer works only from your key points. When the email needs a detail you did not give, it writes a placeholder such as [date] or [time] instead. You see at once what is missing, and nothing invented reaches the recipient.

This also means the quality of the draft depends on the points. "Ask for the report" gives a vague email. "Ask Priya for the Q3 churn report by Thursday, because the board meeting is on Friday" gives a specific one.

A structure that works for most work emails

If you write the email yourself, or the daily limit is reached, use this structure:

Subject: [what the email is about, in 4 to 8 words]

Hi [name],

[One sentence: why you are writing.]

[Two or three sentences: the facts the reader needs.]

[One sentence: the exact next step, who does it and by when.]

Thanks,
[Your name]

• Subject line: say what the email is about and, if there is one, the deadline. "Logo files for the new site, by Friday" is easier to find later than "Quick question".
• First line: the reason for writing. Many readers decide from the preview whether to open the email now or later.
• One topic per email. Two unrelated requests in one email often get one answer.
• One clear ask. End with the action you want and the date you need it by.

The nine purposes

Choosing the tone and length

Professional suits most work email. Friendly suits colleagues and customers you already know. Formal drops contractions and suits official requests, complaints and people you do not know in more traditional fields. Concise is for busy readers and quick requests.

The short length gives 40 to 90 words, the standard length 90 to 180. Most requests and follow-ups work at the short length. Use standard when the reader needs background to act.

Example

Purpose: follow up. Recipient: a client. Key points: "We met at the trade show on Tuesday. Send our price list. Ask for a 20-minute call next week." The draft thanks the client for the conversation on Tuesday, says the price list is attached, and asks for a 20-minute call next week. Because you did not give a day or a time for the call, it asks the client which time suits them, or writes [day and time]. It does not invent a product name, a price or a meeting link.

Note one thing the writer cannot check: the draft says the price list is attached because your points say so. Attach it before you send.

Before you send

• Replace every placeholder in square brackets.
• Check names, dates and amounts against your notes.
• Read the first two lines alone: do they say why you are writing?
• Check that the subject line still matches the email after your edits.

Privacy and limits

What you enter is sent to our AI model to write the email and is not stored. You can write 3 emails a day for free, without an account. They count toward the 5 free AI runs a day that all our AI tools share. Leave out personal details that the email does not need.

Related tools

To improve an email you already wrote, use the sentence and email rewriter. To answer an email you received, use the AI email response generator. To check how a draft sounds, use the tone checker.