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How do I use an AI email writer?
Short answer
To use an AI email writer, open the one built into your email (Gemini in Gmail or Copilot in Outlook) or a chatbot like ChatGPT. Give it a short brief: who the email is for, what you want and the tone. Read and edit the draft before sending, and never let it send marketing emails without consent.
Step by step
- Pick the tool. Gmail shows a "Help me write" option where your Google plan includes Gemini. Outlook has Copilot for Microsoft 365 subscribers. ChatGPT, Claude and Gemini work for any email if you copy and paste.
- Write a brief, not a full email. For example: "Reply to Sarah, who wants a quote for a boiler service. Price £85 including VAT, available next Tuesday or Thursday. Friendly, short, British English."
- Add facts the AI cannot know, such as prices, dates and names.
- Ask for changes. "Shorter", "more formal" or "add a clear call to action" all work.
- Check and send yourself. Look closely at prices, dates and promises.
Is an AI email writer free?
Often, yes. ChatGPT, Claude, Gemini and Copilot all have free plans that can draft emails. Built-in tools in Gmail and Outlook may need a paid plan. See are AI tools free?
Marketing emails and the law
Under PECR you generally need consent before sending marketing emails to individuals. The "soft opt-in" can cover existing customers who bought something similar and were given a chance to opt out. AI makes it easy to send more emails, not to ignore these rules. Fines for PECR breaches can now reach £17.5 million or 4% of turnover.
Privacy
Do not paste sensitive customer details into a free chatbot. Use a business plan or the tool inside your email account. See can I put customer data into ChatGPT?
Related questions
Which AI is best for writing emails?
Use the one in the email app you already pay for, because it can see the thread. For longer or tricky emails, ChatGPT and Claude write well. See which AI is best for writing?
Can AI reply to my emails automatically?
Some tools can, but start with drafts you approve. See how to use Copilot in Outlook
Is Gemini in Gmail safe?
Google says it does not train on your email content. See is Gemini in Gmail safe?
Sources
- ICO: electronic mail marketing under PECR
- Google Workspace: write emails with Gemini in Gmail
- Microsoft Support: Copilot in Outlook
Checked 18 October 2026. Rules and prices change, so check the source before you rely on it. This is general information, not legal, tax or financial advice.
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