AI Email Writer

How It Works

Describe your situation in plain language. The AI drafts a full email calibrated to your recipient, with a clear subject line, BLUF-first body, and a single actionable CTA. No back-and-forth required.

What to Provide

Email Template

Subject: [[Subject Line That Previews the Ask]]

[[Greeting appropriate for the relationship: e.g., "Hi [[First Name]]," or "Dear [[Full Name]],"]]

[[BLUF: State the ask or key point in the first 1–2 lines. No warm-up paragraph.]]

[[Body: Only the context or detail the recipient needs to act. One to three short paragraphs maximum. Bullet points where helpful.]]

[[Call to Action]]: [[Deadline or timeframe, e.g., "by [[Date]]" or "at your earliest convenience"]]

[[Sign-off appropriate to the tone: e.g., "Best," / "Thanks," / "Regards,"]]

[[Sender Name]]
[[Sender Title or Role]]
[[Contact Information]]

Worked Examples

Example 1: Professional Request (Colleague, Semi-Formal)

Subject: Request for Review: [[Project Name]] Draft: Needed by [[Deadline Date]]

Hi [[Recipient First Name]],

I'm finalizing [[Project Name]] before it goes to [[Stakeholder or Client]] and need your input on a few sections. Could you take 15 minutes to review the attached draft?

Specifically, I'd welcome your feedback on:

• [[Feedback Area 1, e.g., the executive summary]]

• [[Feedback Area 2, e.g., the pricing assumptions in Section 3]]

Please reply with comments by [[Deadline Date]]. That gives me time to incorporate changes before the [[Submission or Presentation Date]] deadline.

Thanks in advance,

[[Your Name]]
[[Your Title]]
[[Your Email or Direct Line]]

Example 2: Cold Outreach (New Contact, Confident)

Subject: [[Mutual Connection or Shared Context]]: Quick Intro from [[Your Name]]

Hi [[Recipient First Name]],

[[One sentence on how you found them or the mutual connection.]] I'm reaching out because [[concise reason: what you noticed, admired, or have in common]].

I'd love to [[specific ask: e.g., "connect for a 20-minute call to explore a potential collaboration," "share a resource I think you'd find useful"]].

Would you be open to a quick call the week of [[Date Range]]? I'm happy to work around your schedule.

Best,

[[Your Name]]
[[Your Role at Company]]
[[LinkedIn or Website URL]]

Example 3: Follow-Up (No Response, Polite Nudge)

Subject: Following up: [[Original Subject or Request]]

Hi [[Recipient First Name]],

Just a quick follow-up on my [[previous email / proposal / request from [[Date]]]]. I know you're busy: I wanted to make sure it didn't get buried.

[[One sentence restating the core ask or offer.]]

If [[Proposed Date]] works for a quick call, I'm available: or feel free to reply here. Happy to keep it brief.

Thanks,

[[Your Name]]

Example 4: Internal Escalation (Manager, Direct)

Subject: Decision Needed: [[Issue or Topic]] by [[Date]]

Hi [[Manager Name]],

I need your input on [[issue or decision]] by [[date]] to keep [[project or process]] on track.

Background: [[Two to three sentences of necessary context only: no more.]]

Options on the table:

1. [[Option A and its key implication]]

1. [[Option B and its key implication]]

My recommendation: [[Option A or B]] because [[brief reason]].

Please let me know your decision by [[Decision Deadline]] so I can [[next action, e.g., brief the team / place the order / send the contract]]. Happy to discuss if helpful.

[[Your Name]]

Example 5: Apology and Service Recovery (Client, Warm)

Subject: Apology and Next Steps: [[Incident or Issue]]

Hi [[Client First Name]],

I want to apologize directly for [[specific issue: e.g., the delay in delivery, the error in the invoice, the missed deadline]]. This fell short of the standard you should expect from us, and I take full responsibility.

Here is what we are doing to fix it:

• [[Immediate corrective action and who owns it]]

• [[Follow-up step and timeline]]

This will be fully resolved by [[specific date or time]]. I'll personally confirm once it's done.

If you have questions in the meantime, please reach out at [[direct contact]].

Sincerely,

[[Your Name]]
[[Your Title]]
[[Company Name]]

Format Checklist

Tone Guide

Common Mistakes to Avoid

• Burying the point: the ask must appear in the first two lines, not the last paragraph
• Over-explaining: include only the context the recipient needs to act; nothing else
• Multiple CTAs: one clear next step is always more actionable than three vague ones
• Vague subject lines: "Checking in" and "Question" tell the recipient nothing about priority
• Tone mismatch: casual phrasing to a senior external contact, or stiff formal to a close teammate, both land wrong
• No deadline: CTAs without a timeframe are easy to defer; name a date whenever possible