Write better emails without sounding like a robot

Start with a small real task. Use the steps below, inspect the output, and make the result your own.

Start with your notes, not a perfect prompt

Write the messy version first. Include the recipient, what happened, what you want to say and the action you need. Five plain bullet points are usually enough.

Use this starter prompt

Help me write an email that sounds like me, not like an announcement. Recipient: [who]. Goal: [what I need]. Notes: [paste rough notes]. My tone is [direct / warm / concise]. Keep specific facts and names exactly right. Avoid buzzwords, clichés and exaggerated enthusiasm. Give me a subject line and a draft under [number] words.

Make it sound like you

1. Read the draft aloud. Mark any phrase you would never say.
2. Ask for a second version: “Keep the facts. Use simpler words and shorter sentences.”
3. Reinsert any personal detail or nuance the model flattened.
4. Check the names, dates, commitments and attachments yourself.

When to stop editing

If you can read it aloud without wincing, the purpose is clear and the facts are correct, send it. AI should shorten the process, not create an endless rewriting loop.