Tip: to reply to an email, paste the message you received and add how you want to answer. Do not enter confidential information.
Last updated: October 2026
How to Use the AI Email Writer
A good email is usually short, has one clear purpose, and tells the reader exactly what you want them to do. The hard part is getting started. This free email writer turns a few lines about what you need into a draft with a subject line and a body. You choose the type of email, the tone, and the length, and you can add the recipient’s name and your own so the draft is closer to ready to send.
In short: Describe the situation with the facts that matter (who, what, when), pick a tone, and generate. Then read the draft carefully, replace anything in [square brackets], and make it sound like you before you send it.
- Describe what the email should say. Include who it is for, what you need, and any dates or details.
- Choose the type and tone. For example, a polite request in a professional tone.
- Pick a length. Short is usually best for requests and follow-ups.
- Add names (optional). The recipient’s name and your name replace the placeholders.
- Generate, review, and send. Copy the subject and email separately, or open the draft in your email app.
What to write in the box
The tool can only use the facts you provide. It is instructed not to invent dates, amounts, or reasons, and to leave a [placeholder] when a key detail is missing. Compare these two inputs:
- Vague: Email my boss about time off.
- Specific: Ask my manager for Friday, 8 May off for a family event. I will finish the monthly report before I leave and my colleague can cover urgent messages.
The second input gives the dates, the reason, and the plan for covering the work, which is exactly what a manager needs to say yes.
The Parts of a Good Email
- Subject line. Specific enough that the reader knows what the email is about before opening it.
- Greeting. Use the person’s name when you know it.
- Purpose in the first sentence. Say why you are writing right away.
- Necessary details. Only what the reader needs to act or answer.
- A clear next step. What you want them to do, and by when if it matters.
- Closing and signature. A polite closing, your name, and contact details if helpful.
Subject line patterns that work
| Situation | Weak subject | Stronger subject |
|---|---|---|
| Time off | Question | Request for time off on Friday, 8 May |
| Deadline extension | Essay | Request for a two-day extension on the history essay |
| Interview follow-up | Hello | Thank you for the interview on Tuesday |
| Reminder | Reminder | Reminder: feedback needed by Thursday |
| Complaint | Problem!!! | Order #[number]: item arrived damaged |
Email Templates You Can Adapt
These short templates show a clear structure. Replace the details in brackets with your own.
Time off request
Subject: Request for time off on [date]Hi [Manager’s name],I would like to request [date] off for [reason, if you want to share it]. I will finish [task] before I leave, and [colleague] has agreed to cover urgent messages.Please let me know if this works or if you would like me to adjust anything.Thank you, [Your name]
Interview follow-up
Subject: Thank you for the interview on [day]Dear [Interviewer’s name],Thank you for taking the time to speak with me about the [job title] role. I enjoyed learning more about [something specific from the conversation], and I am even more interested in contributing to [team or goal].If you need any additional information from me, I would be happy to provide it.Kind regards, [Your name]
Polite reminder
Subject: Reminder: [what you need] by [date]Hi [Name],I am following up on my earlier email about [topic]. When you have a moment, could you send [what you need] by [date]? That will let me [reason it matters].Thanks very much for your help.Best, [Your name]
Calm complaint
Subject: Order #[number]: item arrived damagedHello [Customer service team],I received my order #[number] on [date], and [describe the problem]. I have attached photos showing the issue.Could you please [replacement, refund, or other solution]? I would appreciate a reply by [date].Thank you, [Your name]
Choosing the Right Tone
| Tone | Use it when | Example opening |
|---|---|---|
| Professional | Most work emails, applications, and clients. | I am writing to ask whether… |
| Friendly | Colleagues you know well and ongoing conversations. | Hi Sam, quick question about… |
| Formal | Senior contacts, official requests, first contact with institutions. | I would like to enquire about… |
| Direct and concise | Busy readers and simple requests. | Could you send me the updated figures by Thursday? |
| Polite but firm | Late payments, repeated delays, or complaints. | I am following up again because this is still unresolved. |
Common Email Mistakes
- A vague subject line. “Question” or “Hello” gets ignored or lost.
- Hiding the request. Put what you need near the top, not at the end of a long story.
- Writing too much. Cut anything the reader does not need to respond.
- Several unrelated topics in one email. Send separate emails so each can be answered and filed.
- Forgetting the attachment. If you mention one, attach it before you click send.
- Using a tone that does not match the relationship. Too casual for a stranger or too stiff for a friend.
- Sending an unedited AI draft. Generic wording and missing details are easy to spot.
Checklist Before You Send
- Is the subject line specific?
- Are all names, dates, amounts, and links correct?
- Have you replaced every [placeholder]?
- Is the request clear, with a deadline if needed?
- Is it free of anything you would not want to be forwarded?
- Have you attached the files you mention?
- Did you read it aloud once, or at least once slowly?
Limits and Responsible Use
- The draft is a starting point. It does not know your relationship with the recipient, your company’s policies, or facts you did not enter.
- Check sensitive emails with a person. For legal, HR, medical, or financial matters, have a qualified person review the message.
- Do not enter confidential information. Avoid passwords, financial details, or private data about other people.
- Honest emails only. The tool will not help with emails meant to deceive, impersonate, harass, or spam.
- Follow the rules for marketing emails. If you email customers or prospects in bulk, check the laws that apply where you and your recipients live, such as CAN-SPAM in the United States and GDPR in the European Union.
Related Free Tools
- AI Paraphrasing Tool: rephrase a sentence in your draft that sounds awkward.
- AI Paragraph Expander: add detail when a point is too thin.
- AI Text Summarizer: shorten a long message or thread before you reply.
Frequently Asked Questions
Is the email writer free?
Yes. You can use it without paying and without creating an account. To prevent abuse, we limit how many requests can be made per minute.
Can I choose the tone of the email?
Yes. Choose professional, friendly, formal, direct and concise, or polite but firm. You can also mention a specific tone in the text box.
Can it help me reply to an email I received?
Yes. Choose “Reply to a message,” paste the message you received (or the important part), and add how you want to respond. Remove any private information first.
Will the AI invent details?
The tool is instructed to use only the facts you provide and to leave [placeholders] for missing details. AI can still make mistakes, so always check the draft before you send it.
Does it work in languages other than English?
It replies in the language you write in. Results are usually strongest in English, so read other languages carefully.
Can I use it for cold outreach?
You can draft an introduction email with it. Make it specific to the person, keep it honest and short, and follow the email marketing laws that apply to you.
How long can my description be?
Up to 1,500 characters, which is enough for a short request or a pasted message you want to answer.