Writing emails is a daily task for many of us, whether it’s for work, networking, or catching up with clients. As AI tools like ChatGPT become more common, more professionals are using them to draft emails quickly. While these tools are excellent time-savers, there’s a risk: emails generated by AI can sometimes sound stiff, formal, or robotic — lacking the warmth and nuance of human communication. Fortunately, with a few strategies, you can prompt ChatGPT to generate emails that feel more natural, authentic, and human.
TL;DR:
Using ChatGPT to write emails can be a game-changer for saving time, but you must guide it properly to achieve natural-sounding, human communication. Start with clear instructions, customize the tone, and always re-read the final draft. Use personal touches and avoid overly formal or generic phrases. When done right, AI-generated emails can mirror the warmth and intent of a real human message.
Understand the Problem: Why Do AI Emails Sound Robotic?
Before diving into solutions, it’s important to understand why AI-generated emails sometimes come off as unnatural. Here are a few reasons:
- Literal interpretation: ChatGPT may take your instructions too literally without implied context.
- Overly formal language: AI is trained on vast amounts of text, some of which may lean toward business-like or academic styles.
- Lack of personalization: Without specific context or anecdotes, the output can sound generic.
Once you’re aware of these pitfalls, you can take proactive steps to avoid them — and that starts with how you guide ChatGPT in the first place.
1. Start with a Detailed Prompt
The more details you give ChatGPT, the better and more human your output will be. Think about the basics:
- Who is the email for?
- What is the purpose or subject?
- What tone do you want: casual, friendly, formal, empathetic, apologetic, etc.?
Here’s an example of a well-structured prompt:
“Write a friendly follow-up email to a client I met at a marketing conference. Mention how I enjoyed our conversation about social media trends. Keep it semi-casual but professional.”
This gives ChatGPT enough context and direction to generate something that feels individualized and thoughtful.
2. Pick the Right Tone
Many people make the mistake of using the default tone that ChatGPT provides — which often skews formal. But tone can make or break how “human” your message sounds. Consider using prompts such as:
- “Use a warm and engaging tone.”
- “Keep the language casual, like something I’d say in a Slack message.”
- “Use language that’s conversational but still polished for business.”
Try this test: After ChatGPT writes your email, read it out loud. If it sounds like something you wouldn’t actually say in a conversation, tweak the tone until it does.
3. Always Personalize the Output
AI can’t invent personal details — that’s your job. It’s your responsibility to layer in the human touches that make an email feel real. Add things like:
- A shared memory or conversation (e.g., “Loved your take on the future of Instagram reels.”)
- The recipient’s name and company details
- Relevant follow-ups (e.g., “Let me know when your product launches — I’d love to try it.”)
Even a short sentence added manually can transform a generic email into a genuine connection.
4. Mixing in Natural-sounding Language
Humans rarely speak or write in perfect syntax. There are pauses, friendly fillers, and contractions. Consider these tweaks:
- Use contractions (I’m vs. I am)
- Start a sentence with “So,” or “Just wanted to say…”
- Allow for informal phrasing (e.g., “Hope you’re doing well!”)
Of course, don’t overdo this — no one wants an email filled with slang — but adding a few casual elements makes your message more inviting.
5. Run a “Friend Test”
A helpful test is imagining how your message would land with a friend. Would they say:
- “That sounds like you.”
- “That feels warm and thoughtful.”
- “That email says what it needs to say — clearly and kindly.”
If not, go back and edit. You can even prompt ChatGPT at the end with: “Now revise this to sound more like something I’d say to an old colleague.”
6. Edit the Draft Like a Human Would
Think of ChatGPT as your first draft assistant, not your final copywriter. Review the output and polish it just like you would a rough draft from a coworker.
Here’s what to look for:
- Clunky phrasing: Would you say that out loud?
- Over-formality: Could that sentence be simplified or made warmer?
- Missing specificity: Are there placeholders (e.g., “your product” or “the meeting”) that can be personalized?
This manual review only takes a few minutes but dramatically improves authenticity.
7. Add a Subject Line That Connects
Subject lines should feel appropriate to the context and give the reader a reason to open the email. AI-generated subjects can be stiff or clickbaity. Choose one that’s simple, clear, and human.
Examples:
- Great chatting at the conference
- Following up on our conversation
- Quick question about your launch
8. When in Doubt, Use Templates Sparingly
It’s tempting to use reusable AI prompts for routine emails — and that’s fine — but always tweak for context. A “thanks for your interest” message should still reflect the specifics of what the person was interested in. Otherwise, you risk sounding like a robot who’s pressed “Send” twenty times a day.
9. Teach ChatGPT Your Style
If you frequently email in a certain tone, consider showing ChatGPT a few samples of your real emails and prompting: “Use this style as a reference.” The model will better mimic your natural language patterns when provided with examples.
You can even paste this into your prompt:
“Here are three samples of how I normally communicate. Based on the tone and word choices, write a new message about…”
This trains the model to be more reflective of your actual voice — not just generic AI output.
Conclusion: AI Should Augment Humanity, Not Replace It
When used thoughtfully, ChatGPT can help you write polished, efficient, and clear emails — without sacrificing personality. The key is in how you guide it. Strong prompts, intentional tone choices, and final human edits go a long way in making sure your emails sound like you, not a machine.
In short: Use AI for drafts and structure, but own the final version. With the right approach, recipients will never guess a machine helped craft your email.
