- Amantha
- Nov 10
- 3 min read
Have you tried asking ChatGPT to write an email and got back something so painfully formal it made you cringe? Or maybe it was so vague your recipient probably thought you'd had a personality transplant?
Most people are absolutely butchering AI email writing. But here's the thing: it's not the AI's fault. It's yours.
The real problem (and it's not what you think).
Everyone obsesses over the actual writing bit, but that's not where most people stuff up. The real issue? Context.
Think about it: would you walk up to a brand new EA and say "Write me an email to Amantha"? Of course not. You'd give them background, explain the relationship, share your communication style. But with AI? We just fire off a prompt and expect magic.
Here's what happens without context: AI starts guessing. Maybe it thinks you're best mates who've worked together forever. Maybe it assumes it's first contact. Maybe it reckons you're discussing this project for the first time when you've actually been collaborating for three months.
And I probably don't need to tell you that AI's guessing game usually ends badly.
A solution that actually works.
Step 1: Create a briefing document. Think company background, your role, key projects, and relationships. Basically, everything a good EA would need to know about your work life.
Step 2: Build a voice and style guide. Ask AI to analyse how you actually write. Upload some of your best emails and ask it to identify your voice and style. Are you bubbly or straight-shooting? Short and punchy like Hemingway, or do you prefer longer, flowing sentences? Do you use metaphors?
The AI will create a profile of your writing style that you can reuse forever.
Step 3: Set up your AI workspace properly. This is where most people get confused because every platform has a different name for the same thing:
ChatGPT or Claude: Create a "project"
Microsoft Copilot: Create an "agent"
Google Gemini: Create a "gem"
Upload your briefing document and style guide, and suddenly your AI knows who you are and how you communicate.
When to use AI for emails (and when not to).
Don't bother with AI for:
Quick, transactional emails ("Yes, I'll get it done by Tuesday")
Simple confirmations or brief responses
Anything that takes longer to set up than to write
DO use AI for:
Email introductions (those tricky "let me introduce you to..." messages)
Customer support responses
Sales emails
Repetitive queries (HR questions, product info, hotel bookings)
Anything with nuance or where you need to get the tone just right
Your action plan.
Start small – Pick one type of email you write regularly (customer queries, project updates, whatever).
Create a basic briefing document – Write a one-page brief about your role and key context.
Analyse your style – Upload 3-5 of your best emails to AI and ask it to create your writing profile.
Set up your workspace – Create a project/agent/gem and upload your documents.
Test and refine – Try it on a few emails and adjust as needed.
The bottom line.
Stop expecting AI to read your mind. Treat it like the brilliant assistant it can be – one that needs proper briefing to do exceptional work.
The difference between AI that writes like a robot and AI that writes like you? Context, context, context.
Want to master this stuff properly? Our 12-week GenAI Productivity Upgrade starts October 15. No fluff, just practical strategies that'll save you 10+ hours every week. From prompting fundamentals to advanced automations.
Secure your spot here. We offer a 7-day money-back guarantee because we're that confident it works.
Cheers
Amantha