When and When Not to Use AI Email Writer?
Email writing is a time-consuming process if you are a business professional or an office worker. It takes effort and time to write or reply to bulk emails at once. There is no surprise that an average office worker receives almost 121 emails per day. Furthermore, creating follow-up emails or replying individually is a hectic task for workers.
Hiring copywriters to do such tasks is costly too. Well in this scenario, you should use an AI email writer which will not only save you a lot of time but your money too. Using such a tool can ease your workflow.
However, it is important for you to realize when and when not to use such a tool for writing emails.
In this blog post, we will discuss how the AI email generator works. We will also discuss when you should and should not use the tool.
How Does an AI Email Writer Work?
An AI email writer generates content-based emails according to the intent of the provided instructions. You just need to give a detailed prompt about the email's context, length, writing tone, and language to this tool. Then, the tool will analyze your instructions and come up with a professional copy.
In the below graphical example, you can see the overview of such tool:
Source: https://www.editpad.org/tool/email-writer
When to Use an AI Email Writer?
Now is the time we must discuss when you should use an AI email generator as an assistant. Here are some scenarios in which you can use the tool:
1. Brainstorming Ideas
Sometimes, as a beginner, you are just about to write mail from scratch, but you don't know how to start. There is no need to worry, because some expert writers may also infrequently struggle to write using the right words and right structure.
In this situation, you can use an AI email generator as your assistant. You just need to provide basic information about the scenario and the tool will generate a professional email response for you. You can either use the same generated draft or alter it as per your criteria.
2. Helping In Email Marketing Campaigns
You are an online marketer, and you need plenty of marketing email campaigns to send to projected clients to catch their attention. However, it is a tedious and time-consuming task to create plenty of marketing mails one by one. Sometimes, as a marketer, you may also struggle to generate a subject line.
In this condition, you can take the help of an AI email writer to help you in crafting a basic idea of marketing email campaigns. The tool will focus on professionalism and will generate compelling email drafts and subject lines. You can then edit the draft according to your requirements.
3. Answering Bulk Emails
As a business professional, you receive plenty of emails i.e. whether they are about sales inquiries or customer support service. However, you must answer such queries to increase your credibility among your competitors. Doing this manually will result in a decrease in your customer reach.
In this case, you can use an AI email writer to generate automated emails to such queries. The only thing you need to do is to provide every inquiry about your services. Afterward, the tool will write the best-automated messages according to every query which you can further edit as per your preferences.
This will significantly boost your customer reach and help to expand your business further.
4. Thank-You and Follow-up Emails – Tone Matters
If you are a business professional and you met a potential client at an event that showed interest in collaborating with your brand. In this situation, to maintain the connection with the client you need to send a quick thank you email after the event with a professional tone. Moreover, you also need to send a follow-up email after a few days.
While sending the email, adjusting the tone according to the client is a tedious task as it requires knowledge about selecting the right tone and adjusting it in your email. Selecting the best words and writing in your email is a difficult task too.
In this situation, an AI email writer comes forward to ease your tension. You simply give instructions to the tool about the thank you and follow-up questions and select your required tone. After this, the tool will write the best thank you and follow-up emails as per your selected tone with proper words.
When Not To Use an AI Email Writer
There are some scenarios in which you can get help from an AI email generator as mentioned above. However, there are some critical points from which you must not take help from such a tool. Let's discuss such points in detail:
1. Extremely Legal or Technical Emails
There are emails that contain legal terms and conditions, supervisory policies, and contract details.
An AI email generator tool lacks such deep details about laws and contracts which vary from country to country. Such a tool can generate a basic draft but giving a human touch is necessary. It is important because wrong AI-generated legal emails may lead to legal issues.
Therefore, you must avoid using an AI e-mail generator if you are writing legal or technical emails.
2. Research Purpose
AI email writers are extremely effective, but they may not be appropriate for research-intensive emails that require broad subject matter knowledge.
When creating emails with complicated analysis, academic quotations, or highly specialized discussions, AI-generated emails may lack accuracy, depth, or reliable sources.
Researchers should rely on their own experience or actively select information to ensure factual accuracy and depth, rather than relying on AI, which may produce apparent or outdated information.
For example, in some cases, your researcher asks you to defend your thesis through e-mail. This needs your own experience and knowledge about that thesis to defend which AI lacks to understand. Therefore, you should not use an AI email generator for your research purposes.
Final Thoughts
While AI e-mail writers can be valued for brainstorming and drafting email ideas, we believe it is extremely important to add a human touch.
It helps to ensure that overall communications are personalized, correct, and genuine, which AI-generated emails often lack to produce. This potentially leaves a negative impression on the client of your laziness or lack of authenticity. In this blog post, we've discussed when and when you should not use AI email writers. We hope you enjoyed reading this blog post.
