Getting AI to write a difficult email in your own voice

This post will help you use an AI tool to draft a difficult email. You will learn how to ask the AI to write in your own style. You will also see how to get different versions of the email.

Why use AI to write a difficult email?

Writing a difficult email can be stressful. It takes time to find the right words. You might want to be firm but also polite. An AI tool can help you draft these messages. It can give you a starting point. This can save you time and reduce stress. You stay in control, editing the draft before you send it.

What to prepare before you start

Before you ask an AI tool to write a difficult email, gather your thoughts. Think about the main points you need to make. What is the problem? What outcome do you want? Who is the email for? What is your usual way of writing? Having these details ready will help the AI give you a better draft. You can also give the AI examples of your past emails to help it learn your style.

How to ask the AI to write in your voice

To get the AI to write in your voice, you need to tell it what your voice is like. You can describe it in words, like 'warm and brief' or 'firm but polite'. You can also give the AI examples of emails you have written before. For example, you might tell the AI to write an email in a style like your previous emails, and then paste in a few sentences or paragraphs from your old emails. The AI will use these examples to match your tone and style.

Step-by-step: drafting your difficult email

First, tell the AI the purpose of the email. For example, you might say you need to write an email to someone about a payment that is late. Then, give it the key facts, such as the payment was due and has not arrived, and you want to ask for the payment to be made soon. Next, tell the AI about your desired tone. You could ask for a warm and brief version or a firm but polite version. The AI will then give you a draft. Remember, the AI never sends the email for you. You always check and send it yourself.

Getting different versions of your email

Once you have a first draft, you might want to see other options. You can ask the AI to rewrite the email with a different tone. For example, if the first draft was warm and brief, you could then ask the AI to write a firm version of this email. The AI will give you another draft. This lets you choose the version that best fits your needs. You can compare them and pick the one you like most.

Checking and refining the AI's draft

After the AI gives you a draft, read it carefully. Does it sound like you? Does it include all the important points? Check for any mistakes or unclear sentences. You might need to change some words to make it sound more natural. You are the expert on your own voice and situation. The AI is a tool to help you start, not to finish the job for you. Make sure the email says exactly what you want it to say.

Common problems and how to fix them

Sometimes, the AI might not get your voice quite right. If the draft does not sound like you, give the AI more examples of your writing. You can also be more specific about the tone. For instance, instead of just 'firm,' you could say 'firm but not aggressive.' If the email misses key points, remind the AI what needs to be included. You can tell the AI to add a sentence about the next steps. Keep refining your request until you get a draft you are happy with. You can also use AI to turn messages into a task list or summarise a letter.

Keeping control of your communication

It is important to remember that you are always in charge. The AI is a tool to help you draft. It does not make decisions for you. You decide what to write, what tone to use, and when to send the email. Always review and edit the AI's suggestions. This ensures your communication is accurate and reflects your intentions.

Next steps for your communication tasks

Now you know how to get AI to write a difficult email in your own voice. You can use these skills for other writing tasks. Think about other emails or documents where a first draft would be helpful.

If you would like support to build this skill for your own goal, AI mentoring is an upcoming aXai program for people with disability, where you learn to use AI tools for your own tasks at your own pace; you can register your interest now.

aXai is a disability-led AI, software and accessibility company, delivering through AI-supported work: skilled people with disability in real, properly paid roles, with AI removing the barriers. Read how AI-supported work works.