AI Email Writer: say what you need, get the whole email
Describe the email in a few words, or tap the mic and say it. Pick a tone and a length. Get a complete email with a subject line, greeting and sign-off, ready to send.
How to write an email with AI: tell it who the email is for, what happened, what you need from them, and the facts it must keep. Pick a tone and a length, then check names, dates and numbers before you send. The Contextli AI Email Writer turns that brief into the full email.
Your brief is sent once to write the email when you tap Write my email. Nothing is stored.
Describe your email on the left, or tap Dictate and say it. The full email, with a subject line, appears here.
Or skip the typing. In the Contextli app you click the floating mic in Gmail, Outlook or any app, say it, and the full email is written for you. Get the Contextli app
How to write an email with the AI email writer
Three steps, no learning curve.
- 1
Describe the email
Type what it is about in rough words, tap one of the ready briefs, or press Dictate and say it out loud.
- 2
Pick a tone and a length
Professional, Friendly, Concise, Firm, Warm, Apologetic or Persuasive. Short, Medium or Detailed.
- 3
Write, check, send
Tap Write my email. Check the names and dates, copy the subject and the email, and send it.
What to tell an AI email writer
The difference between a generic email and one you can send is the brief. Five things are enough.
- Part 1
Who it is for
Your manager, a new client, a landlord. Who they are changes the greeting and the tone.
- Part 2
What happened
One line of context: "the invoice was due two weeks ago", "we met at the conference".
- Part 3
What you need
The single thing you want from them: a yes, a date, a payment, a call.
- Part 4
The facts
Names, dates, numbers. The writer keeps every fact you give it and invents none.
- Part 5
Tone and length
Pick them with the chips. Short is right for most emails people actually read.
“email to client about payment”
No amount, no date, no ask. You get a vague email you have to rewrite.
“remind Dana at Northwind that invoice 1042 for $2,400 was due Oct 9, keep it friendly, ask for a payment date this week”
Same effort, ten more seconds. You get an email you can send as is.
AI email writers compared: where each one fits
Most AI email tools do the same writing job. Where you use them, and how you give them the brief, is what differs.
| Tool | Where you use it | What you give it | Best for |
|---|---|---|---|
| This AI email writer | In your browser, no login | A short brief, typed or spoken, plus tone and length | A full email with a subject line, in one tap |
| Gmail "Help me write" | Inside Gmail compose | A typed prompt | People with Gemini in Gmail on their Google plan |
| Copilot in Outlook | Inside Outlook | A typed prompt, with tone and length options | Teams with a Microsoft 365 Copilot plan |
| ChatGPT or Claude | A separate chat window | A typed prompt, then copy and paste | Long, back and forth drafting |
| The Contextli app | Gmail, Outlook, Slack and any other app | Your voice: click the mic and say it | Writing every email by speaking, right where you type |
How to make an AI-written email not sound like AI
Put your own words in the brief
Phrases you would use ("happy to jump on a call") carry into the email. The writer follows your notes closely.
Pick Short
Long AI emails are the ones that read as generated. Three to six sentences is what most people send.
Cut the warm-up
If the email opens with "I hope this finds you well", delete it and start with the point.
Add one specific detail
A name, a date, the thing you talked about last week. Specifics are what make an email feel written by a person.
“Use short sentences. Use active voice. Put the most important information first.”plainlanguage.gov, the US federal plain language guidelines
Need to answer an email rather than start one? Use the Email Reply Generator. Already wrote a draft? The Email Polisher fixes it without changing your voice.
Real examples
What goes in and what comes out. Paste your own above to get the same treatment.
Brief: ask my manager priya for friday off next week, my sisters wedding. ill finish the q3 report by thursday and sam can cover the client call
Subject: Request for Friday Off Next Week Hi Priya, I'm writing to request Friday off next week for my sister's wedding. I will complete the Q3 report by Thursday, and Sam has agreed to cover my client call that day. Please let me know if this works. Thanks, Alex
Brief: remind dana that invoice 1042 was due 2 weeks ago, keep it friendly, ask for a payment date this week
Subject: Quick reminder about invoice 1042 Hi Dana, I wanted to give you a friendly heads up that invoice 1042 is now two weeks overdue. No worries at all, but could you let me know what date this week works best for payment? Just reply with a timeline and we'll be all set. Thanks! Alex
Brief: ask james for a 20 min call next week about working together, tuesday or wednesday afternoon
Subject: Let's chat about working together Hi James, I'd like to schedule a 20-minute call with you next week to discuss working together. Would Tuesday or Wednesday afternoon work for you? Looking forward to hearing from you. Best, Alex
Watch this before you use AI to write emails
Alex Cattoni on the signs that give an AI-written email away, and how to write ones that still connect.
Common questions
Sources and further reading
- Gmail Help: write emails with Gemini in Gmail : how "Help me write" drafts emails inside Gmail
- Microsoft Support: draft an email with Copilot in Outlook : drafting with tone and length options in Outlook
- plainlanguage.gov guidelines : short sentences, active voice, the point first
- Harvard Business Review: how to write email with military precision : bottom line up front, subject lines with keywords
- Nielsen Norman Group: email subject lines : why specific subject lines get opened
- Purdue OWL: email etiquette : greetings, tone and sign-offs in professional email