AI is good at drafting emails quickly, and also good at making them sound like they came from a customer service bot. "I hope this email finds you well. I wanted to reach out regarding…" People spot it in one line, and a robotic email gets skimmed, ignored, or quietly trusted less. Here's how to keep the speed and lose the robot voice.
Why AI emails sound off
- Ritual openers. "I hope this finds you well," "I trust you're doing great."
- Over-politeness. Three thank-yous, two apologies, and "please don't hesitate to reach out."
- Padding. Simple requests turn into four paragraphs.
- No specifics. "Our recent discussion" instead of "Tuesday's call about the invoice."
- Uniform rhythm. Every sentence is about the same length and tone.
Step 1: Prompt better
Give the AI context before it writes:
- Who the recipient is and how well you know them
- The single thing you want them to do
- Your normal tone ("I write short, friendly, direct emails")
- Any facts it must include, like dates, amounts, and names
Ask for "under 120 words." A length limit removes half the padding.
Step 2: Fix the opening and closing
Delete the first line if it's a pleasantry and start with the point:
I hope this email finds you well. I wanted to reach out to follow up on the proposal.
Quick follow-up on the proposal I sent Monday. Did you get a chance to look at it?
Do the same at the end. Swap "Please don't hesitate to reach out if you have any questions" for one plain line, or nothing at all.
Step 3: Run a cleanup pass
If the draft still reads stiff, a humanizer can handle the mechanical part. FreeHumanizerAI (https://freehumanizerai.com) is free and needs no sign-up. It has an Email purpose that sets the tone, plus two modes: Lite reworks only the stiff sentences, and Ultra rewrites every one. For emails, Lite is often enough because it fixes the robotic lines and leaves the rest alone.
Usefully for email, it checks the rewrite against your original so names, numbers, and dates aren't lost. A rewrite that drops one is rejected. Still, re-read every amount and deadline before sending.
Step 4: Add the human details
This is the step that matters most, and only you can do it:
- Reference something real. "Thanks for the quick turnaround on the logo" beats "Thank you for your hard work."
- Use their name once, not three times.
- Match their style. If they write two lines, don't reply with five paragraphs.
- Say what you actually think. "I'd go with option B" is more useful than "Both options have merit."
Step 5: Make the ask unmissable
Put the request in its own short sentence, ideally with a time:
Can you confirm by Thursday?
One email, one ask. If there are three questions, number them.
Step 6: Read it as the recipient
Before sending, imagine getting it from someone you barely know. Would you read it to the end? Would you know what to do? Would it sound like a person? If not, cut more.
A quick before and after
Before (AI default):
I hope this message finds you well. I wanted to take a moment to follow up regarding the invoice we discussed previously. It would be greatly appreciated if you could kindly provide an update on the payment status at your earliest convenience. Please do not hesitate to reach out should you have any questions.
After:
Hi Ana, following up on invoice #1042 (₱18,500, due Oct 10). Could you let me know when payment is scheduled? Thanks!
The second one is shorter and clearer, and it's more likely to get a reply.
A note on honesty
Using AI to draft emails is normal. Just make sure what you send is accurate and something you'd stand behind. If your workplace has rules about AI tools or about pasting sensitive information into them, follow them.
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