How to Use AI Tools to Write Professional Emails in 2025

In 2025, you can write emails faster with ai tools like Mails.ai’s AI Email Writer. Almost one out of five adults now use AI to write emails. Small businesses are using it the most. You just follow 5 simple steps. First, pick your tool. Next, set up your ai email address. Then, make prompts. After that, personalize your email. Last, check if it looks professional. These 5 steps help you work better and save time. You will get more done and connect better with Mails.ai.

Key Takeaways

• Pick an AI email tool that works for your business and is simple to use, like Mails.ai. This tool lets you have many accounts and helps your emails get delivered well.

• Set up your AI email address the right way by linking more than one account. Warm up these accounts to help your emails get sent and not go to spam.

• Give clear instructions to the AI so it can write good, personal emails. Make sure the emails sound right and fit your readers.

• Use AI to add names, company info, and past talks to your emails. This helps people pay attention and can help you sell more, while still sounding professional.

• Always check and fix emails made by AI to make sure they are correct. Keep your brand’s style and protect private information for the best results.

Quick Start with AI Email Writing

Choose Your AI Email Tool

You want to write an email that gets noticed. The first step is picking the right AI email tool for your business. Not all tools work the same way, so you need to look for features that match your goals. Here’s a simple checklist to help you decide:

1. Make sure the tool fits your business needs. Think about your audience, your budget, and how much you want to automate.

2. Check if the tool works well with your current sales process. You don’t want to change everything just to use a new tool.

3. Look for easy setup and training. A good tool should be simple to use, so your team can start fast.

4. Pick a tool that lets you combine AI with your own touch. AI can help, but you still need to review important emails.

5. Track your results. The best tools show you open rates and replies, so you know what works.

6. Focus on important features like AI email writing, personalization, automation, and user-friendly design.

7. Think about cost, vendor reputation, and how quickly you’ll see results. Make sure the tool keeps your data safe and private.

Mails.ai checks all these boxes. It gives you unlimited email accounts, strong deliverability, and an AI Email Writer built for business. You can set up your email ai tool in minutes and start reaching more people right away.

Tip: Always choose a tool that grows with your business. You don’t want to switch tools every year.

Set Up Your AI Email Address

Now you need to set up your ai email address. This is the email account you’ll use with your AI tool. With Mails.ai, you can connect as many accounts as you want. This helps you send more emails without getting blocked.

Here’s how you do it:

• Pick the email accounts you want to use (like Gmail, Outlook, or Zoho).

• Connect them to your AI tool. Mails.ai makes this easy with step-by-step guides.

• Use inbox rotation to spread out your sends. This keeps your emails safe from spam filters.

• Warm up your new accounts. The tool will send small batches at first, so your ai email address builds a good reputation.

When you set up your ai email address the right way, you get better deliverability. AI tools like Mails.ai also check your email lists and remove bad addresses. This means more of your emails land in the inbox, not the spam folder.

Write an Email with AI

You’re ready to write an email. This is where the magic happens. AI email writing saves you hours and helps you sound professional every time. But you need to give the AI clear instructions.

Start by crafting effective prompts. Tell the AI who you are, who you’re writing to, and what you want to say. For example, you might say, “Write an email to a new client introducing our service. Keep it friendly and under 150 words.”

Here’s a quick guide to get the best results:

• Define your role. Say if you’re a sales rep, manager, or founder.

• State your goal. Are you following up, inviting, or thanking someone?

• Give context. Add names, dates, or details about past talks.

• Pick the tone. Do you want to sound formal, friendly, or excited?

• Add a call-to-action. Tell the reader what to do next.

• Set the format. Ask for bullet points or a short paragraph if you want.

If you don’t like the first draft, tweak your prompt and try again. The more you practice, the better your emails will get. Mails.ai lets you edit, rearrange, and save your favorite drafts as templates.

Note: Most AI email writers work best when you give them clear, simple prompts. Don’t be afraid to test and refine until you get the perfect message.

Select Tone and Context

The tone of your email matters a lot. If you want people to open and reply, you need to match your tone to your audience. Studies show that a conversational or friendly tone can boost open rates by up to 50%. If you use excitement or urgency, you might even double your conversions. But don’t overdo it—keep your tone real and on-brand.

Here’s a table to help you pick the right tone:

When you write an email with AI, always check the tone before sending. AI can write fast, but sometimes it sounds too stiff. You can edit the draft to add your own voice. This mix of AI speed and your personal touch makes your emails stand out.

If you configure the tool to remember your brand style, you’ll keep your emails consistent. Over time, the AI learns what works best for your audience. You’ll see better engagement and more replies.

Pro Tip: Always review the context. Make sure the AI includes the right names, dates, and details. This shows you care and helps your email feel personal.

When you follow these steps, you can generate the draft for any campaign in minutes. You’ll save time, improve deliverability, and connect with more people using your ai email address.

Personalization and Professionalism

Personalize Emails with AI

You want your emails to be special. AI tools help you make each email unique. You can use real-time data like what people look at online or what they buy. You can even use their social media activity. This makes every email feel made just for them. Mails.ai lets you use details from LinkedIn, company sites, and past talks. You can change your message to fit what your reader likes.

Here are some ways to make your emails more personal with AI:

• Use the person’s name, company, or job title.

• Talk about things they bought or pages they visited.

• Mention things you both like or talked about before.

• Suggest products or services based on what they do.

AI does more than just add names. It looks at feelings and actions, so your emails sound caring and important. You can use merge fields to add special info for each person. This makes your email feel personal, not like a form letter.

Personalized emails get more attention. Studies show that if you use someone’s name in the subject, more people open the email. B2B emails that are personalized get six times more sales than ones that are not. When you use groups and guess what people want, you send the right message at the right time.

Tip: The best emails mix AI drafts with your own changes. This keeps your brand voice strong and your message real.

Maintain Professional Tone

Being professional helps people trust you. You want your emails to sound nice but also respectful. AI can help you get the right tone, but you must guide it. Mails.ai gives you ideas for tone and style, so you can match your message to your reader.

Here’s how to keep your emails professional:

1. Start with a polite hello. Try “I hope you are well.”

2. Make your message clear and simple. Don’t use long or hard sentences.

3. Add something personal. Talk about things you both like or past talks.

4. Use normal words. Don’t sound like a robot or too stiff.

5. Check for spelling and grammar mistakes.

6. End with a clear next step.

You can change the tone for different needs. If you need to hurry, use bullet points and clear steps. For a friendly tone, say thank you and keep it light. Always check your draft to make sure it fits your company’s style.

• Keep your email the right length. Don’t make it too long or too short.

• Make your subject line clear and interesting.

• Mix AI writing with your own style.

Note: Always check and fix every draft. This helps you send perfect emails that match your brand and your industry.

Use Templates and Merge Fields

Templates help you save time. You can make one email and use it for many things. Mails.ai lets you build templates and add merge fields to make each email special. You can also use spintax to make different versions of your email. This keeps your emails new and helps you stay out of spam.

Here’s how templates, merge fields, and spintax work together:

• Templates give you a place to start. You don’t have to write every email from zero.

• Merge fields add things like names, companies, or places.

• Spintax makes different versions by changing words or phrases.

This lets you send lots of emails that all feel different. People get messages that talk right to them. Spintax also lets you try different versions to see what works best.

Personalized emails get 14% more clicks and 10% more sales. When you use templates, merge fields, and spintax, your emails stay clear, important, and match your brand.

Pro Tip: Let AI help with personalization, but always check your draft. This keeps your message professional and helps you connect with your readers.

Advanced Email Writing Strategies

Bulk Write Emails with AI

You want to write emails for lots of people at once. Mails.ai makes this easy. You can start small by using one feature, like better subject lines, before you move to bulk email writing. The platform lets you set up your brand voice and use custom prompts. Over time, the AI learns your style and gets better at helping you generate flawless emails.

Here’s how you can bulk write emails with AI:

• Train the AI with your favorite phrases and tone.

• Use context-aware suggestions to match each message to your audience.

• Review and adjust drafts before sending to eliminate errors.

• Schedule emails so they go out at the best time for each person.

• Personalize every email with merge fields and spintax.

Mails.ai also checks for grammar and spelling errors, so your emails always look professional. You save time and reach more people without risking your sender reputation. The system spreads emails across many accounts, keeping your outreach safe from spam filters.

Tip: Always double-check your emails before sending. AI helps, but your final review keeps things perfect.

Automate Follow-Ups

Following up is key if you want replies. With Mails.ai, you can set up automated follow-ups that go out when people don’t answer. The AI picks the best time to send, like mid-morning or early afternoon, so your emails get noticed. It also personalizes each follow-up based on what the reader does or likes.

Companies using AI-driven follow-ups see up to 30% more responses. The system adapts to each person, sending case studies or tips that fit their needs. You can test different messages and see which ones work best. This helps you build real connections and boost your conversion rates.

Optimize Subject Lines

A good subject line gets your email opened. Mails.ai uses AI to create subject lines that match your message and your reader’s interests. You can personalize subject lines for each group or person. The platform tests different lines to see which ones get the most opens.

Here are some ways to optimize subject lines:

• Keep them short—6 to 10 words works best.

• Use words that spark emotion or curiosity.

• Make sure they look good on phones.

• Save and reuse lines that perform well.

• Mix AI suggestions with your own ideas.

AI helps you write emails that stand out, but you stay in control. You approve, edit, or reject any subject line. This keeps your brand voice strong and your open rates high.

Note: When you use these strategies, you reach more people and keep your emails out of spam. Mails.ai helps you scale your outreach while protecting deliverability.

Avoiding Pitfalls in AI Email Writing

Prevent Inaccuracies

AI can help you write emails fast, but it sometimes makes mistakes. You might see emails that sound robotic, use the wrong tone, or even share the wrong facts. Sometimes, AI misses sarcasm or context, which can confuse your reader. If you send too many emails without checking, your messages may feel impersonal or repetitive.

Here’s a table to help you spot and fix common issues:

Tip: Always review your AI-generated emails. Make small edits to add your own voice and check for mistakes. Testing different versions helps you find what works best.

Protect Privacy

When you use AI tools, you need to keep your data safe. Sometimes, people put private info into public AI tools by mistake. This can lead to leaks or even phishing attacks. AI can also use your data in ways you did not expect.

To protect privacy, follow these steps:

• Never enter sensitive data into public AI tools.

• Use only non-sensitive or fake data for testing.

• Teach your team about privacy risks and safe AI use.

• Set clear rules for what data can go into AI systems.

• Use tools that mask or hide personal information.

Note: Always check your company’s privacy policy before using AI for emails. Protect your contacts’ information like it’s your own.

Balance Automation and Oversight

AI saves you time by drafting emails and handling follow-ups. Still, you need to stay involved. If you let AI do everything, your emails can lose their human touch. You might miss errors or send messages that don’t fit your brand.

Here’s how you can balance AI and your own input:

• Guide the AI with clear prompts and feedback.

• Review every draft before sending.

• Adjust tone and content to match your brand.

• Use AI for routine tasks, but handle important messages yourself.

• Train your team to spot and fix AI mistakes.

AI works best when you use it as a helper, not a replacement. Your review keeps emails accurate, personal, and on-brand. This teamwork leads to better results and stronger connections.

Top AI Email Tools for 2025

Mails.ai AI Email Writer

If you want to write emails faster, you need a good ai email assistant. Mails.ai gives you an ai email address that helps you reach more people. It also keeps your emails out of spam. You can connect as many email accounts as you want. Inbox rotation spreads out your emails, so you stay safe. The tool has built-in ways to help your emails get delivered. The AI Email Writer makes messages that sound real and personal. You can use spintax, merge fields, and templates to make each email different. With Mails.ai, you get dual warmup, free email checks, and smart analytics. This software helps you send more emails without losing quality.

Tip: Mails.ai works for any business size. You can start small or grow big. Your ai email assistant grows with you.

Other Leading Tools

There are many ai tools you can use in 2025. Some popular ones are Claude Pro, ChatGPT Plus, Gemini Advanced, and Microsoft Copilot. These tools help you write emails, fix grammar, and suggest replies. Many people like Claude Pro because it is flexible and works well. ChatGPT Plus is easy to use and good for quick emails. Gemini Advanced and DeepSeek have strong features and work well with email platforms. If you want a free tool, Mistral's Le Chat lets you write emails and make images.

Here’s a quick look at top-rated tools:

Feature Comparison

You might want to know how these tools compare. Most top tools focus on making emails personal, using automation, and giving you analytics. Mails.ai stands out because you can use unlimited email accounts, inbox rotation, and free email checks. Other tools like Instantly and Lemlist help with deliverability and scheduling. But they may limit features or cost more for extras.

You can see that Mails.ai gives you a great mix of features. It helps you grow your outreach safely and quickly.

You can make your emails better by using a few easy steps. AI helps you find ideas, plan your message, and change how it sounds. You can also use it to make each email feel special. Always check your email for mistakes before sending it. Mails.ai lets you have as many email accounts as you want. It also gives you dual warmup, inbox rotation, and free email checks. These tools help your emails go to the inbox and get more answers.

Want to reach more people? Try it for free today!

FAQ

How do I start using Mails.ai for email writing?

You just sign up, connect your email accounts, and follow the setup guide. The platform walks you through each step. You can start writing your first AI-powered email in minutes.

Can I edit the emails that the AI writes?

Yes, you can! After the AI creates your email, you can change anything you want. Make it sound more like you or add extra details before sending.

Will my emails go to spam if I use AI tools?

Mails.ai uses inbox rotation, warmup, and email verification to help your emails land in the inbox. You still need to review your content and follow best practices for the best results.

Is my data safe when I use Mails.ai?

Your data stays secure with Mails.ai. The platform uses strong privacy and security measures. You should never share sensitive information in your emails or prompts.

Can I send emails to many people at once?

Yes! Mails.ai lets you send bulk emails safely. The system spreads your emails across many accounts, so you reach more people without getting blocked.