How to Use AI to Write Better Emails in 2025

You probably feel like you get too many emails every day. Most people at work check their inbox all the time. The average worker gets more than 120 emails each day. That is a lot to handle! Now, think about using ai to write emails that get noticed. You could save hours every week and talk better at work. With emails ai, you do not just write faster. You also get emails that feel more personal. Your emails are more likely to be delivered. You can send them at the best times. The numbers show this works. AI-driven emails ai campaigns have made people respond up to 45% more. They have helped thousands of teams get more people to take action.

If you want to learn how to use ai and how to use ai to write better emails, you are in the right place.

Key Takeaways

• AI tools let you write emails quickly. They make your emails clear. They help you add a personal touch. This can help you get better replies.

• Give AI clear and easy prompts. This helps AI write emails like you want. It matches your style and goals.

• Add names and company info to your emails. Use changing content to make each email special. This helps more people open and answer your emails.

• Set up automatic follow-up emails. Use inbox rotation to reach more people. This helps you stay out of spam folders.

• Always check and fix emails made by AI. Make sure the email sounds like you. Check that all the facts are right before you send it.

How to Use AI for Better Emails

Getting Started with Emails AI

You want to write better emails and save time. In 2025, there are many emails ai tools you can try. Most people use ai to help with writing, checking grammar, and planning when to send emails. These tools can make drafts, suggest words, and learn how you write. Some popular tools are Flowrite, Missive, SmartWriter, SaneBox, and Compose AI. Each tool helps you write faster and keeps your inbox neat.

Setting Up Mails.ai AI Email Writer

You want to use ai for emails ai with Mails.ai. First, set up your email accounts. Turn on IMAP and two-step verification in Gmail or Google Workspace. Make an app password. Connect your mailbox to Mails.ai by typing your sender name, daily send limit, email, and password. Turn on mailbox warmup to help your emails get delivered. Add your leads and check them so you do not get bounces. Use the AI email assistant to make email sequences. You can change, move, and save your emails. Mails.ai lets you use many email accounts, rotate inboxes, and check emails for free. These tools help your emails go to inboxes, not spam.

Tip: Always check your email list before you send. This helps keep your sender reputation good.

Integrating AI into Your Email Workflow

You can use emails ai every day. Start by opening your workflow builder. Add a "Send Email" step. Use the ai email assistant to write your message. Tell the AI about your audience and what you want. Check the email, make changes, and save it. Now, your emails send by themselves. AI software helps you keep your style and tone the same. You get live stats to see who opens and replies. With Mails.ai, you can reach more people and not worry about deliverability. You can focus on making connections, while ai tools do the hard work.

Write Better Emails with AI

You want your emails to stand out and get replies. AI can help you, but you need to use it well. Let’s look at the steps to get the best results from ai email writing.

Crafting Effective Prompts

Prompts are what you tell your ai email assistant. If you want a good email draft, you need to give clear prompts. Prompts are the first step for ai-powered writing. Better prompts mean better emails.

Here’s how to make a great ai email prompt:

1. Give simple and clear instructions. Tell the AI what you want the email to do.

2. Add details. Say who you are, who the email is for, and why you are writing.

3. Use a friendly tone. This helps the AI sound more like you.

4. Ask for tone and style tips if you want your email to match your brand.

5. Keep prompts short but include all the key facts.

6. Try ready-made ai email prompts from Mails.ai to save time.

Tip: If the first draft is not right, change your prompt and try again. You can always change your instructions to get closer to what you want.

Here’s a quick example:

Write an email to a marketing manager at a SaaS company. Say I am a sales rep from Mails.ai. Offer a free trial. Use a friendly tone and keep it under 100 words.

When you make a good ai email prompt, the AI can write what you need. You can also ask for personal replies or ask the AI to focus on being clear and helpful.

Let’s see how AI emails compare to ones written by people:

AI emails often look more professional and clear, but can sound too formal. That’s why your prompts are very important.

Personalizing and Refining AI Outputs

Personalization helps your emails stand out. When you personalize, you show you care about the reader. Mails.ai lets you personalize with merge fields, spintax, and dynamic content. You can change the subject line, greeting, and even the offer.

Here’s how to personalize and improve your AI emails:

• Use merge fields like {first_name} or {company} to add personal info.

• Try spintax to make different versions of your emails. For example:
  {Hi|Hello|Hey} {first_name},

• Check the AI’s writing for clarity and make sure it sounds like your brand.

• Edit the email to remove extra words and keep it simple.

• Add a clear call-to-action so the reader knows what to do next.

Note: Spintax lets you make many different emails from one template. This keeps your emails out of spam and helps more people see them. It also saves time and lets you test which version works best.

Personalization works well. AI-powered personalization can raise open rates by up to 26% and click rates by up to 41%. Personalized subject lines can boost replies by over 30%. If you use smart send times, you can see up to a 142% jump in replies. Some AI campaigns have open rates as high as 90% and reply rates up to 35%.

You can use these tools in Mails.ai to get better results with your emails.

Optimizing Subject Lines and Calls-to-Action

The subject line is the first thing people see. If you want them to open your email, you need a subject line that grabs them. AI can help you test different subject lines and pick the best one. You can also ask AI for tone and style tips for your subject lines.

Good calls-to-action (CTAs) tell your reader what to do next. A good CTA is clear, short, and easy to follow. You can ask the AI to write an email with a CTA that matches your goal, like “Book a call” or “Try for free.”

Here’s a chart that shows how much better your emails can do with good subject lines and CTAs:

Tip: Always check and edit your AI emails before you send them. Make sure they are clear, sound like your brand, and are short and direct. You want your emails to sound like you, not a robot.

If you use these steps, you can write emails that get opened, read, and answered. AI gives you the tools, but you make the final choices. With Mails.ai, you can write better emails, personalize them, and improve every part of your email writing.

Use AI to Write Emails at Scale

Bulk Outreach and Inbox Rotation

You want to reach a lot of people, but you do not want your emails to end up in spam. Mails.ai makes this easy. You can connect unlimited email accounts and send thousands of messages every day. The platform uses inbox rotation to spread your emails across many inboxes. This keeps your sender reputation strong and helps you avoid blocks or spam complaints.

• Inbox rotation spreads emails over different accounts, so no single inbox gets overloaded.

• It helps you avoid sending limits from providers.

• Your emails look more natural to email services, which means better inbox placement.

• The system warms up each inbox and keeps your domain healthy.

• Regular checks on deliverability metrics help you stay on track.

AI-powered bulk outreach saves you time. You can write an email once, then let the AI create thousands of unique versions. This boosts engagement and helps you scale fast. Some teams have seen up to 320% more revenue and 119% higher conversion rates by using AI for bulk outreach.

Automated Follow-Ups and Sequences

You do not want to stop after sending just one email. Automated follow-up sequences help you get more replies and keep conversations going. Mails.ai lets you set up these sequences so you never miss a chance to connect.

When you write an email, you can add questions or polls to boost responses. Emails with 1 to 3 questions get 50% more replies. Polls can raise response rates by up to 25%. Smart follow-ups help you build relationships and close deals faster.

Deliverability and Email Verification

You want your emails to land in the inbox, not the spam folder. Mails.ai uses built-in email verification to check your list before you send. This step cuts bounce rates by up to 50% and can lift deliverability by 25%. The AI checks for fake or outdated addresses and removes them. This keeps your list clean and protects your sender reputation.

• Regularly verify your list to remove bad addresses.

• Take out hard bounces right away to avoid problems.

• Watch for soft bounces and adjust your sending if needed.

• Use verification tools to keep your list healthy.

With these tools, you can write an email, send it to thousands, and trust that your message will reach real people. This is the key to effective message delivery at scale.

Best Practices and Limitations

Tips for Using Emails AI Effectively

You want your emails ai messages to stand out. Here are some easy ways to get the most from your tools:

• Always read and change ai drafts before sending. Add your own words so your emails feel real and show feelings.

• Make clear goals for each campaign. Choose if you want more people to open, reply, or buy.

• Keep your data neat and up to date. This helps ai do a better job and keeps your emails right.

• Use ai to try out subject lines, pick the best send times, and stay out of spam.

• Mix ai with your own ideas. Let ai do the hard work, but you should guide what it says.

• Watch your results. Change your plan if something is not working.

• Follow privacy laws like GDPR and CCPA. Use double opt-in and tell people how you use their data.

Tip: Check your campaign numbers often and change your plan to get the best results.

Common Use Cases for AI Email Writing

Emails ai can help in many parts of business. Here are some ways you can use it:

You can also use ai for finding leads, setting up meetings, and sending follow-ups.

Understanding AI Limitations

AI makes writing emails faster and smarter, but it is not perfect. You still need to check every draft to make sure it is right and sounds good. Sometimes, ai can make mistakes or sound too plain. When you check the email, you add a human touch that builds trust.

• AI can get facts wrong or make errors.

• Using ai too much can hurt your own writing skills.

• Some emails need a person, especially for serious topics.

• Always be honest about using ai and follow privacy rules.

When you use ai and your own thinking together, you get the best emails. Your messages stay clear and work well.

You save hours every week when you use AI for email writing. Your emails get more personal, and you see better results. With Mails.ai, you get unlimited accounts, dual warmup, inbox rotation, free verification, and the AI Email Writer.

• Write emails twice as fast

• Respond quicker and keep your style

• See up to 25% more emails land in inboxes

• Get high-quality content that wins A/B tests

Ready to scale your outreach and boost your results? Get started for free today!

FAQ

How does Mails.ai help my emails avoid spam folders?

Mails.ai uses inbox rotation, dual warmup, and email verification. These tools keep your sender reputation strong. Your emails look natural to providers. You get better inbox placement and fewer spam issues.

Can I edit the AI-generated emails before sending?

Yes, you can! Mails.ai lets you change, rearrange, or rewrite any part of the AI draft. You stay in control of your message and brand voice.

What types of email accounts can I connect to Mails.ai?

You can connect Gmail, Google Workspace, Outlook, Zoho, or any custom SMTP accounts. There are no limits on the number of accounts you add.

Is it safe to send bulk emails with Mails.ai?

Absolutely. Mails.ai spreads your emails across many inboxes. This keeps your sending patterns safe and helps you avoid blocks or bans.

Do I need to know coding to use Mails.ai’s AI Email Writer?

No coding needed! You just fill in a few details about your audience and offer. The AI does the rest. You can edit the results with simple clicks.