Using AI for Writing Emails

Here’s an easy way I use AI every day: I ask it to help make my emails and posts shorter and easier to understand.

I still want my own voice to come through, but I also want people to read what I write—especially if they’re tired or busy. So, I ask AI to rewrite my message at a 5th grade level and make it more concise.

Here’s how I do it:

1. Write my message
2. Copy it
3. Open Copilot on my computer
   • 
4. Start a new conversation and type:
   • 
   • “Please rewrite the following email at a 5th grade level and make it more concise”
5. Paste my message between three quotes at the top and bottom
   • 
6. Press the arrow to send
7. Wait for the rewrite
8. Read and decide if I like it
   • If not, I ask for changes like:
     • “Make it more fun”
     • “Use a 7th grade level”
9. Copy the version I like into my email or document
10. Make final tweaks if needed (adjust spacing, add pictures…)

Bonus Tip: Copilot saves old chats, but you can delete them by right-clicking and choosing “Delete Conversation.”

Hope this helps!

BELOW IS MY ORIGINAL EMAIL

An easy way that I use AI every day is to make sure that I simplfy my emails and any marketing or advertising or social media posts that I make.

I want to keep my own tone of vioce to what I say, but I also want to make it more likely that my prospects or clients will not only read what I am writing, but also make it very easy for anyone to understand, even if they read it at the end of a busy day and they are tired.

So I use AI to rewrite my message for me and rewrite it at a 5^th grade level (so that anyone can very easily understand what I’m saying even if it’s the end of the day and they are just tired) and shorten it to make it more concise so that they will look at it and not feel overwhelmed with some of my otherwise seemingly lengthy wordy sentences.

So here are the easy steps I do to do this.

1. I write my message/email/post…
2. I copy it
3. I open AI Tool, like Co Pilot (with the simple icon at the bottom of my windows desktop
   • Click New Conversation
   • type in “Please rewrite the following email at a 5^th grade level and make it more concise”
   • add a triple quote “””
   • Paste my message into the dialog box
   • Add a triple quote to the of the message “””
   • Hit the UP ARROW button below the dialog box
   • Wait for the rewrite
4. Read it.
   • Notice in my oringial writing, I had typos that AI fixed for me, without even asking me
   • Decide if I like it or want it to redo it. If I want it redone:
     • I type in the dialog box what I would like
       • “Please Rewrite with more emphasis on …”
       • “Please rewrite in a more upbeat tone of voice”
       • “Please rewrite at a 7^th grade level”
5. Once I get one that I like pretty well
6. I Copy back into my email, or MS Word, or notepad… whatever I am working on
7. Then I make any manual adjustments the way I want it (maybe adding cariage returns and.

In summary, I write my message, then have AI help make it ‘better’ then I probably do a few more tweeks to what it returns and then send a message that is hopefully shorter, so they will read it, and easier to understand so they will take action.

BONUS:
Co Pilot automatically keeps old conversations which is sometimes great. But you can easily delete old conversations by right clicking it on the list on the left side and clicking Delete Conversation.

I hope this helps explain my process.