How to Use AI to Write Emails, Cover Letters, and Anything Else

I used to spend 45 minutes writing a single important email. Reading it over and over. Changing "Best" to "Thanks" to "Cheers" and back to "Best." Wondering if the tone was too formal. Too casual. Too desperate.

Now I write that same email in about 90 seconds. And honestly? The AI version is better than what I would have come up with after those 45 minutes of agonizing.

This isn't about being lazy. It's about getting past the blank page problem that turns a simple email into an anxiety spiral.

The Trick Most People Miss

When people first try using AI to write, they type something like "write me an email to my boss asking for a raise." And they get back this stiff, corporate-sounding thing that reads like a template from 2003.

The fix is context. AI writes generic stuff when you give it generic prompts. Give it specifics and it writes like a human.

Here's what I actually type:

I need to email my landlord about a broken dishwasher. It broke two weeks ago, I reported it by text on March 1st, and nobody's come to fix it. I want to be firm but not aggressive because I like living here and don't want to make things weird. My name is Jake.

That's it. No special formatting. No prompt engineering. Just talk to it like you'd explain the situation to a friend who's good at writing.

The Emails I Use AI For Every Week

The follow-up email. Someone said they'd get back to you and didn't. You need to nudge without sounding annoyed. This is maybe the hardest email to write because the tone matters so much. AI nails it.

The complaint that gets results. Whether it's a company that overcharged you or a service that fell short, AI will write a calm, specific complaint that actually gets attention. I told ChatGPT about a billing error on my phone plan, and it wrote an email that got me a $180 credit within two days.

The cold email. Reaching out to someone you don't know, whether for a job, a collaboration, or a question. AI is surprisingly good at being warm without being weird about it.

The awkward reply. Someone sends you a message and you have no idea how to respond. Wedding you can't attend. Invitation you want to decline. Favor you need to say no to. Give AI the context and your honest feelings and it'll find the right words.

Cover Letters (Finally Not Terrible)

Cover letters are the worst. Everyone knows it. You're supposed to write a unique, passionate letter for every job when you're applying to 30 positions and you're already exhausted.

Here's how I actually do it:

1. Paste the job description into ChatGPT or Claude
2. Paste your resume (or just list your relevant experience in plain English)
3. Say something like: "Write a cover letter that sounds like a real person. Not formal, not desperate. I'm genuinely interested in this role because [one honest reason]. Keep it under 250 words."

The "one honest reason" part is key. That's the human element AI can't generate on its own. Give it that seed and it'll build something authentic around it.

I've helped three friends get interviews using this exact method. Not because the AI wrote magic words, but because it removed the paralysis that was stopping them from applying at all.

Texts That Don't Sound Robotic

This one surprised me. I started using AI for tricky text messages, the ones where you're trying to say something difficult in a casual format.

Telling a friend you can't make their event. Responding to a family group chat about a sensitive topic. Asking someone out without sounding weird.

The prompt format is simple: "Help me write a text to [person] about [situation]. I want to sound [tone]. Keep it short, this is a text not an email."

You'll almost never use the AI version word for word. But it gives you a starting point, which is the whole point. The blank screen is the enemy.

Making AI Match Your Voice

After a few uses, you'll notice AI defaults to a certain writing style that isn't yours. Here's how to fix that.

Option 1: After it generates something, say "rewrite this but more casual" or "make this sound less corporate" or "shorter sentences, I sound more direct than this."

Option 2: Paste an example of something you've written before and say "match this tone." This works shockingly well. I gave Claude three of my actual emails and now when I say "in my usual tone" it actually sounds like me.

Option 3: Start your prompt with a personality note. I sometimes write "I'm 23, I write casually, I don't use exclamation points much, and I'm direct. Write this email for me:" Then describe what I need.

The Complaint Letter That Saved Me $400

Real example. My gym charged me for six months after I cancelled. I'd already called twice and gotten nowhere.

I told ChatGPT the full situation: dates, amounts, the fact that I had a cancellation confirmation email, the names of the two people I'd spoken to on the phone. I said I wanted the letter to be professional but make it clear I'd file a chargeback if they didn't refund me within 10 business days.

It wrote a perfect letter. Referenced specific consumer protection language. Mentioned the FTC complaint process. All factual, all calm, all stuff I wouldn't have known to include.

I sent it. Got a full refund in three days.

You don't need a lawyer for stuff like this. You need an AI that knows what a good complaint letter looks like, because it's read millions of them.

What AI Can't Do Here

It can't feel what you feel. If you're writing something deeply personal, a condolence note, a heartfelt apology, a love letter, AI can give you structure, but the emotion has to come from you.

My approach for emotional writing: I dump my raw, messy thoughts into the chat. "I want to tell my dad that I appreciate him but we're not really a family that says stuff like that and I don't want it to be awkward." Then AI helps me organize those feelings into something coherent without making it sound like a greeting card.

Start Here

Next time you're staring at a blank email, open ChatGPT, Claude, or Gemini (all free) and just describe what you need to write. Be specific about who it's to, what the situation is, and how you want to come across.

You'll be amazed how much easier communication gets when you're not starting from zero every time.

If you want more specific prompts or templates for your situation, I'm always happy to help. Reach out at jake@readlaboratories.com or check out our guides.