Writing better emails faster: a three-line method

AI writing help is now built into most email programs. Used carelessly it produces long, polite nothing. Used with a little structure it saves real time, especially for the emails you keep putting off.

The three lines

Before asking for a draft, write three short lines yourself:

• Who is reading this and what do they already know?
• What exactly do I need from them, by when?
• What tone: friendly, neutral, firm?

Paste those three lines and ask for a draft of no more than 120 words. The word limit matters. Without it, assistants pad.

Edit the draft like a stranger wrote it

Read the draft once for facts (dates, names, amounts) and once for voice. Cut the opening pleasantry if you would not say it out loud. Replace any sentence that sounds like a brochure. If the draft starts with "I hope this email finds you well", delete that line; everyone does.

Use it for the hard replies, not the easy ones

The assistant is most useful when you are annoyed. Write the angry version yourself, then ask: "Rewrite this so it is calm, keeps the two requests, and could be forwarded to my manager." You will send a better email and feel better doing it.

What not to paste

Do not paste confidential information, customer data or anything covered by a contract into a consumer AI tool. Summarise it instead, or use the tool your employer provides.