Stop Worrying About Email! 🤖 A Magical Time-Saving Guide to Make AI Your Ultimate Secretary ✨

This Article’s Summary and Conclusion

✅ AI email generation is like a “magical time-saving tool” that automatically creates text just by entering keywords.

✅ The biggest benefit is dramatically cutting down the time you spend on emails. But, AI sometimes makes things up, so the golden rule is to always check it with your own eyes at the end!

✅ After reading this article, you’ll be an “email pro” starting today!

So, What Does Creating Emails with AI Even Mean? 🤔

Don’t overthink it! In short, it’s like “asking a super-efficient secretary to write your emails for you.”

For example, if you ask AI, “Write a polite thank-you email to Company A for our recent meeting,” it will suggest a perfectly professional email in just a few seconds. It understands your intent as if it’s been working with you for years.

🤖 Your AI Secretary’s To-Do List:

Drafting new emails
Suggesting replies to received emails
Checking for typos and proper etiquette
Adjusting the tone (atmosphere) of the text
Translating Japanese into natural-sounding English

Isn’t that amazing? Can’t you just imagine how much easier your email tasks will become?

The “Awesome Benefits” of AI Email Generation 🚀

1. Finish work faster with massive time savings

I’ve been there—spending 30 minutes agonizing over a single email. With AI, that can be cut down to just a few minutes! One study even reported that daily email tasks that used to take 1-2 hours were reduced to about 30 minutes. You can use that extra time to focus on more important work.

2. Improve quality and prevent careless mistakes

Ever noticed a grammatical error or a wrong honorific right after hitting “send” and felt that sinking feeling? AI acts as a reliable proofreader to prevent such human errors. Anyone can create pro-quality emails, boosting your company’s overall credibility.

3. Freedom from the stress of “What should I write…”

Emails for apologies or rejections are especially tricky to word. It’s a huge mental load… In those times, AI can quickly draft an objective and polite message. Just being freed from the pain of that first sentence makes you feel so much lighter.

4. Effortlessly overcome language barriers like English

This is truly revolutionary! It’s not just a simple translation; it rephrases your message into natural and polite expressions appropriate for business. Communicating with people overseas is no longer scary. I’ll explain more on this later!

Things to Know! Pitfalls of AI Email Generation 🚧

AI is convenient, but it’s not perfect. There are a few “pitfalls” you should know before you start. But don’t worry! I’ll share the solutions too.

⚠️ Pitfall 1: AI sometimes confidently lies

AI can present incorrect information as if it’s a fact. This is called hallucination. Be especially careful with proper nouns like dates and names.
【Solution】Never take AI-generated text at face value; always do a final check with your own eyes!

⚠️ Pitfall 2: It can sound impersonal and cold

AI isn’t great at empathy. If you use its text as-is for things like complaint responses, you might come across as “robotic and uncaring.”
【Solution】Add a personal touch with your own words, like a thank you or a considerate remark, to give it that “human feel.”

⚠️ Pitfall 3: The language can be too formal

AI is very earnest, so it might sometimes draft an overly stuffy email that starts with “Dear Sir or Madam.”
【Solution】Adjust the text to be more friendly and natural based on your relationship with the recipient.

⚠️ Pitfall 4: It doesn’t know internal jargon or specialized terms

AI has a wealth of general knowledge, but it won’t understand your company’s unique slang or highly specialized industry terms.
【Solution】You’ll need to add or correct these terms yourself in the AI-generated text.

⚠️ Pitfall 5: Never input confidential or personal information!

This is the most important rule. Inputting company secrets or customer personal data poses a risk of leaks.
【Solution】Always check your company’s rules and never input confidential information.

Easy for Beginners! 3 Steps to Create Emails with AI ✨

There’s a little trick to “asking” AI. Just follow these 3 steps, and you’ll be able to create much more accurate emails!

1

State the “Purpose” and “Key Points”

Specifically tell the AI what the email is for and what you want to include. This forms the essential skeleton.

2

Specify the “Tone” and “Politeness Level”

Tell it what kind of tone you want for the email. Let it know your preferences, like “use polite language” or “in a friendly tone.”

3

Always Check with “Your Own Eyes” at the End

Sending the AI-generated text as-is is a no-go! Always check if the content is correct, if there are any unnatural parts, and if there are places you should revise with your own words.

【Example】How to Ask AI (Prompt)

Copy this and try pasting it into ChatGPT or another tool!

Please draft a thank-you email to Mr./Ms. [Name] from our client, for the meeting the other day.

# Key points to include
- Thank them for the meeting
- Mention that I'm glad they seemed pleased with our proposal
- State the next action: I will send the price quote by next Monday

# Tone
- Please write it in a polite and sincere tone.

Especially Awesome! AI Tips for English Emails 🌍

For those not confident in English, AI is a true lifesaver. It has been a huge help for me when communicating with people overseas. Its power goes far beyond simple “translation.”

✔

Create English that “connects,” going beyond translation sites

AI doesn’t just replace words; it understands context and your relationship with the recipient. It creates natural, professional emails that consider the cultural background and has the right ‘feel’ or ‘vibe’.
✔

Freedom from worries about grammar and spelling mistakes

It eliminates the typical non-native speaker anxieties like, “Is this expression rude?” or “Should I use ‘a’ or ‘the’?” It’s like having an English teacher by your side 24/7.