I tried using an AI email generator to draft messages, but the emails aren’t coming out the way I want. Sometimes they’re off-topic or too generic. I need advice on improving the quality of the emails or troubleshooting common issues with these tools.
AI email generators are supposed to be a productivity magic wand, but more often than not, they crank out the kind of stuff you’d find in a spam folder. If you want your AI-generated emails to sound human—or at least remotely relevant—there’s a few things you should try before rage-quitting and going back to handwritten letters.
First, the prompt matters. Asking for “an email about the meeting” nets you a snooze-fest that could be about any meeting, anywhere, with anyone. The AI isn’t psychic (yet). Tell it exactly what you want: “Write an email to my team about rescheduling our 2pm project meeting to 3pm because of a deadline extension. Make it polite, concise, and mention the Zoom link remains unchanged.” The more details the AI has, the fewer vague, cringe-inducing messages you’ll get.
Second reason your emails are off-topic: garbage in, garbage out. If you’re feeding the AI vague notes and half-baked ideas, it’ll reflect that. Provide context, recipient info, and your preferred tone (friendly, formal, apologetic, etc.). If your email says “Dear [Recipient],” don’t be surprised when it spits out a Mad Libs monster. Replace placeholders with actual names and info.
Third, remember that most AI templates lean hard on generic. If you want some personality, you’ll need to add a personal touch after the draft is generated. Think of the AI email as a base coat, then edit for the right color and flavor.
Troubleshooting-wise:
- Try different AI tools. Some are just better than others.
- Tweak the temperature or creativity settings if your tool allows it. Lower = more factual, higher = more…well…creative (sometimes to a fault).
- Cut and paste your own bullet points so the thing actually addresses what you want.
- If the AI is consistently derailing into left-field, check your input for clarity or possible ambiguity.
Finally, triple-check for that classic “did a robot write this?” feel (odd phrases, wrong names, misplaced flattery). Always proofread; the AI will not save your tail there.
TL;DR: Garbage in, garbage out. Be specific, provide context, edit the output, and don’t trust the robot to carry your social skill load on its own.
Honestly, sometimes these AI email generators are way more trouble than they’re worth. I’ve seen the same thing—vague, off-kilter, or painfully robotic emails that make me look like a confused HR bot from 2008. @voyageurdubois already made the point about prompt quality (100% true, the AI isn’t a mind reader). But I gotta call out one thing—sometimes adding more detail doesn’t help if the AI model just isn’t cut out for your style or niche. There’s a line where super-specific prompts just overload the system, and you end up with a Franken-email stitched together from your full input. More isn’t always better.
Another thing no one’s mentioned: Sometimes these generators are stuck in old, static output patterns—they haven’t “learned” your style. I know you’re supposed to personalize on top, but, lets be real: if the base email is trash, editing becomes a time suck. Try feeding the AI a few of your past emails as a reference or “tone sample,” if your tool supports that. Some let you include previous emails as examples, which is a hack to get it in the ballpark.
Also, check your tool’s update history, honestly. If it was “last improved” in 2021, no wonder it spits out business-y zombies.
If you’re stuck using one platform, try using it in “chats” vs. template mode, or feed it a draft to refine instead of asking for a cold start. The worst results usually come from the “create from scratch” prompt. Use it more as an editor than a writer, if that makes sense.
About competitor advice—@voyageurdubois says you gotta edit a lot afterwards, and I’m with them on that, but sometimes it’s faster just to write your own unless the AI actually gets smarter over time. If that’s the case, stick with it; otherwise, maybe it’s a sign to jump ship and try a more advanced one, maybe those with user-trained features.
Anyway, we’re not living in Her yet. Sometimes it’s not you, it’s just the mediocre software you got saddled with.
You know what nobody’s actually brought up? Sometimes the AI isn’t “bad”—it’s just not adapted for your workflow. Both @kakeru and @voyageurdubois drilled specificity and personalization (spot on), but here’s where I veer: you don’t always want to be stuck in a constant edit loop polishing bland drafts. It’s 2024; your AI tool should at least offer dynamic learning, adaptive tone, or user profiles. If you’re using a generic model with no contextual memory, you’ll keep getting either corporate robot-blabber or cutesy emails no matter how precise your prompt.
On to pain points:
- PRO: AI is lightning-fast for brainstorming or formalizing repetitive stuff (calendar invites, follow-ups).
- CON: Anything nuanced, and you’re better off handcrafting it—or you wind up doom-scrolling through stilted drafts.
- PRO: Some tools offer integration with your usual apps, auto-inserting contacts and meetings.
- CON: Most are black boxes—feed them examples, and you’re still rolling dice on whether the next draft actually improves.
A fun trick? Hijack their “refine” features. Instead of “write me an email,” go: “Revise this to fit my style, keep it under 120 words, add a touch of humor, and stick to the main point.” Some tools—especially those with recent updates and adaptive learning—shine here. Not all do; if your platform’s last patch was during dial-up days, maybe it’s time for a new toy.
If you’re comparing with stuff suggested by @kakeru and @voyageurdubois (classic advice, honestly), factor in whether you want an AI that gets smarter or one that’s just a templated typewriter. Most folks overlook that UI/UX fatigue is real: if you dread opening the email generator, your productivity’s going down.
Final thought: If you’re getting generic or off-topic mails, either the AI’s brain is a decade old, your inputs are wishy-washy, or the app itself just isn’t investing in real NLP advancements. Don’t let nostalgia keep you from upgrading—even if there’s a small learning curve, the time saved is worth it. Your “AI email generator” can be a superpower or a paperweight. Choose wisely.