Writing Better Emails and Messages with AI

By the Chundu Laboratories team · 4 min read · Updated 24 October 2026

Most people spend more time than they would like on emails and formal messages: a leave request, a complaint to a company, a follow-up after an interview, a polite reminder about money owed. An AI assistant is very good at this kind of writing, as long as you give it the right ingredients and review what it produces.

Start with the purpose in one sentence

Before you ask for a draft, decide what you want the reader to do after reading. "I want my manager to approve two days of leave next week." "I want the shop to replace my faulty mixer." "I want the client to pay the invoice by Friday." One clear purpose keeps the email short and makes it far more likely to work.

Give the facts the email needs

AI cannot guess your details, and if you do not give them it may invent placeholders that sound real. List the facts plainly:

Who the reader is and your relationship (manager, customer care, a teacher, a new client).
What happened, with dates, order numbers or amounts.
What you are asking for and by when.
The tone you want: polite and firm, warm, formal, apologetic.

Example prompt: "Write a polite but firm email to customer support. I bought a mixer grinder on 2 October, order number [order number]. It stopped working on 20 October. It is under warranty. I want a replacement, not a repair. Keep it under 150 words."

Ask for structure

A good email usually has a clear subject line, one opening line that states the purpose, a short middle with the necessary facts, a specific request, and a polite close. You can ask the assistant to follow that structure directly, or to give you three subject-line options to choose from.

Edit like the sender, because you are

Always read the draft as if you were the person receiving it.

Check every fact, name, date and number. Replace any placeholder text.
Remove phrases you would never say. If it sounds unlike you, ask for "simpler, more natural wording".
Cut anything that does not help the purpose. Shorter emails are read more carefully.
Make sure the request is clear: what, by when and how to reply.

Useful follow-up instructions

"Make it shorter and friendlier."
"Make it more formal, for a government office."
"Rewrite it for WhatsApp."
"Translate this into Hindi, keeping it polite."
"Point out anything that might sound rude."
"Give me a version that says no, politely."

Common situations and what to include

Leave request: dates, reason in one line (you do not have to over-explain), how your work will be covered.

Complaint: what you bought or used, when, what went wrong, what you have already tried, and the fix you want. Attach photos or receipts when you send it.

Payment reminder: invoice number, amount, original due date, a new date and how to pay. Keep the tone neutral; assume the delay was an oversight.

Job application or follow-up: the role, one or two strengths linked to the job, and thanks for their time. Avoid copying a generic AI cover letter; employers notice. Add something specific about the company.

Apology: say what went wrong, take responsibility without excuses, and say what you will do differently.

Messages that need extra care

For anything legal, medical, financial or emotionally sensitive, use AI only for a first draft and take extra time to review. A resignation letter, a message to a grieving friend or a reply to a legal notice deserves your own words and, where relevant, advice from a qualified person.

Privacy reminder

You do not need to paste real account numbers, addresses or other people's personal details to get a good draft. Use placeholders like [account number] and fill them in yourself before sending.

The habit that saves the most time

Keep your best drafts. When a similar situation comes up again, paste your earlier email and ask the assistant to adapt it. Over time you build a personal library of messages that already sound like you.

Spotted a mistake? Email hello@chundulabs.in. Have a question? Ask Jivra.