Tech Tuesday: When AI Writes Your Tricky Emails

Last week we explored Google Photos AI. This week: letting AI handle the emails you dread writing.

Title: 'Emma' Hasn't Written a Complaint Email in Six Months (AI Does It For Her)

By Vivienne | Tech Tuesday

'Emma' lives near the Buttermarket. She recently heard from a friend that lives in Somerset who was frustrated that her boiler had broken, again, the third time this year.

She wanted help to email her landlord - firmly, but politely. The problem: Emma's not great with formal emails. Too aggressive and she sounds rude. Too polite and she gets ignored. But she really wanted to help her friend sort out her boiler problem..

She stared at a blank email for twenty minutes. Then remembered ChatGPT.

What She Typed Into ChatGPT:

"Write a polite but firm email to the landlord about the boiler breaking for the third time this year. I need it fixed urgently because it's winter. I want to request a permanent solution, not another temporary repair. Professional tone but not aggressive."

What ChatGPT Wrote (In 10 Seconds):

Subject: Urgent: Recurring Boiler Issue Requires Permanent Solution

Dear [Landlord Name],

I'm writing to inform you that the boiler has failed again—the third occurrence this year. With winter temperatures, I urgently need my heating restored.

While I appreciate previous repairs, the recurring nature suggests a fundamental issue requiring a permanent resolution rather than temporary fixes. I would be grateful if you could arrange for a heating engineer to assess whether a replacement is necessary.

I'm available for access any day this week. Please confirm when an engineer can attend.

Thank you for your prompt attention to this matter.

Kind regards,

Emma's Reaction: "That's exactly what I wanted to say but couldn't figure out how."

She copied it, added the landlord's name and sent it over to her friend, who was delighted. Oh and the boiler was replaced within a week.

When AI Email Writing Actually Helps

Complaints (Firm But Polite):

• Council and other large organisations

• Service providers about poor service

• Neighbour about noise (delicate!)

Professional Situations:

• Job applications

• Request for references

• Declining invitations gracefully

Awkward Personal Stuff:

• Asking for money owed

• Declining family obligations

• Explaining boundaries politely

Formal Correspondence:

• GP surgery appointment requests

• School communications

• Charity donation acknowledgments

How to Use AI for Emails

There are plenty of options, here are some of the best tools:

ChatGPT (chatgpt.com): General everything, free to use

Google Gemini (gemini.google.com): Integrates with Gmail

Claude (claude.ai): Especially good when a polite, diplomatic tone is needed

The Process:

Step 1: Tell AI what you need. Example: "Write an email to my GP requesting an appointment about ongoing back pain. Polite and factual."

Step 2: Review what it writes

Step 3: Edit to sound like you (add personal details, adjust tone)

Step 4: Copy into your email and send

Takes 2-3 minutes total.

What Emma Does Now

She uses AI for:

• Work emails (project updates, meeting requests)

• Thank-you notes (sounds more gracious than her rushed versions)

• Declining invitations (polite without over-explaining)

"I still write personal emails to friends myself," Emma says. "But formal stuff? AI does it better."

Real Life Examples:

Complaint to the Council about missed bin collection:AI helped write firm but factual email. Got a response within 24 hours.

Requesting flexible work arrangement:AI structured the business case professionally. Request approved.

Responding to wedding invitation (can't attend):AI found the sweet spot between apologetic and overly guilty.

The Bit Everyone Worries About

"Won't they know AI wrote it?"

Honestly? Very possibly. Half the emails you receive are already AI-assisted (Gmail's Smart Compose, Outlook's suggestions).

The key: Edit it, and add personal details. Make it sound like you.

Emma always:

• Changes a few words

• Adds specific details AI wouldn't know

• Adjusts tone slightly

• Reads it aloud to make sure it sounds natural

When NOT to Use AI

Don't use AI for:

• Personal condolences (insensitive)

• Intimate apologies (needs to be genuinely you)

• Creative personal messages (birthday wishes to close friends)

• Anything requiring deep emotional authenticity

Do use AI for:

• Formal requests

• Professional correspondence

• Complaints

• Anything you'd procrastinate over writing for weeks

The Privacy Bit

Don't paste sensitive personal information into free AI tools (medical details, financial info, passwords).

For general complaints and professional emails? AI is fine.

If concerned: Use generic placeholders, then add specifics after copying to your email.

Emma's Verdict

"I used to put off difficult emails for weeks. Now I write them in five minutes. Some situations could drag on for months because I can't find the right words. ChatGPT finds them for me."

Your Turn

What email have you been putting off because you can't find the right words? Email tech@lovepoundbury.org with the situation (no personal details needed) and I'll show you how AI can help.

Next time: Photos and Images: help with editing, formats and filing?