Meeting follow-ups, status updates, and acknowledgment emails are messages that follow predictable patterns, yet we write each one from scratch. The result is hours lost to routine drafting when you could be closing deals, shipping projects, or actually thinking through complex problems.
AI email tools handle the predictable parts. They generate first drafts from context, adjust tone for different audiences, and pull information from your meetings and calendar so you don't have to reconstruct it from memory.
This guide covers seven tools that help you write better emails faster, from grammar checkers to AI assistants that connect your inbox to everything else you know.
An AI email writer is software that uses large language models to help compose, refine, or respond to emails.
These tools analyze your input (a rough draft, a prompt, or context from connected apps) and generate polished email text.
Simpler tools offer grammar correction and tone adjustments. More advanced platforms generate complete emails by pulling context from your meetings, calendar, or CRM.
An AI email writer allows you to:
The following AI tools will help you write great emails in a short amount of time:
Read AI is an AI assistant that captures interactions across meetings, emails, messages, and documents, then helps you draft context-aware follow-ups, recaps, and replies.
Best for: Meeting follow-up emails, recap messages, and any communication that references past discussions.
Key capabilities:
What stands out: Unlike meeting notetakers that only capture transcripts, Read AI builds a personal knowledge graph that connects what happens in meetings to what you write afterward. Your follow-ups reference what was actually discussed, recaps capture the right details, and context surfaces both when you search and proactively. When you need to send a follow-up, the relevant decisions and action items are already there.
ChatGPT and Claude are large language models (LLMs) that can draft, edit, and refine emails based on user prompts.
Best for: Flexible email drafting across any use case, from professional correspondence to creative messaging. Ideal for one-off emails or situations requiring careful, customized messaging. The trade-off is workflow integration: you'll copy and paste between apps rather than working inside your email client.
Key capabilities:
What stands out: You can draft almost anything, including formal proposals, sensitive HR communications, and creative pitches. Iterate until the tone and structure match what you need.
Grammarly is a writing assistant focused on grammar, clarity, and tone that integrates directly into email clients.
Best for: Polishing emails you've already drafted and ensuring professional, error-free communication.
Key capabilities:
What stands out: Grammarly runs inside Gmail, Outlook, and most web apps. Corrections appear as you type, so you catch errors before sending. Particularly valuable for non-native English speakers or teams that need consistent, professional communication.
Superhuman is a premium email client with built-in AI features designed for speed and efficiency.
Best for: High-volume email users who want to process their inbox faster and maintain inbox-zero habits.
Key capabilities:
What stands out: Every action has a keyboard shortcut (archive, snooze, reply, schedule) so you rarely touch the mouse.
Lavender is an AI sales email coach that analyzes outreach emails and provides real-time improvement suggestions.
Best for: Sales professionals and SDRs who want to improve response rates on cold and warm outreach. For internal communications, customer support emails, or general business writing, other tools will be a better fit.
Key capabilities:
What stands out: Lavender scores each email before you send and explains why: subject line too long, reading level too high, no personalization in the opener.
Mailchimp is an email marketing platform with AI features for email campaigns, newsletters, and automated sequences.
Best for: Marketing teams managing email lists, campaigns, and automated customer communications.
Key capabilities:
What stands out: Mailchimp combines email creation with audience management, analytics, and automation. The AI features are tuned for marketing outcomes (open rates, click rates, conversions) rather than individual productivity.
Gemini is Google's AI assistant built directly into Gmail, offering drafting, refinement, and contextual suggestions without leaving your inbox.
Best for: Teams already working in Google Workspace who want AI email assistance integrated into their existing workflow.
Key capabilities:
What stands out: Gemini reads the thread you're responding to, so replies stay on-topic without copying and pasting context into a separate tool. Teams can turn a rough idea into a polished message in seconds, adapting tone from formal client communications to friendly internal check-ins. Thread summaries help people grasp what matters in long chains without re-reading everything.
Most AI email tools help at the point of writing. Read AI helps before you even open a new message by capturing the context you'll need later.
For example, when you finish a client call, Read AI captures the meeting, extracts action items, and identifies key decisions. A few days later, when you need to send a followup, you can draft the email directly from the meeting report. The specifics are already there, including action items, task ownership, and deadlines.
Read AI also supports:
Search Copilot users save an average of 20 hours per month by eliminating the time spent hunting for information across tools. That time goes back to the work that actually needs your attention.
Ready to write emails that reflect what was actually discussed? Try Read AI for free and see how much easier follow-ups become when context is already there.
Security varies by tool. Check whether the provider is SOC 2 Type 2 certified, whether they train on your data, and where data is stored. Read AI is SOC 2 Type 2 and HIPAA compliant, doesn't train on customer data by default, and offers custom data retention policies for enterprise customers.
Most general-purpose AI tools like ChatGPT and Claude support multiple languages. Read AI supports transcription and summaries in 20+ languages, which carries through to email drafts based on meeting content.
Sensitive communications (performance feedback, difficult news, nuanced negotiations) often benefit from writing yourself. AI works best for routine messages where the structure is predictable: follow-ups, status updates, acknowledgments, and scheduling.
Most tools work with your existing email client. Read AI, Grammarly, and Lavender integrate via browser extensions with Gmail and Outlook.
If you write emails easily but want to catch errors and improve tone, start with Grammarly. If starting from a blank screen is the hard part, choose a drafting tool like ChatGPT, Claude, or Read AI. Many people use both: a drafting tool to generate the first version, then Grammarly to polish.
Disclaimer: AI tools evolve quickly. Features described here reflect capabilities at time of writing. Verify current feature sets on each vendor's website before making decisions.
© 2025 Read AI, Inc.
%2C%20Color%3DOriginal.png)
