How to Use ChatGPT for Email Writing
ChatGPT is a free digital assistant that helps you write clear, polite emails in seconds. You simply type a few rough notes or a description of what you want to say, and it turns them into a complete message—no technical skills or perfect grammar required. It works like having a personal secretary who can handle everything from thank-you notes to tricky complaints while you focus on the final message. Using it saves you time and reduces the stress of staring at a blank screen.
This tool is a perfect example of what we call a "lever" in our "AI for Boomers" book. It handles the "92%" of the effort—the drafting and formatting—so you can spend your energy on the "8%" that matters: deciding if the message is right and hitting send.
Step 1: Open ChatGPT in Your Browser
ChatGPT lives on the internet, and getting there is as simple as visiting your favorite news site. You will need to be at your computer or using your tablet.
Open your web browser (like Chrome, Safari, or Edge) and type "chat.openai.com" in the address bar at the top of the screen. If you haven't used it before, you can sign up for a free account using your email address. Once you see a large message box at the bottom that says "Message ChatGPT," you are in the right place and ready to start.
Step 2: Describe the Email You Need
You don't need to write in full sentences or worry about being formal yet. Just tell the AI who you are writing to and what the main point of the message is.
In the message box, type something like: "Write a polite email to my neighbor, Mrs. Higgins, thanking her for the homemade jam and letting her know we’d love to have her over for tea next Tuesday." You can include details like the time or specific things you liked about the gift. Press the enter key (or the small arrow icon) once you are done typing your notes.
Step 3: Review and Refine the Draft
ChatGPT will immediately generate a full email based on your notes, including a subject line, greeting, and sign-off. Read through it to see if it sounds like you.
If the email feels too formal or too short, you can simply ask the AI to change it by typing another instruction in the box. For example, you might say, "Make it sound a bit more casual" or "Add a sentence asking how her dog is doing." The AI will rewrite the entire message for you instantly, incorporating your feedback until the tone feels just right for your relationship with the recipient.
Step 4: Copy and Send Your Message
Once you are happy with the version on the screen, you need to move it into your actual email program (like Outlook, Gmail, or Yahoo).
Highlight the text of the email with your mouse, right-click, and select "Copy." Open your email account, start a new message, right-click in the body of the email, and select "Paste." Remember our "92:8 Rule" from the book: the AI did the heavy lifting, but you are the one responsible for the final check. Make sure the names are spelled correctly before you finally click "Send."