Home / Jobs

Write and answer customer emails: which AI tools people use, and a simple workflow

"I spend too long writing emails and replies."

Tools that fit this job

Listed in no ranking order. Each line states only what the vendor's own page says. Prices are on each tool page with a source and date.

• ChatGPT: General chat assistant; the Free plan lists unlimited text chats with limits.
• Claude: General chat assistant; the Free plan includes chat and Projects (up to 5).
• Gemini (Google AI plans and Google Workspace): If you use Gmail on Google Workspace, Starter lists a Gemini assistant in Gmail.
• Microsoft 365 Copilot: If you use Outlook on Microsoft 365, Copilot Chat includes Copilot in Outlook.
• Grammarly: Checks spelling, grammar and tone in the apps where it is installed.

Free-first tip: try the free plan, or the AI that comes with software you already pay for, before buying anything new. Do not install a pile of tools; start with one.

A simple workflow

This workflow is our own suggestion, not vendor documentation.

1. Start with the tool inside the email app you already use, if it has one. That avoids a new subscription.
2. Paste only the message you are answering. Remove names, account numbers and addresses first.
3. Ask for a short draft in your voice and give two facts the reply must include (price, date, policy).
4. Read it aloud. Fix anything that is not true, then send it yourself.
5. Save the version you liked as a template for next time.

Copy-paste starter prompt

Write a friendly, brief reply (under 120 words) to the customer message below. Facts that must appear: [fact 1], [fact 2]. Do not promise anything not listed. Message: [paste, with names removed]

Watch-outs

• Never let a tool send email on your behalf until you have checked a dozen drafts by hand.
• AI drafts can state prices or policies that are wrong. You are responsible for what goes out.

Before you paste real business information, read Before you paste anything into an AI tool.

General information, not professional advice. Prices and plan features last verified October 17, 2026 from the sources linked on each tool page.