An AI email writer can save you a surprising amount of time. Instead of staring at a blank reply, you simply type a few words, and the tool drafts a clear, polite email you can edit and send. In fact, most of us already have one built into Gmail or Outlook, even if we have never clicked it.
In this guide, we compare the main AI email writer tools as of October 2026, what they cost, how they handle your data, and how to get drafts that sound like you.
What an AI email writer does
Most AI email tools offer four core features:
- Draft from a prompt. First, describe what you want to say, and then the tool writes it.
- Rewrite and polish. For example, make a draft shorter, more formal or friendlier.
- Reply suggestions. In addition, get a ready reply based on the email you received.
- Summaries. Finally, turn a long thread into a few key points.
Used well, these features cut writing time without making your emails sound robotic.
Best AI email writer tools compared
| Tool | Works in | Free option | Paid price (US) |
|---|---|---|---|
| Gmail Help me write | Gmail | Yes, personal accounts in the US | Global with Google AI Plus from $4.99 a month |
| Outlook with Copilot | Outlook | No for personal use | Microsoft 365 Personal $9.99 a month |
| Grammarly | Most apps and browsers | Yes, 100 AI prompts a month | Pro $12 a month (billed yearly) |
| Superhuman Mail | Its own email app | No | From $25 a month (yearly) |
| ChatGPT or Claude | Copy and paste | Yes | $20 a month |
Note that prices come from each company’s official pages and may change by country.
Gmail Help me write
To start, Gemini in Gmail can draft and refine emails from a short prompt. According to Google’s help page, Help me write is free for personal Gmail accounts in the US, in eight languages. Outside the US, it comes with Google AI Plus, Pro and Ultra plans and eligible Workspace accounts. Google AI Plus costs $4.99 a month and AI Pro costs $19.99 a month.
On privacy, Google says it does not use Workspace data to train its generative AI models, as its Gemini in Gmail privacy page explains. However, content you share with the separate Gemini app may be used for training.
Outlook with Copilot
Microsoft includes Copilot in Outlook with Microsoft 365 Personal at $9.99 a month, Family at $12.99 a month and Premium at $19.99 a month, according to its plan comparison. However, on the Family plan, AI features are for the subscription owner only. For companies, Copilot Chat in Outlook is included at no extra cost with eligible business plans, while the full Microsoft 365 Copilot Business add on currently costs $18 per user a month on an annual plan, down from $21.
Grammarly
Grammarly works across Gmail, Outlook, browsers and many apps. Its plans page lists 100 AI prompts a month on the free plan and 2,000 a month on Pro at $12 a month, billed yearly. On its trust page, Grammarly says it does not sell your content and lets you opt out of training in your settings. As a result, it suits people who write emails in many different tools.
Superhuman Mail
Superhuman is a fast email app with AI built in. According to its plans page, Starter costs $25 and Business costs $33 per member a month, billed yearly. On top of that, Business adds Auto Drafts and Ask AI. Overall, it is aimed at heavy email users and sales teams who live in their inbox.
ChatGPT and Claude
Similarly, general chatbots make good email writers. First, you paste the email you received, then explain what you want, and finally copy the draft back. Usually, the free plans handle this well. In addition, ChatGPT Plus and Claude Pro cost $20 a month each if you need more use. The downside is the copy and paste step.
How to write better emails with AI
The quality of the draft depends on your prompt. Our guide to AI prompts explains the full formula, but for email, these steps work well:
- Give the goal. “Ask my manager for Friday off” is clearer than “write an email”.
- Add key facts. For instance, dates, names, numbers and anything the reader must know.
- Set the tone. For example, friendly, formal, firm or apologetic.
- Limit the length. “Under 120 words” keeps emails short.
- Edit before sending. Always read the draft and change anything that does not sound like you.
For example, try: “Write a short, polite email to a client named Sara. Tell her the website launch moves from 3 November to 10 November because we are fixing a payment bug. Offer a call this week. Under 100 words.”
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Privacy tips for AI email tools
After all, emails often hold private details. Therefore, check how each tool treats your data before you use it for work.
- First, use the AI tools your company has approved.
- Avoid pasting passwords, bank details or health information into any chatbot.
- Check training settings. Many tools let you opt out of model training. Our guide to AI training opt out shows where to find these switches.
- Prefer business plans for client work, since they usually carry stronger privacy terms.
When not to use an AI email writer
AI drafts work best for routine emails: scheduling, follow ups, updates and polite refusals. However, write sensitive messages yourself. Condolences, apologies for serious mistakes and difficult feedback deserve your own words. Besides, people can often tell when a message feels generic, and that can hurt trust.
AI email writer tools for small businesses
For a small team, the simplest choice is the AI already inside your email service. For example, if you use Google Workspace, start with Gemini in Gmail. If you use Microsoft 365, start with Copilot in Outlook. As a result, you avoid extra apps and keep data inside one provider. For bigger savings, combine email drafts with simple automation, as shown in our guide to AI automation for small business.
Frequently asked questions
Is there a free AI email writer?
Yes. Gmail’s Help me write is free for personal accounts in the US, Grammarly’s free plan includes 100 AI prompts a month, and the free plans of ChatGPT, Gemini and Claude can draft emails you copy into any app.
Does Gmail have an AI email writer?
Yes. Gmail’s Help me write feature uses Gemini to draft emails. It is free for personal accounts in the US, and available worldwide with a Google AI plan or an eligible Workspace account.
Is it safe to use AI to write work emails?
It can be, if you use tools your company approves and avoid pasting sensitive data. Check each tool’s privacy and training settings.
Will people know my email was written by AI?
Not if you edit it. Instead, add your own details, adjust the tone and remove generic phrases before sending.