5 Common AI-Generated Email Mistakes (And How to Fix Them)

AI-powered email writing tools like ChatGPT, Gemini, and Claude have revolutionized business communication—saving time, boosting productivity, and helping professionals craft better messages. However, relying entirely on AI can sometimes backfire, leading to awkward, robotic, or ineffective emails.

In this post, we’ll break down five common mistakes in AI-generated emails and provide actionable fixes to make them sound more natural, engaging, and human.

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1. Overly Formal or Robotic Tone

The Problem:

AI often defaults to stiff, corporate-sounding language (e.g., "Per your request, please find attached…"), making emails feel cold and impersonal.

The Fix:

• Prompt for a conversational tone: Add instructions like "Write as if you’re speaking to a colleague" or "Use a friendly, professional tone."
• Read aloud before sending: If it sounds unnatural when spoken, tweak it.
• Example:
  • Before (AI-generated): "We hereby acknowledge receipt of your inquiry."
  • After (Humanized): "Thanks for reaching out! We’ve received your question and will get back to you soon."

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2. Repetitive or Redundant Phrases

The Problem:

AI tends to reuse words or over-explain simple points, making emails unnecessarily long.

The Fix:

• Use concise prompts: Ask for "a short, to-the-point email" or "remove filler words."
• Edit ruthlessly: Cut redundant phrases like "in order to" (just say "to").
• Example:
  • Before (AI-generated): "I am writing to inform you that we have received your email and we are currently in the process of reviewing it."
  • After (Humanized): "We’ve received your email and are reviewing it!"

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3. Lack of Personalization

The Problem:

AI sometimes generates generic emails that don’t address the recipient’s specific needs.

The Fix:

• Include key details in prompts: "Mention [Recipient’s Name], reference [Specific Project], and suggest a next step."
• Use merge fields for bulk emails: Tools like Mailchimp or HubSpot can auto-insert names/companies.
• Example:
  • Before (AI-generated): "Dear Valued Customer, we appreciate your business."
  • After (Humanized): "Hi [Name], thanks for choosing [Product]—we’re excited to help with [Specific Need]!"

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4. Overuse of Jargon or Buzzwords

The Problem:

AI loves buzzwords ("leverage," "synergy," "circle back"), which can make emails sound inauthentic.

The Fix:

• Specify plain language: "Avoid corporate jargon—write simply and clearly."
• Replace buzzwords with direct terms:
  • Instead of "leverage our solutions," say "use our tools."
• Example:
  • Before (AI-generated): "Let’s leverage our core competencies to optimize outcomes."
  • After (Humanized): "Let’s use our best tools to get great results."

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5. Missing a Clear Call-to-Action (CTA)

The Problem:

AI-generated emails sometimes ramble without directing the reader on what to do next.

The Fix:

• Explicitly ask for a CTA in your prompt: "End with a clear next step."
• Use action-oriented language: "Reply by Friday," "Book a call," or "Click here to confirm."
• Example:
  • Before (AI-generated): "We appreciate your interest and hope to hear from you."
  • After (Humanized): "Could you reply by Friday with your availability? Thanks!"

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Final Tip: Always Edit AI-Generated Emails

AI is a great starting point, but human editing is essential for natural, effective emails. Before hitting send:
✅ Adjust tone (friendly vs. formal).
✅ Trim unnecessary words.
✅ Add personal touches.
✅ Ensure a clear CTA.

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