How to Write Human-Like Business Emails with Chatbots

In today’s fast-paced business world, email communication is more important than ever. It’s often the first impression you make on a client, colleague, or partner. But here’s the catch: while chatbots like ChatGPT have made it easier to draft emails quickly, they often produce content that feels overly formal, generic, or robotic. This can make your emails come across as impersonal or even insincere—qualities that don’t align with the modern expectation of authentic, human-centric communication.

For example, a chatbot might generate an email like this:

"Dear Sir/Madam, I hope this email finds you well. Kindly be advised that I am writing to inquire about the status of the aforementioned project. Please do not hesitate to reach out should you require further clarification. Yours faithfully, [Your Name]."

While grammatically correct, this email feels stiff, impersonal, and overly formal. It lacks the warmth and clarity that modern business communication demands. In a world where relationships and trust are key, such emails can feel out of touch.

So, how can you use chatbots to write business emails that sound professional yet human-like? Let’s break it down into five key sections: Tone, Clarity, Brevity, Personalization, and Avoiding GPT-style phrases. By the end of this post, you’ll have a foolproof prompt to help you craft emails that strike the perfect balance.

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1. Tone: Professional but Conversational

The tone of your email should feel like a natural conversation, not a corporate memo. Aim for professionalism without sacrificing approachability.

Example of a robotic tone:
"I am writing to inform you that the meeting has been rescheduled to tomorrow at 10 AM. Please confirm your availability at your earliest convenience."

Improved, human-like tone:
"Hi [Recipient’s Name], just a quick update—we’ve moved the meeting to tomorrow at 10 AM. Let me know if that works for you!"

Notice how the second version feels more direct and friendly, while still being professional.

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2. Clarity: Make the Purpose Clear

Your recipient should immediately understand why you’re emailing them. Avoid vague language and get straight to the point.

Example of unclear email:
"I am reaching out regarding the matter we discussed previously and would appreciate your input on the next steps."

Improved, clear email:
"Hi [Recipient’s Name], I’m following up on our discussion about the marketing campaign. Could you share your thoughts on the proposed timeline by Friday?"

The second version clearly states the purpose and includes a specific request.

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3. Brevity: Keep It Concise

Long-winded emails can lose your reader’s attention. Stick to the essentials and avoid unnecessary fluff.

Example of a wordy email:
"I hope this message finds you well. I am writing to kindly request your assistance with the upcoming project, as your expertise would be invaluable in ensuring its success. Please let me know if you are available to collaborate."

Improved, concise email:
"Hi [Recipient’s Name], I’d love your help with the upcoming project. Let me know if you’re available to collaborate!"

The second version conveys the same message in half the words.

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4. Personalization: Add a Human Touch

Personalization makes your email feel thoughtful and tailored to the recipient. Use their name, reference previous conversations, or include a friendly closing.

Example of impersonal email:
"Dear Sir/Madam, Please find attached the report for your review. Regards, [Your Name]."

Improved, personalized email:
"Hi [Recipient’s Name], I’ve attached the report we discussed last week. Let me know if you have any questions—I’m happy to walk you through it. Best, [Your Name]."

The second version feels more engaging and considerate.

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5. Avoid GPT-Style Phrases

Chatbots often default to overly formal or generic phrases that can make your email sound artificial. Replace these with natural, authentic language.

Examples of GPT-style phrases to avoid:

• "I hope this email finds you well."
• "Kindly be advised."
• "Please do not hesitate to reach out."

Improved alternatives:

• "Hi [Recipient’s Name],"
• "Just a quick note to let you know…"
• "Feel free to reach out if you have any questions."

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The Ultimate Prompt for Human-Like Business Emails

To make it easy for you to apply these principles, here’s a complete prompt you can use with chatbots like ChatGPT to craft professional, human-like emails:

Prompt:

I need help improving my business email. Please rewrite it to sound professional, clear, and concise, but ensure it maintains a natural, human-like tone—as if I wrote it myself. 
Avoid overly formal or robotic language (e.g., "I hope this email finds you well" or "Kindly be advised"). 
Instead, focus on making the email sound authentic, approachable, and polished.

Here are the key guidelines:

**Tone:** Keep it professional but conversational, as if I’m speaking directly to the recipient.

**Clarity:** Ensure the purpose of the email is clear and easy to understand.

**Brevity:** Keep it concise and to the point, avoiding unnecessary fluff.

**Personalization:** Add a human touch where appropriate (e.g., a polite greeting or a friendly closing).

**Avoid GPT-style phrases:** Do not use overly formal or generic phrases that sound AI-generated.

Here’s the email I’d like to improve:
[Insert your email draft here]

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Final Thoughts

Using chatbots to draft emails doesn’t mean sacrificing authenticity. By focusing on tone, clarity, brevity, personalization, and avoiding robotic phrases, you can create emails that feel both professional and human. The key is to guide the chatbot with clear instructions, like the prompt above, to ensure the output aligns with your communication style.

Next time you’re drafting a business email, give this approach a try. You’ll be amazed at how much more effective—and human—your emails can sound!