01
Read it before you send it.
AI tools write for a general audience. You're writing to a specific person. A quick read-through lets you catch anything that doesn't sound like you — or doesn't quite fit the situation.
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"I hope this message finds you well. I am writing to follow up on the status of the proposal document that was previously shared. Please advise at your earliest convenience."
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"Hey, just checking in on the proposal — any updates?"
02
Trim the pleasantries.
AI tends to open with "I hope this message finds you well" and close with "Please don't hesitate to reach out." These phrases aren't wrong — they're just filler. Real messages get to the point a little faster.
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"I hope you're having a wonderful day. I wanted to reach out to inquire about the meeting scheduled for Thursday and whether the 2pm time slot remains convenient for you."
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"Quick question about Thursday — does 2pm still work?"
03
Match the energy of the conversation.
If someone sends you a casual two-line message, a five-paragraph response can feel a little off — even if every word is technically correct. AI defaults to formal. Most conversations aren't.
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"Thank you for your message. I can confirm that the proposed arrangement is agreeable and I look forward to our upcoming interaction."
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"Sounds good, see you then!"
04
Add something only you would know.
The easiest way to make an AI-drafted message feel human is to add one specific detail — a reference to something you actually talked about, a personal note, anything that couldn't have come from a chatbot.
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"I would also like to take this opportunity to extend my congratulations on any recent professional developments."
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"Also — congrats on the new role, I saw the announcement!"
05
Keep the ask clear.
AI responses often bury the actual request in the middle of a long message. If you need something specific, make sure it's easy to find — ideally at the start or end, not sandwiched between paragraphs.
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"After reviewing the various considerations outlined above, it would be greatly appreciated if, at your earliest convenience, you could provide the finalized version of the document in question."
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"Can you send me the final version by Friday?"
06
Use AI as a starting point, not a finish line.
AI is great for getting unstuck, drafting a structure, or finding the right words when you're not sure where to start. The message gets better when you treat the output as a first draft — not a final one.
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Prompt → copy → paste → send. (The chatbot doesn't know your relationship. You do.)
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Draft with AI → read it → edit it → send something that sounds like you.