How do I use AI to write better emails, posts, and texts?

In a time where communication is the key to success, AI tools can revolutionize how you write emails, social media posts, and professional texts. In fact, a quarter of all Swedes who use AI at work do so primarily to write emails. But how do you actually use AI to become a better writer? In this guide, you'll get concrete tips and strategies to maximize your productivity with the help of artificial intelligence.

Why use AI for writing texts?

AI tools have become a natural part of many Swedes' daily lives. According to statistics from 2025, 40% of Swedes use some form of AI tool, and among these, text production is by far the most common use case. The benefits are many:

Time efficiency: What once could take hours now takes minutes. AI can quickly generate drafts that you can then refine.

Linguistic precision: AI tools make excellent proofreaders, catching grammatical errors and typos that can be easily missed.

Creative inspiration: Stuck in writer's block? AI can help you get started by offering suggestions and ideas.

Consistent quality: AI ensures that your communication maintains a professional standard every time.

The best AI tools for text writing 2025

ChatGPT – The most popular AI assistant

ChatGPT is by far the most used AI tool among Swedes, with one in three Swedes using the platform. The tool works great for:

• Writing emails from scratch based on a few instructions

• Proofreading and improving existing texts

• Changing tone and style of texts (from formal to informal)

• Summarizing long documents and email threads

• Brainstorming ideas for blog posts and social media

Practical tip: Treat ChatGPT like a conversation. Provide detailed background information and ask follow-up questions until you are satisfied with the result.

Google Gemini – Perfect for Google Workspace users

Google Gemini has become a powerful alternative, especially for those already using Gmail and Google Docs. The tool offers:

• Integration directly in Gmail for writing and editing emails

• Summary of long email threads

• Ability to shorten and improve wording

• Access to Google Search to add current information

When you open a new email in Gmail, you'll see a pen icon with a star – click it and give Gemini instructions on what you want to write.

Microsoft Copilot – Best for professional work environments

For those who work in the Microsoft 365 environment, Copilot is an obvious choice. The tool can:

• Analyze your email expressions and provide improvement suggestions

• Quickly summarize long email threads

• Automate email management through integration with other tools

• Suggest appropriate responses based on context

One in five Swedish employees already uses Copilot for professional or private use.

Claude – For thoughtful and analytical writing

Claude excels when it comes to writing educational content while maintaining tone. The tool is particularly good for:

• Complex analyses and reports

• Maintaining a specific voice throughout the text

• Structured and well-organized content

• Working with longer texts that require context

Step-by-step: How to use AI to write better emails

1. Start with proofreading

One of the easiest ways to get started is to use AI as a proofreader. Here is an effective method:

1. Write your email or text

2. Paste into your AI tool

3. Use a prompt like: "Proofread the following text and correct any spelling and grammatical errors. Show all changes in bold and list them after the corrected text. Stick to correcting errors – do not make any other improvements."

Important: Do not blindly trust the AI. It can sometimes introduce new errors. Always go through the suggestions yourself and rewrite manually based on the feedback.

2. Create email drafts quickly

When you need to write an email from scratch:

1. Provide the AI with basic information: recipient, purpose, important information

2. Specify tone (formal, friendly, professional)

3. Ask for a draft

4. Refine and adjust so it sounds like you

Example prompt: "Write a professional email to my boss explaining that the project will be delayed by two weeks due to unexpected technical issues. Maintain a positive and solution-oriented tone."

3. Improve readability and structure

If you already have a text but it feels cluttered:

"Review the text and suggest changes to make it easier to read and with a clearer narrative. Focus on sentence structure and organization."

AI can help you:

• Shorten long sentences

• Create clear paragraph divisions

• Improve logical flow

• Remove unnecessary repetitions

4. Adapt tone and style

The same content may need a different tone depending on the recipient:

"Rewrite the following text in a more casual/formal/enthusiastic tone."

This is particularly useful when you need to:

• Write for different target groups

• Adapt internal emails for external communication

• Transform formal documents into easy-to-read content

AI for social media posts

Social media requires speed and creativity. Here's how to use AI effectively:

Idea generation

"Give me 10 ideas for LinkedIn posts about [your topic]. Include possible headlines and main points."

Hashtag suggestions

"Suggest 10 relevant hashtags for an Instagram post about [topic]."

Shorten and optimize

"Rewrite this text so it fits Twitter/X's character limit (280 characters) while preserving the main message."

Create engaging openings

"Give me 5 different ways to start a LinkedIn post about [topic] that immediately grab attention."

Write longer articles and blog posts with AI

For longer content, an iterative process is recommended:

Step 1: Create a structure

"Create an outline for a 1500-word article on [topic]. Include main headlines and sub-headlines."

Step 2: Develop each section

Work through one section at a time: "Write a 150-word introduction for this article based on the outline above."

Step 3: Refine and edit

"Make this text more engaging and add concrete examples."

Step 4: SEO optimization

"Suggest 5 variants of this headline that are SEO optimized for the keyword [keyword]."

Important tips for best results

Be specific in your instructions

The more details you provide, the better the result. Instead of "Write an email about the meeting," you could say:

"Write a professional email of about 150 words where I confirm the meeting on Friday at 2:00 PM in the conference room. Include that I will bring budget proposals and that participants should prepare their questions in advance. The tone should be friendly but professional."

Use AI as an assistant, not a replacement

AI is a tool to increase efficiency, not to completely take over the writing process. You get the best results when you:

• Use AI for drafts and then add your personal touch

• Double-check all facts and figures (AI can "hallucinate" and make up information)

• Adapt the language so it sounds like you

• Take responsibility for the final result

Build a personal style template

To get AI to write more like you:

1. Upload examples of texts you have written yourself

2. Ask the AI to analyze your writing style

3. Refer to this style in future prompts: "Write in the same style as the examples I shared earlier."

Use project features and GPTs

Many AI tools offer the ability to:

• Create projects with specific instructions that remain in each chat

• Build custom GPTs for recurring tasks

• Save templates for different types of texts

This saves time since you won’t have to repeat the same instructions each time.

Common pitfalls to avoid

1. Copying directly without review

AI can produce text that looks professional but contains factual errors or inappropriate wording. Always review the result carefully.

2. Losing your personal voice

If everyone uses AI the same way, the texts become monotonous. Always add your unique angle and perspective.

3. Not adapting for the target audience

AI does not automatically know your audience. You must specify who the text is targeted at and what tone is appropriate.

4. Overusing AI-generated content

Too much AI text can make your content impersonal. Use AI for structure and foundation, but always add your own insights and experiences.

The future of AI-written communication

AI tools are constantly evolving. New features include:

• Deeper integration with email clients and document tools

• Ability to learn your specific writing style over time

• Better understanding of context and nuances

• Multimodal capabilities that combine text, image, and sound

According to statistics, the percentage of employed Swedes using ChatGPT for work has increased to 28%, and the trend is upward. Those who learn to effectively use AI for text production will have a significant advantage in both professional and personal contexts.

Get started today

Starting to use AI to write better texts doesn't have to be complicated:

1. Choose a tool: Start with ChatGPT (a free version is available) or the tool that suits your workplace best

2. Start simple: Try proofreading a text or ask for help with an internal email

3. Experiment: Try different prompts and see what works best for you

4. Refine your technique: Gradually learn to give better instructions and get better results

5. Make it a habit: Integrate AI into your daily workflow

Concluding thoughts

AI has made it possible for anyone to write professional, well-framed texts in a fraction of the time. But the key to success is not to let AI do all the work – it's to use it as a skilled assistant that enhances and streamlines your own writing process.

With the right tools and techniques, you can write better emails, create engaging social media posts, and produce high-quality content faster than ever. Start today and discover how AI can transform your writing.

Want to explore more AI tools for writing? At Aival.se you’ll find Sweden's largest collection of AI tools, categorized by function and need. Whether you're looking for tools for email management, content creation, or professional communication – we help you find the right solution for your specific needs.

Written by: aival.se