AI Email Rewriter

What is the AI Email Rewriter?

The AI Email Rewriter is a free tool that transforms your emails into clearer, more professional, and more effective messages. Whether you need to soften a direct request, shorten a lengthy message, fix grammar issues, or make your communication more persuasive — this tool provides instant rewrites tailored to your goals.

In today’s fast-paced business environment, email remains the primary communication channel. Studies show that professionals spend an average of 28% of their workweek reading and responding to emails. The quality of those emails directly impacts how you’re perceived, whether you get responses, and ultimately, your professional success.

This tool is built for anyone who writes emails and wants to communicate better. Whether you’re a professional drafting an important client message, a job seeker following up on an application, or simply someone who wants to sound more polished — the AI Email Rewriter helps you write emails that get results. For social media content, check out the LinkedIn Post Generator.

Why Email Quality Matters

The Hidden Cost of Poor Email Communication

Poor email communication has measurable consequences:

• Misunderstandings — Unclear emails lead to back-and-forth clarification, wasting everyone’s time
• Damaged relationships — Emails that come across as rude, demanding, or unprofessional erode trust
• Missed opportunities — Weak follow-ups and unconvincing requests get ignored
• Delayed responses — Confusing emails sit in inboxes while recipients figure out what you’re asking
• Professional reputation — Every email shapes how colleagues, clients, and partners perceive you

The Power of Well-Written Emails

On the flip side, effective email communication:

• Gets faster responses — Clear, concise emails are easier to read and act on
• Builds trust — Professional communication signals competence and reliability
• Reduces friction — Polite, well-structured emails make collaboration smoother
• Strengthens relationships — Thoughtful communication shows you value the recipient’s time
• Opens doors — Compelling emails can start conversations that lead to opportunities

Who is This Tool For?

Business Professionals

You write dozens of emails daily to colleagues, clients, and partners. This tool helps you:

• Maintain professional tone under pressure
• Navigate sensitive situations diplomatically
• Ensure clarity in complex communications
• Save time on routine correspondence

Job Seekers

Your emails to recruiters and hiring managers are first impressions. Use this tool to:

• Craft polished follow-up emails after interviews
• Write thank you notes that stand out
• Respond to offers professionally
• Network with confidence

Freelancers and Consultants

Client communication is critical to your business. This tool helps you:

• Set expectations clearly without sounding demanding
• Follow up on invoices professionally
• Navigate scope changes diplomatically
• Build long-term client relationships

Customer Service Representatives

Every response represents your company. Use this tool to:

• Handle complaints with empathy
• Deliver bad news constructively
• De-escalate tense situations
• Maintain consistent professional communication

Managers and Team Leads

Your emails set the culture for your team. This tool ensures:

• Feedback is constructive and clear
• Requests are respectful of workloads
• Recognition is genuine and specific
• Difficult conversations are handled well

Non-Native English Speakers

English business communication has nuances that are hard to learn. This tool helps you:

• Sound natural and professional
• Avoid common grammar mistakes
• Use appropriate levels of formality
• Express yourself with confidence

To get even better results, combine this with the Prompt Generator to craft precise instructions for any AI communication task.

Key Features

🎯 Multiple Tone Options

Choose from six carefully designed tone profiles:

📝 Goal-Oriented Rewriting

Select your primary objective for intelligent optimization:

• Improve Clarity — Restructure confusing sentences, eliminate ambiguity, make your message crystal clear
• Shorten — Reduce length while preserving key points, respect the recipient’s time
• Make More Persuasive — Strengthen your call to action, add compelling framing
• Fix Grammar — Correct errors, improve flow, enhance readability
• Make More Polite — Soften direct language, add courtesy, improve diplomatic phrasing

✨ Smart Analysis

Every rewrite includes:

• Changes Made — See exactly what was improved and why
• Before vs After Stats — Compare word counts and readability scores
• Alternative Versions — Get multiple approaches for the same email
• Writing Tips — Learn techniques to apply in future emails

📚 Learning-Focused

This isn’t just a rewriting tool — it’s a writing coach. Every email you rewrite teaches you:

• What made your original email less effective
• Specific techniques to improve communication
• Patterns you can apply to future emails

How to Use This Tool

Simple Mode (Quick Rewrite)

1. Paste your email — Copy the email you want to improve into the input field
2. Click Rewrite — The AI analyzes your email and generates an improved version
3. Review and copy — Check the rewritten email and copy it to use

Simple mode automatically detects the best tone and goal for your email, making it perfect for quick improvements.

Advanced Mode (Full Control)

For precise control over the rewrite:

1. Paste your original email — Copy the email content you want to transform
2. Select target tone — Choose from Professional, Friendly, Formal, Casual, Assertive, or Empathetic
3. Choose your goal — Select Improve Clarity, Shorten, Make More Persuasive, Fix Grammar, or Make More Polite
4. Add context (optional) — Provide additional information about the recipient or situation
5. Click Rewrite — Generate your transformed email
6. Review alternatives — Check the main version and alternative approaches
7. Copy and use — Copy your preferred version

Common Use Cases

Professional Communication

Following Up After Meetings

Before:

Hey John, wanted to check in about that thing we discussed.
When can you get back to me on this?

After (Professional tone, Improve Clarity):

Hi John,

I hope this finds you well. I wanted to follow up on our discussion 
about the Q2 marketing budget from Tuesday's meeting.

When you have a moment, could you share your thoughts on the 
proposed allocation? I'd like to finalize the plan by Friday 
if possible.

Best regards

Requesting Something from a Senior Colleague

Before:

I need the report by tomorrow. Please send it ASAP.

After (Professional tone, Make More Polite):

Hi Sarah,

I hope you're having a good week. Would it be possible to receive 
the quarterly report by end of day tomorrow? I'm working on the 
board presentation and want to ensure I have the latest figures.

If that timeline is challenging, please let me know and we can 
discuss alternatives.

Thanks so much for your help.

Job Seeking

Interview Follow-Up

Before:

Thanks for the interview. I really want this job. Let me know
if you have any questions.

After (Professional tone, Make More Persuasive):

Dear Ms. Johnson,

Thank you for taking the time to meet with me today about the 
Product Manager position. Our conversation reinforced my enthusiasm 
for the role and the innovative work your team is doing.

I was particularly excited to learn about your upcoming mobile 
strategy. My experience launching three mobile products at TechCorp 
would allow me to contribute immediately to these initiatives.

Please don't hesitate to reach out if you need any additional 
information. I look forward to the possibility of joining your team.

Best regards

Customer Service

Handling a Complaint

Before:

Your order was delayed because of the supplier. Nothing we could do.
It should arrive next week.

After (Empathetic tone, Make More Polite):

Dear valued customer,

I sincerely apologize for the delay with your order. I understand 
how frustrating it is when deliveries don't arrive as expected.

Due to an unexpected supply chain disruption, your order required 
additional processing time. I've personally ensured that your 
package is now prioritized and will arrive by [date].

To thank you for your patience, I've added a 15% discount code 
for your next purchase: THANKYOU15

If you have any questions or concerns, please don't hesitate to 
reach out. I'm here to help.

Warmest regards

Difficult Conversations

Giving Constructive Feedback

Before:

The report was late and had a lot of mistakes. This can't happen
again. Fix it and send it back.

After (Professional tone, Make More Polite):

Hi Alex,

Thanks for submitting the monthly report. I wanted to share some 
feedback that I think will help with future submissions.

I noticed a few areas where we can improve:

- The deadline was Tuesday EOD, and receiving it Thursday morning 
  impacted our review schedule
- There were some calculation errors in the revenue section that 
  we'll need to correct

Could we schedule 15 minutes to walk through my notes together? 
I'd also like to understand if there were any challenges I can 
help remove for next month.

Looking forward to discussing.

Understanding Tone Selection

Professional

The default choice for most business communication. Professional tone:

• Uses appropriate business language without being overly formal
• Maintains respect while being direct
• Focuses on clear communication
• Works for all business contexts

Best for: Client emails, vendor communication, colleagues you don’t know well, general business correspondence.

Friendly

Warmer and more personable while remaining professional. Friendly tone:

• Adds a touch of warmth and personality
• Uses conversational language
• Builds rapport and connection
• Still appropriate for business contexts

Best for: Team communication, colleagues you work with regularly, internal updates, casual check-ins.

Formal

Traditional business communication style. Formal tone:

• Uses traditional business letter conventions
• Maintains professional distance
• Emphasizes courtesy and respect
• More structured and ceremonial

Best for: Executive communication, board correspondence, legal matters, external stakeholder communication, first-time contacts.

Casual

Relaxed and conversational. Casual tone:

• Uses everyday language
• Feels like a natural conversation
• Informal but still clear

Best for: Close colleagues, internal team chats, people you have established relationships with.

Assertive

Confident and direct without being aggressive. Assertive tone:

• States needs and expectations clearly
• Uses active, decisive language
• Maintains professional respect
• Drives action

Best for: Negotiations, deadline reminders, boundary setting, important requests that need action.

Empathetic

Understanding and supportive. Empathetic tone:

• Acknowledges emotions and challenges
• Shows genuine care and concern
• Focuses on support and solutions
• Creates psychological safety

Best for: Difficult conversations, bad news delivery, conflict resolution, supporting colleagues through challenges.

Writing Principles Applied

The Email Rewriter applies proven communication techniques:

1. Lead with Purpose

Recipients should understand why you’re writing within the first sentence. The tool restructures emails to front-load the key message.

2. One Email, One Ask

Emails with multiple requests get responses to none. The tool identifies the primary action and emphasizes it.

3. Make Action Clear

Vague calls to action get ignored. The tool transforms “Let me know your thoughts” into specific, actionable requests.

4. Respect Time

Long emails don’t get read. The tool removes redundancy and gets to the point while maintaining necessary context.

5. Match the Relationship

The tool adjusts formality levels to match professional contexts — formal for new relationships, warmer for established ones.

6. Positive Framing

Negative language creates resistance. The tool reframes statements to focus on solutions and possibilities.

Best Practices for Email Communication

✅ Do

• Start with the recipient in mind — What do they need to know? What action do you want?
• Use clear subject lines — Help recipients understand the email’s importance and content
• Keep paragraphs short — 2-3 sentences maximum for easy scanning
• Include specific deadlines — “By Friday at 3pm” not “soon”
• End with next steps — Make it clear what happens next
• Proofread before sending — Especially for important emails

❌ Avoid

• Burying the lead — Don’t hide your main point in paragraph three
• Passive-aggressive language — “As I mentioned before” signals frustration
• Excessive exclamation points — One is friendly, three is unprofessional!!!
• ALL CAPS — Comes across as shouting
• Reply-all when unnecessary — Respect everyone’s inbox
• Sending when emotional — Write the draft, sleep on it, revise, then send

AI Provider Options

This tool offers three ways to rewrite your emails. To understand the differences between AI providers, see the guide on understanding the AI landscape:

Google Gemini (Default)

Uses our server-side Gemini integration. No setup required — just paste your email and rewrite. Learn more about how LLMs work.

OpenRouter (Free Models)

Access various free AI models through OpenRouter. Great for experimenting with different models at no cost.

Bring Your Own Key (BYOK)

For users who want full control. Use your own API keys with Gemini or OpenRouter. Your API key goes directly to the provider — it never touches our servers.

Frequently Asked Questions

Is my email content stored or shared?

No. Your emails are processed in real-time and not stored on our servers. We respect your privacy and the confidentiality of your correspondence.

How is this different from a grammar checker?

Grammar checkers fix errors. The Email Rewriter completely transforms your message — restructuring content, adjusting tone, improving persuasion, and optimizing for your specific goal. It’s the difference between proofreading and rewriting.

Can I use this for formal business emails?

Absolutely. The Professional and Formal tone options are specifically designed for business communication. The tool ensures appropriate formality while improving clarity and effectiveness.

What if the rewrite doesn’t match my voice?

The rewritten email is a starting point. Use it as inspiration and adjust wording to match your personal style. Over time, you’ll learn the techniques and apply them naturally.

How do I handle sensitive or confidential emails?

For highly sensitive communications, you can use the BYOK (Bring Your Own Key) option, which sends your email directly to the AI provider without routing through our servers.

Can this help with email responses?

Yes. Paste the email you need to respond to as context, then describe your intended response. The tool will help you craft an appropriate reply.

What languages are supported?

Currently, the tool works best with English emails. Support for additional languages may be added in the future.

How many times can I use this tool?

Free users can use the tool with some rate limits. For unlimited access, use your own API key (BYOK) for Gemini or OpenRouter.

Can the AI understand context like sarcasm or industry jargon?

The AI performs best with clear, straightforward language. While it can handle some context, providing additional information about your situation and relationship with the recipient helps produce better results.

Tips for Getting the Best Results

1. Provide Context

The more context you give, the better the rewrite. Consider adding:

• Who the recipient is (client, colleague, boss)
• Your relationship (new contact, long-time partner)
• The situation (following up, making a request, apologizing)
• Any cultural or company-specific considerations

2. Choose the Right Goal

Be clear about what you want to achieve:

• Do you need to be understood? → Improve Clarity
• Is your email too long? → Shorten
• Do you need something from the recipient? → Make More Persuasive
• Are there grammar issues? → Fix Grammar
• Does your tone need softening? → Make More Polite

3. Review Alternative Versions

Don’t just use the first version. Check the alternatives — they offer different approaches that might better suit your needs.

4. Learn from the Changes

Pay attention to the “Changes Made” section. These insights help you improve your writing over time.

5. Personalize the Output

Add your personal touches after rewriting. The AI provides the structure; you add your voice.

The Impact of Better Email Communication

Investing time in better email communication pays dividends:

• Faster responses — Clear, concise emails get answered sooner
• Stronger relationships — Thoughtful communication builds trust over time
• Reduced miscommunication — Fewer clarification threads and misunderstandings
• Professional reputation — Every well-written email enhances how you’re perceived
• Career advancement — Communication skills are consistently rated as top factors in professional success

Your emails are one of the most visible expressions of your professional self. Make them count.