How to Use AI to Write a Letter | Steps & Examples
AI is revolutionizing how we write, especially when it comes to the type of writing we do every day. While generative AI may not yet excel at academic writing or creative writing, it’s proving to be a powerful tool for more practical tasks, like writing letters.
That said, it’s not quite as simple as telling AI “write me a letter.” To get results that meet your goal, you need to understand how to use AI to write a letter. That includes crafting the right prompt and knowing how to review and refine the content it creates.
There are many AI tools that can help you write a letter. QuillBot’s AI Chat is one free, easy-to-use example.
How to use AI to write a letter
AI can take the stress out of writing a letter, but only if you give it the right input. To get a high-quality result, follow the steps below.
1. Have a clear goal
Before opening any AI tool, you need to know what kind of letter you’re writing. A few common letter types are:
- Personal letter: Communicates with a family or friend
- Business letter: Communicates professionally with business contacts
- Cover letter: Accompanies your resume as part of a job application
- Letter of interest: Shows your interest in working at a company, even when no job opening is available
- Letter of resignation: Formally states your intention to resign from a job
- Letter of recommendation: Supports someone’s application for an opportunity
- Demand letter: Formal complaint about a debt or legal obligation
- Complaint or customer service letter: Complaint about a problem you had with a product or service
The type of letter will determine the structure, tone, and information you include.
2. Choose an AI tool
Based on the type of letter you want to write, choose the best AI tool for your goal. ChatGPT is often the go-to tool for this type of task, but it’s worth it to consider some ChatGPT alternatives, too. For example:
- QuillBot’s AI Chat doesn’t require you to sign up to use it.
- Google’s Gemini integrates with Gmail and Google Docs.
- Perplexity claims to be the best at citing sources.
Regardless of the tool you use, your results will depend heavily on how well you guide AI.
3. Craft a strong prompt
Crafting a strong prompt is probably the most important step in learning how to use AI to write a letter. Your prompt is essentially the directions you give AI. The more precise the prompt, the better the content that AI produces.
When crafting your prompt, you should include:
- The type of letter (e.g., a cover letter)
- The recipient (e.g., a hiring manager)
- The desired tone (e.g., friendly and polite)
- Key details and information (e.g., skills or experience to highlight)
- Any necessary context (e.g., for a cover letter, show AI your resume beforehand)
Nowadays, when you use AI to write a letter, the AI in question is more often a chatbot. Prompts for chatbots can be conversational; imagine you’re giving instructions to a friend or coworker.
“Write a professional business letter from me, Alex Martin, the Business Development Manager at Boulder Wholesale Supplies, to Michael G. Scott, Regional Manager at Flatiron Paper Works. The letter should propose a partnership between the companies.
Boulder Wholesale Supplies specializes in high-quality office supplies for businesses throughout Colorado. The goal of the partnership is to explore co-branded distribution opportunities or a supplier agreement that would benefit both parties.
The tone should be professional and confident but friendly. Include a brief overview of Boulder Wholesale’s services, express admiration for Flatiron Paper Works’ regional reputation, and suggest a meeting or call to discuss partnership possibilities. End with an invitation to connect soon.”
4. Review AI’s draft
Despite AI’s amazing capacity to create content, it can still make mistakes. So once AI creates its draft, you should review the letter to make sure it meets your expectations, accurately conveys your message, and sounds like you.
When reviewing AI letters, you should check that:
- There are no spelling or grammar mistakes
- AI has not invented or exaggerated any information
- The details you wanted to include appear in the letter
- The tone of the letter matches your voice
- The recipient information is correct
- Your letter has a call to action, if appropriate
AI usually doesn’t make grammar or spelling mistakes, but that doesn’t mean it can’t. For best results, run the draft through a tool like QuillBot’s free Grammar Checker to double-check for any errors.
Below, find the letter that AI created based on the prompt in the example above.
Alex Martin Michael G. Scott Dear Mr. Scott, My name is Alex Martin, and I am the Business Development Manager at Boulder Wholesale Supplies. We specialize in providing high-quality office supplies to businesses throughout Colorado, ensuring that our clients have access to the essential tools they need to succeed. I have been following Flatiron Paper Works’ impressive growth and reputation in the region, and I believe there is a great opportunity for our companies to collaborate. By exploring co-branded distribution opportunities or establishing a supplier agreement, I am confident that we can create a mutually beneficial partnership that enhances both of our offerings. I would appreciate the chance to discuss this possibility further and explore how we can align our services to better serve our customers. Would you be available for a meeting or a call in the coming weeks? Thank you for considering this opportunity. I look forward to the possibility of working together and hope to connect soon. Warm regards, Alex Martin
Business Development Manager
Boulder Wholesale Supplies
1243 Foothills Pkwy
Boulder, CO 80303
[email protected]
(720) 555-3198
Regional Manager
Flatiron Paper Works
1801 Alpine Avenue
Boulder, CO 80304
Business Development Manager
Boulder Wholesale Supplies
5. Edit and format the letter to give it a human touch
Even after proofreading and fact-checking, an AI-generated letter may still sound a little too much like a machine. To make it more natural and engaging, edit the draft to reflect your personal style.
Some ways to humanize AI content are:
- Use active voice: AI tends to use the passive voice, but humans generally speak in an active voice.
- Vary sentence length: Humans write with a mix of short and long sentences, but AI often uses stagnant sentence length.
- Remove overused structures: AI loves to repeat the same punctuation and structures (e.g., em dashes). Changing these up will make AI sound more human.
- Add personal touches: Avoid overly formal or generic phrases like “I hope this letter finds you well” or “thanks for your time.” Include personalized language so your reader gets a sense of your personality.
The last step is to format your letter, either in a word processor or your email client. Follow guidelines for specific letter formats (e.g., cover letter format).
The following example takes the AI-generated letter from above and humanizes it. The changes are in bold.
Business Development Manager Michael G. Scott Dear Mr. Scott, I’m Alex Martin, the Business Development Manager at Boulder Wholesale Supplies. We specialize in providing top-notch office supplies to businesses throughout Colorado, making sure that our clients have access to the resources they need to succeed. I have been keeping up with Flatiron Paper Works’ impressive growth and reputation in the area, and I think there is a great opportunity for our companies to work together. If we explore co-branded distribution opportunities or a supplier agreement, I’m sure that we can create a win-win partnership that enhances both of our offerings. I would love the chance to discuss this possibility further and explore how we can align our services to better serve our customers. Would you be available for a quick meeting or call in the coming weeks? I would be happy to visit Flatiron’s office if that’s convenient for you. Thank you for considering this opportunity. I look forward to the possibility of working together and hope to connect soon. Warm regards, Alex Martin
Boulder Wholesale Supplies
1243 Foothills Pkwy
Boulder, CO 80303
[email protected]
(720) 555-3198
Regional Manager
Flatiron Paper Works
1801 Alpine Avenue
Boulder, CO 80304
Business Development Manager
Boulder Wholesale Supplies
Frequently asked questions about how to use AI to write a letter
- How do I use AI to write a cover letter?
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To use AI to write a cover letter, start by providing details about your skills, experience, and the job you’re applying for. You can even paste your resume into the AI.
When you use AI to write a letter, you have to give it a good prompt. Include the tone you want (e.g., “professional and confident”), any details to include, and the recipient.
After AI generates the draft, review and personalize it. To humanize AI content, try QuillBot’s AI Humanizer.
- How do I create a ChatGPT cover letter?
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To create a ChatGPT cover letter:
- Configure and personalize your account
- Paste your resume and the job posting into ChatGPT
- Craft a good prompt that covers details and tone
- Identify the recipient
- Proofread and fact-check the draft
- Edit the text to humanize the AI content
Knowing how to make AI sound more human is just as important as knowing how to use AI to write a letter. QuillBot’s AI Humanizer can help you rewrite AI text with a human touch.
- How do I create a ChatGPT resignation letter?
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To create a ChatGPT resignation letter:
- Tell ChatGPT your current role and company
- Identify the recipient
- Give clear details about your last work day and your reason for leaving (if you choose to share it)
- Instruct ChatGPT to use a polite tone
- Review the draft
- Edit the letter to make AI sound more human
Knowing how to review AI content is equally important to knowing how to use AI to write a letter. To make sure you don’t have any spelling or grammar errors, try QuillBot’s Grammar Checker.
- How do I use AI to write a letter of recommendation?
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To use AI to write a letter of recommendation:
- Provide details about the person you’re recommending
- Describe their achievements and positive qualities
- Instruct AI to use the desired tone (e.g., “polite and positive”)
- Proofread and fact-check the draft
- Edit the draft to make AI sound more human
Knowing how to refine AI content is just as important as knowing how to use AI to write a letter. Try QuillBot’s AI Humanizer to help you make AI sound more human
