We’ve all been there: staring at a “Quick question” email from a client that actually requires a delicate, three-paragraph explanation, or trying to find a fresh way to say “just checking in” for the fifth time this month. The promise of AI in our inboxes is tempting—the idea that we can just hit a button and have a perfectly polished draft ready to go.
But after testing dozens of these tools in a high-volume professional environment, I’ve realized that a “good” email writer isn’t just one that can string sentences together. It’s one that understands your specific ecosystem—whether that’s your CRM, your past conversation history, or the high-stakes nuance of a cold pitch. Here are the tools that actually save time without making you sound like a customer support bot.
Why Look for AI Email Writing Tools?
The primary friction in email isn’t just “writing”; it’s the cognitive load of switching contexts. Most of us look for these tools because:
- The Blank Page Syndrome: Starting an email from scratch takes ten times longer than editing a draft.
- Tone Matching: It’s hard to stay “firm but professional” when you’re actually frustrated or rushed.
- Repetitive Burnout: Writing the same follow-up or “thank you” fifty times a week leads to sloppy errors.
- Information Overload: Summarizing a 20-thread email chain manually is a massive time sink.
Best AI Email Writing Alternatives
1. Superhuman (AI Features)
Why this tool works well: Superhuman isn’t just an “addon”; it’s an entire email client built for speed. Its “Auto Write” feature is remarkably good at taking a one-sentence “jotted” note and expanding it into a full, contextually aware email. It uses your previous emails to learn your voice, so the drafts it suggests actually sound like you.
How it compares to basic AI writers: Most AI writers are “copy-paste” tools. Superhuman lives inside your inbox. It can summarize long threads instantly and even handle “instant replies” with one click. It’s a workflow upgrade, not just a writing assistant.
Who should consider it: Executives, founders, and high-volume professionals who spend 3+ hours a day in their inbox.
One honest limitation: It is expensive and requires you to move your entire email workflow into their app. It’s not for the casual user.
2. Lavender
Why this tool works well: Lavender is the “gold standard” for sales and outreach. It doesn’t just write for you; it “coaches” you. It gives your email a “grade” based on how likely it is to get a response, checking for things like reading level, “me-to-you” ratio, and even whether your email looks good on a mobile screen.
How it compares to others: While tools like ChatGPT generate generic prose, Lavender is laser-focused on conversion. It integrates with LinkedIn to pull in “icebreakers” and research about your prospect directly into your draft.
Who should consider it: SDRs, BDRs, and anyone doing “cold” outreach where a response is the only metric that matters.
One honest limitation: It can be a bit over-prescriptive. Sometimes its suggestions to “shorten everything” can strip away the necessary detail for complex internal emails.
3. Grammarly (Generative AI)
Why this tool works well: Almost everyone already has Grammarly for spelling, but their generative AI (“GrammarlyGO”) is surprisingly powerful for everyday communication. Its best feature is the “Tone Switcher.” You can write a blunt, frustrated draft, and Grammarly will suggest a version that is “more diplomatic” or “more urgent” with one click.
How it compares to others: It works everywhere. Whether you’re in Gmail, Outlook, or a browser-based CRM, Grammarly is right there. It’s the least intrusive way to add AI to your current habit.
Who should consider it: General professionals who don’t want to switch apps and just want a “safety net” to ensure their emails are clear and professional.
One honest limitation: The generative drafts can occasionally feel a bit “average.” It lacks the deep industry-specific “bite” that tools like Lavender provide.
4. Shortwave
Why this tool works well: Shortwave is for the Gmail power user. It treats your inbox like a modern messaging app. Its AI “Assistant” can search through months of old emails to answer questions like “What did we agree on regarding the budget in November?” and then draft a response based on those specific facts.
How it compares to others: Its “fact-finding” AI is superior. While other tools just guess or use general knowledge, Shortwave uses your actual email history as its database.
Who should consider it: Project managers and team leads who constantly have to reference past decisions and coordinate between multiple people.
One honest limitation: It only works with Gmail (and Google Workspace). If your company is on Outlook, you’re out of luck.
5. MailMaestro
Why this tool works well: MailMaestro is built specifically for corporate environments that care about security. It allows you to turn bullet points into professional emails while giving you high-level control over length and tone. It’s particularly good at “Summarize and Reply,” where it reads a thread and suggests three different directions for a response.
How it compares to others: It feels more “enterprise-ready.” It doesn’t try to be “flashy” or “viral”; it just produces clean, safe, professional corporate communication.
Who should consider it: Corporate employees and legal or finance professionals who need a tool that feels “buttoned up” and respects data privacy.
One honest limitation: The output can be a bit dry. If you’re looking for high-creativity or “personality,” you might find it too stiff.
Quick Comparison Table
| Tool | Best For | Free Plan | Key Strength |
| Superhuman | Raw Speed | No | Built-in AI & keyboard shortcuts |
| Lavender | Sales Outreach | Yes | Real-time “Email Coaching” |
| Grammarly | Tone & Polishing | Yes | Works across every app/website |
| Shortwave | Gmail Management | Yes | Search-based drafting (uses history) |
| MailMaestro | Corporate Security | Yes | Secure, professional draft options |
Which Email AI Alternative Should You Choose?
- The “Inbox Zero” Obsessive: If you want to fly through 100 emails in 20 minutes, go with Superhuman. The speed and AI-drafting integration are unmatched.
- The Sales Hunter: If your paycheck depends on people clicking “Reply,” you need Lavender. It’s the only tool that actually understands the psychology of outreach.
- The Busy Manager: If you find yourself losing track of what was said in long threads, Shortwave will act as your personal memory bank and drafting assistant.
- The Standard Professional: If you just want to make sure you don’t sound rude and that your grammar is perfect, stick with Grammarly. It’s the easiest to adopt without changing your life.
Final Thoughts
AI for email shouldn’t be about letting a robot speak for you. It should be about removing the “friction” of professional life. The biggest mistake I see people make is hitting “Generate” and then “Send” without reading. Even the best AI on this list can’t account for a specific inside joke with a client or a subtle piece of company politics.
Choose the tool that fits your current inbox (Gmail vs. Outlook) and your primary goal (Speed vs. Conversion). Use it to get to the 80% mark, then spend thirty seconds adding that final 20% of “human” that actually builds relationships.
DISCLOSURE: This article contains affiliate links. If you purchase through these links, we may earn a commission at no extra cost to you.