To write an email with AI, give a general-purpose assistant the context, the recipient, the goal and the tone you want. Then reread every draft before sending it. If you work in Outlook or Gmail, an assistant built into your email saves you copying and pasting. Remove any personal data the reply does not need from the message you received.
You are [your job title] at [company]. Write a reply to the email below. Goal: [accept / decline / follow up / ask for more time]. Tone: [friendly and direct], polite, [number] lines maximum. Points to include: [point 1], [point 2]. Do not make any commitment that is not on this list. Email received: [paste the text without unnecessary personal data]
Replace the parts in square brackets. Always reread the result before using it. Learn to write a good request
A work situation, an exercise with a real AI model, about 5 minutes.
| Tool | Hosting | Your data | Data processing agreement | Price | Score |
|---|---|---|---|---|---|
| Vibe | Hosted in the EU | Training can be turned off | Data processing agreement on business plans | Free, then from €14.99 / month | 82 |
| ChatGPT | EU as an option | Training can be turned off | Data processing agreement on business plans | Free, then from $8 / month | 75 |
| Claude | Hosted outside the EU | Training can be turned off | Data processing agreement on business plans | Free, then from $20 / month | 68 |
| Gemini | EU as an option | Training can be turned off | Data processing agreement on business plans | Free, then from €4.99 / month | 75 |
| Microsoft 365 Copilot | Hosted in the EU | No training on your data | Data processing agreement available | From €21.84 / user/month | 96 |
Only checked listings appear in this table, from the most general to the most specialised. No paid placement.
Under review, listings still being checked: Grammarly.
An assistant built into your office suite reads the email thread and suggests a reply without you leaving your inbox.
Check that the tool accepts examples of your own emails, or tone instructions you save once and reuse.
If you write to clients in other countries, test the quality of the replies in each language you use, not only your own.
A client email contains personal data: choose a plan that excludes training on your exchanges and offers a data processing agreement.
Vibe, formerly called Le Chat, is Mistral AI’s assistant for writing, searching the web, analysing documents and automating tasks. It is made by a French company and comes as a free version, subscriptions and an enterprise plan.
ChatGPT is OpenAI’s chat assistant. It writes, summarises, translates and analyses files from written or spoken instructions. It comes as a free version, individual subscriptions and business plans.
Claude is Anthropic’s chat assistant. It writes, summarises and analyses long documents from instructions in everyday language. It comes as a free version, individual subscriptions and team plans.
Gemini is Google’s AI assistant, available as an app and built into Gmail, Docs and other Google services. It writes, summarises, searches the web and generates images.
Microsoft 365 Copilot is the AI assistant built into Outlook, Teams, Word, Excel and PowerPoint. It draws on the emails, files and meetings the user can already access.
Grammarly corrects the spelling, grammar and style of your writing in many apps. It also suggests rewordings and offers AI writing help.
It can prepare a draft in a few seconds, but sending must remain a human decision. Keep automatic replies for simple messages that commit you to nothing. Reread anything that involves a price, a deadline or a complaint.
A client email contains personal data, so the GDPR applies. Remove anything the reply does not need and check whether your plan reuses your conversations to train its models. For regular use, choose a professional plan with a data processing agreement.
Give the assistant one or two emails you wrote yourself as style examples. Ask for short sentences, without stock phrases. Then add a detail only you know: an earlier conversation, a first name, some context.