How to Write Sales Emails with AI in 2025

Sales emails are the backbone of modern business communication. They are also responsible for B2B lead generation. Yet crafting compelling emails that convert remains a challenge. Small businesses often have limited resources, while sales teams face inbox fatigue and shrinking response rates. 

AI tools bridge this gap by automating tedious tasks and injecting data-driven precision into outreach. Imagine cutting email drafting time from 30 minutes to 30 seconds—or personalizing hundreds of emails without manual effort. 

This guide is all about how AI writes sales emails, explores top tools, and offers actionable steps to boost open rates, clicks, and conversions.

What Can AI Bring to Email?

AI’s impact on email outreach extends far beyond simple automation. Here’s how it elevates every aspect of the process:

1. Personalization at Scale: Traditional personalization—like adding a prospect’s name—is table stakes. AI digs deeper. By analyzing LinkedIn profiles, past interactions, and company news, tools like SmartWriter generate context-rich emails. For example, mentioning a prospect’s recent promotion or a blog post they authored.
2. Speed and Efficiency: Drafting a cold email from scratch takes 20–40 minutes. AI slashes this to seconds. Tools like Jasper use templates and historical data to auto-generate drafts, freeing teams to focus on strategy. 
3. Data-Driven Insights: AI doesn’t just write—it learns. Platforms like Phrasee track open rates and A/B test subject lines and recommend optimizations. 
4. A/B Testing Automation: Manually testing subject lines or CTAs is time-intensive. AI tools automate this process, running hundreds of variations to pinpoint winners. 
5. Error Reduction: Typos and tone-deaf phrasing damage credibility. AI assistants like Lavender scan emails for grammar issues, readability, and tone. 

What Makes the Best AI Email Assistant Software?

Not all AI tools are created equal. The best platforms share these critical features:

• Natural Language Processing (NLP): Advanced NLP ensures emails sound human, not robotic. Tools like Copy.ai analyze context to avoid generic phrases like “I hope this email finds you well.” Instead, they craft conversational hooks like “Loved your take on remote team management in last week’s webinar.”
• CRM Integration: Seamless sync with CRMs like Salesforce or HubSpot lets AI pull prospect data automatically. For instance, Bigly Sales uses CRM insights to tailor emails based on a lead’s stage in the sales funnel.
• Customizable Templates: Industry-specific templates save time. A real estate agent might use Writesonic’s “Open House Follow-Up” template, while a SaaS team leverages Jasper’s “Product Demo Request” framework.
• Analytics Dashboards: Real-time metrics are vital. Saleshandy’s dashboard tracks deliverability, spam scores, and reply rates, helping users tweak campaigns on the fly.
• User-Friendly Interface: Tools like Rytr prioritize simplicity. Drag-and-drop editors and one-click generation ensure even non-tech users can navigate the platform.

Benefits of Using AI Tools to Write Sales Emails

1. Boost Productivity: Automating repetitive tasks—drafting, proofreading, follow-ups—reclaims hours. A marketing agency using Bigly Sales reported handling 500+ monthly emails with 50% fewer staff.
2.  Personalized emails drive 26% higher open rates and 14% more conversions. AI tools like Lavender score emails for clarity and relevance, ensuring messages resonate.
3. Maintain Consistency: AI enforces brand voice across campaigns. For example, Jasper’s “Brand Voice” feature learns company jargon and style, ensuring emails from sales and support teams align.
4. Reduce Costs: Hiring freelance copywriters costs 50–150 per email. AI tools like Rytr offer unlimited drafts for a fraction of the price, cutting expenses by up to 90%.
5. Stay Competitive: 63% of businesses using AI for outreach outperform peers in lead generation. Early adopters gain an edge with hyper-targeted, data-backed campaigns.

How to Choose the Best AI Sales Tool

Selecting the right tool requires a strategic approach:

• Ease of Use: Prioritize intuitive platforms. For example, Copy.ai’s Chrome extension lets users generate emails directly in Gmail, eliminating complex workflows.
• Integration Options: Ensure compatibility with existing tools. Outreach integrates with ZoomInfo for enriched lead data, while Bigly Sales syncs with Slack for team collaboration.
• Customization: Avoid rigid templates. Phrasee allows users to set tone parameters (e.g., “friendly” vs. “formal”), while Writesonic supports 20+ languages for global teams.
• Support Resources: Look for tutorials and responsive support. Jasper offers live webinars, and Saleshandy provides 24/7 chat assistance.
• Security: GDPR and CCPA compliance is non-negotiable. Tools like Lavender encrypt user data and undergo annual third-party audits.

10 Best AI Tools to Write Sales Emails

Let’s now explore some of the top AI tools to write sales emails:

1. Bigly Sales: Bigly Sales stands out for its CRM-driven personalization and multi-channel follow-ups. The tool scans CRM data to craft emails referencing a prospect’s recent interactions, like webinar attendance or website visits. Features include dynamic placeholders for company-specific details, spam score checks, and automated follow-ups triggered by opens or clicks. A mid-sized e-commerce brand using Bigly Sales saw a 45% increase in qualified leads within three months.
2. Jasper: Jasper’s “Boss Mode” lets users guide AI outputs with commands like “add urgency” or “include a discount offer.” With 50+ templates for industries like SaaS and healthcare, it’s ideal for teams needing versatility. Integrations with Surfer SEO ensure emails are optimized for readability and engagement.
3. Copy.ai: Copy.ai excels at brainstorming. Its “Freestyle” mode generates creative hooks, such as “Struggling with low webinar attendance? Let’s fix that.” The tool also offers a “Tone Refresher” to adjust messaging from casual to professional in seconds.
4. Phrasee: Phrasee’s AI specializes in subject line optimization. Using neural networks, it tests phrases like “Don’t miss out” vs. “Last chance” to determine what resonates. A fashion retailer using Phrasee boosted open rates by 40% in A/B tests.
5. Lavender: Lavender’s “Email Coach” scores drafts out of 10, flagging issues like passive voice or long sentences. It also suggests icebreakers based on a prospect’s LinkedIn activity, like “Congrats on your recent feature in TechCrunch!”
6. Outreach: Outreach automates entire sequences, from cold emails to follow-ups. Its AI recommends CTAs based on prospect behavior—e.g., sending a case study after a lead downloads a pricing sheet.
7. Saleshandy: Saleshandy’s “Cold Email Studio” offers built-in spam testing and unlimited email accounts for scaling outreach. A cybersecurity startup used it to automate 1,000+ weekly emails with a 22% reply rate.
8. SmartWriter: SmartWriter scrapes data from LinkedIn, Crunchbase, and news sites to craft emails like “Noticed your team expanded to Berlin—our localization tool can help.” Users report 3x higher response rates with hyper-personalization.
9. Writesonic: Writesonic’s AI generates emails in 25 languages and offers a “Subject Line Generator” trained on 10M+ data points. A travel agency used it to create multilingual campaigns, doubling engagement in European markets.
10. Rytr: Rytr’s budget-friendly plans include plagiarism checks and tone adjustments. Its “Use Case Library” provides templates for scenarios like post-event follow-ups or partnership pitches.

The Bottom Line

AI is empowering sales teams. By handling grunt work, these tools let professionals focus on building relationships and closing deals. The future of sales emails lies in blending AI efficiency with human empathy. 

Start small: pick one tool, test it on a campaign, and scale based on results. With 72% of businesses planning to adopt AI for outreach by 2025, the time to act is now.

FAQs

Can AI tools write better emails than humans?
AI excels at speed, personalization, and data analysis but lacks human intuition. Use AI for drafting and optimizing, then add a personal touch—like referencing a shared connection—to finalize.

Are AI email tools expensive?
The costs range from free to enterprise-tier pricing. Mid-tier tools like Rytr cost 15–30/month, making them accessible to SMBs.

How do I ensure emails don’t sound robotic?
Use tools with advanced NLP (like Jasper) and customize outputs. Always edit AI drafts to add anecdotes or humor.

Can AI handle industry-specific jargon?
Yes. Tools like Writesonic let users input industry keywords to tailor content. For example, a legal tech tool can generate emails using terms like “compliance automation.”

Is AI effective for follow-ups?
Absolutely. Platforms like Outreach auto-send follow-ups if a prospect opens an email but doesn’t reply, increasing response chances by 65%).