Use Gmail's AI to Speed Up Client Email Drafting

What This Does

Gmail has two built-in AI features that reduce the time spent on routine client emails: Smart Compose (autocomplete suggestions as you type) and Help me write (generates a complete draft from a brief description). Together, these tools handle the mechanical parts of client email writing.

Before You Start

• You use Gmail (personal or Google Workspace account)
• Smart Compose is enabled (it's on by default for most accounts)
• You're in Gmail on desktop (AI features work best on desktop)

Steps

1. Enable Smart Compose (verify it's on)

Click the Settings gear → See all settings → General tab. Scroll down to "Smart Compose" and make sure "Writing suggestions on" is selected. Also enable "Smart Compose personalization" — this learns your writing style over time.

2. Use Smart Compose while typing

Start composing any email. As you type, Gmail shows gray ghost text autocomplete suggestions. When you see a suggestion you want, press Tab to accept it. If you don't want it, just keep typing and the suggestion disappears.

For common phrases you use often — like "Thank you for reaching out about your upcoming trip" — Smart Compose learns these and starts predicting them after a few characters. Over time it gets faster.

3. Use "Help me write" for full draft generation

Click Compose to start a new email. Look for the pencil/sparkle icon in the bottom toolbar of the compose window (labeled "Help me write" when you hover over it). Click it.

In the overlay that appears, describe what you want in plain language:

"Write a pre-trip email to a client departing in 3 days for Cancun all-inclusive. Include final booking confirmation reminder, airport logistics, resort check-in tips, and a warm send-off."

Click Create. Gmail generates a complete draft in the compose window.

4. Refine the draft

Read the draft and use the Refine options that appear: "Formalize," "Elaborate," "Shorten" — or type your own instruction: "Add a sentence about our 24/7 emergency contact number."

Accept when satisfied, finish personalizing, and send.

Real Example

Scenario: A client's departure is Thursday and you need to send final details for their 9-night South Africa safari.

What you type in "Help me write": "Write a pre-departure email for a couple leaving Thursday for a 9-night South Africa safari. Include: final document checklist (passport, e-visa confirmation, travel insurance), packing tips for safari (neutral colors, layers, insect repellent), flight check-in reminder (24 hours in advance), emergency contacts, and an excited send-off."

What you get: A 300-word organized email covering all key points — ready to personalize with their names and specific flight details.

Tips

• Smart Compose works best for recurring phrases and greetings — "Thanks so much for booking with" or "I'm excited to share your final itinerary for" become fast completions after a few acceptances.
• "Help me write" drafts are good starting points, not final emails — always add your voice and client-specific details before sending.
• If your agency uses Google Workspace (paid), you may have access to Gemini in Gmail with more sophisticated AI drafting capabilities — worth checking your plan.

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.