How to rewrite a professional email without losing your meaning

Begin with the reader and the outcome

Tell Write & Polish whether the email goes to a colleague, customer or unfamiliar contact. Name the action you want from that person: a review, a decision, a meeting or an update.

Identify facts that must stay unchanged

List any dates, amounts, names, promises or attachments that the assistant must preserve. If information is missing, ask it to flag the gap rather than fill it in.

Use a specific editing prompt

Rewrite this email for a customer in a friendly, professional tone. Keep it under 120 words. Preserve the Friday deadline and ask for one clear next step. Do not add promises or details that are not in my draft.

Before and after

Example draft: “Hi Sam, just following up about the plan we sent. We were hoping to perhaps get your comments sometime soon because we'd like to finalize things on Friday. Let me know if you have any questions.”

Possible rewrite: “Hi Sam, could you send your feedback on the plan by Friday so we can finalize it? If anything needs clarification, please let me know. Thanks.”

This rewrite keeps the request and deadline while removing hesitant phrasing. It is an illustrative edit, not a rule that every message should sound the same.

Check the final version

Confirm the facts, tone and requested action. Read it aloud. If it sounds too formal, provide a short sample of your usual writing and ask for a closer match.

Explore other edits in the AI writing assistant overview.