Emails and letters with AI – from complaints to letters to the authorities

Why AI makes a good writing assistant

AI services such as ChatGPT, Claude, Gemini and Copilot are at their best with text. They write fluent English and Finnish, can make your tone more polite or more direct, and can boil a long text down to a few sentences. They never get tired or impatient, even when you ask for a tenth version.

The key is the division of labour: AI writes a draft, but you are the sender. You know what really happened, what you want and what is true. The AI knows nothing about your affairs beyond what you tell it.

This is especially handy if you live in Finland but Finnish or Swedish is not your strongest language: you can explain your situation in English and ask for the letter in Finnish, along with an English translation so you know exactly what you are sending.

Everyday emails: start with a short description

A good way to begin is to tell the AI three things: who you are writing to, what you want and what tone to use. For example, a message to your housing company's property manager about sauna slots, to your summer cottage neighbour about ploughing the shared road, or to your child's sports club about cancelling a fee.

You get a ready draft in seconds. Read it through and edit. If it sounds too stiff, ask: "Make this more relaxed and shorter." If it is too casual, ask: "Make this more formal." For more tips on asking well, see the guide How to write a good prompt.

Complaints: calm, clear and fact-based

When something you bought turns out faulty, many people either let it go or fire off an angry message. Neither usually works. AI can help you build a calm, structured complaint (in Finnish, a reklamaatio): what you bought, when, what is wrong and what you want – repair, replacement, a price reduction or a refund.

Notice the last sentence of that prompt. It matters: you are asking the AI to leave gaps for the order number and dates, so that no made-up details sneak into your letter by accident.

Letters to the authorities

Writing to Kela, the Tax Administration, your municipality's social services or the building control office can feel daunting. AI helps you structure the matter: what it is about, which decision or application it relates to and what you are asking for. Authorities appreciate short, clear messages – exactly what AI is good at producing.

You might ask: "Write a short, factual message asking for more time to submit the attachments." You can also ask for help with the structure of an appeal or a request for review, but the reasons and facts must come from you.

Understanding an official letter

One of the most useful things AI can do is explain difficult texts. A letter from Kela, an insurance decision, a notice of your housing company's annual general meeting or the small print of an electricity contract can be full of terms nobody uses in daily life. You can copy the text (without personal details) into the AI and ask for an explanation.

But AI is neither an authority nor a lawyer. If the explanation concerns money, deadlines or your rights, always confirm with whoever sent the letter. A good trick is to ask the AI for a list of questions you can ask on the phone or through the online service.

Getting the tone right when things are sensitive

Sometimes the point is clear but the tone is hard. How do you tell a neighbour their dog barks at night without souring things? How do you answer a hurtful message from a relative calmly? AI can suggest several versions and you pick the one that fits.

A good rule of thumb: if you are angry, write the angry version for yourself first, ask the AI to make it factual, and read the result the next day.

What AI will not do for you

• It does not know the truth about your situation. Check every fact, date and amount.
• It does not send anything by itself (unless it has been specifically connected to your email). You decide what goes out.
• It does not replace a lawyer in disputes, inheritance matters or contracts.
• It can sound too polished. If the message reads like an advert, ask for simpler language.

Remember, too, that scammers use the same tools. A well-written message "from your bank" is no longer a sign that it is genuine. Read more in AI scams.