I can tell within two sentences if ChatGPT wrote your email.
It sounds like every other one I’ve read today. Professionally mediocre. Perfectly bland tone. Strategic use of “leverage.” Transitions so smooth they may as well be butter slathered on a biscuit.
As for what it doesn’t have?
You. No sauce, no flavor, no quirks.
I work with entrepreneurs and leaders on their marketing and communication, and it’s true: more and more, people continue to polish away anything distinctive (then wonder why no one responds).
Your pitch deck sounds like their pitch deck sounds like that other person’s pitch deck. Your LinkedIn post? Could’ve been written by literally anyone in your industry. That newsletter you wrote sounds like the 820 other emails in people’s inboxes.
A 2025 study surveyed 1,100+ professionals on this same topic, with telling results: AI messages were rated as more professional but less trustworthy. When employees know their manager used AI to write most of a message, only 40% consider it sincere. The number climbs to 83% when AI is used for light editing instead.
Turns out, sounding professional and being effective aren’t the same thing. Instead, here’s what I’ve found works for communicating effectively today.
Just say the thing
You can either say “We’re committed to fostering open dialogue across all organizational levels” OR “I want to know what you actually think about [insert topic here]. Can we talk Thursday?”
The first one sounds nice. The second one actually asks for something—something tangible.
Jargon lets you fill space without saying anything real. People would rather know what you actually want from them.
You’re probably thinking: Doesn’t being too direct sound unprofessional? There’s a difference between clear and careless, however. You can indeed be direct and still thoughtful and compassionate, all at the same time. You can use the words and still be taken seriously. What’s actually unprofessional? Making people work to figure out what you’re asking for.
Write to one person
Forget about “my audience” or “potential clients.” Think of one actual human whose face you can picture.
Maybe it’s someone reading at 11 p.m. after a day of back-to-back meetings, with real life still waiting—texts to answer, dishes in the sink, and an inbox hosting 147 unread messages. They’re tired. They’re not looking for more information. They’re looking for something that helps.
Write to that person.
For example, a nutritionist might end every newsletter with: “Let me know if you have any questions.” It’s polite, but it’s vague. It makes the reader do the work.
Now picture one real person: Jess, reading on her phone at 11 p.m., trying to eat better but too exhausted to “figure it out.” Suddenly, the ending changes:
“If feeding yourself has been weirdly hard lately, here are three most-loved free resources to start with:
- Five-minute warm, nourishing breakfasts
- The anti-inflammatory grocery list
- A no-cook dinner template for busy nights”
It’s a small shift, but you’re making it easy for the other person to participate. That’s what makes the tone feel human.
When you write in this way, you’re writing to someone whose situation you really know. You know what’s relevant and which story will land, which detail will actually help, and which example gets your point across. It doesn’t matter if that person is real or simply just like five people you’ve worked with. What matters is you can picture them and sound like yourself in the process, not like a Very Professional Person™ saying Very Professional Things™.
Use AI as a thought partner
I’m not saying you have to stop using AI entirely. But stop asking AI to replace your thinking and writing. Instead, ask it to serve as your thinking buddy.
Jot down ten messy ideas for what you’re trying to say, then ask ChatGPT to rank them or simply isolate the top three. That’s your starting point, not a polished draft but clarity on what you’re actually trying to communicate.
You can also use this approach to strengthen your argument: “Where is this weak? What am I missing?” Let it challenge you before you hit send, asking: “Does this sound like I’m talking to someone or at someone?” This question alone will show you where you’re performing instead of communicating.
The overarching goal isn’t to sound casual or professional but simply like yourself—clearer, sharper, and always respecting the other person’s time.
