15 Best Email Writing Tools, Apps, and Software

Priya Naha

Senior Writer

Best Email Writing Tools

Key Takeaways:

  1. For SMBs, email marketing continues to be a key client acquisition and retention channel.
  2. The success of email marketing depends on having effective email writing abilities, as poorly written emails can result in losing leads.
  3. Emails that have been personalized tend to be more engaging and successful in winning the trust of their recipients.

Email marketing is crucial for every business size worldwide. It helps reach potential customers and increase conversion rates. 81% of SMBs still rely on email as their primary customer acquisition channel, and 80% for retention.

Looking for Email Marketing Software? Check out SoftwareSuggest’s list of the best Email Marketing Software solutions.

But, poorly written emails may cause miscommunication, resulting in lost leads. So, writing emails that have good quality is critical to improving the success rates of email marketing.

To write emails that are professional, concise, and grammatically correct, you will need email writing apps. These email writing apps help you craft everything from scratch. Let’s take a look.

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Pro-tip

Want your emails to stand out? Add a little personality to it! Personalized and engaging emails create a lasting impression. Use email writing tools to enhance your language, tone, and style. When establishing trust with your recipients, a little humor or a friendly tone comes a long way. Good luck!

15 Best Email Writing Tools For Businesses

The best email writing tools depend on your unique business requirements. To make things easier for you, we have curated a list of 15 professional email writing tools. Here’s the list.

Software NameFree Trail PeriodPricing
14 daysExpert: $10 per month (billed annually)
7 daysUnlimited: $5 per month
N/AFor MAC and PC: $19.99/ one time
14 daysPersonal: $4.98 per month
7 daysPremium: $49/month/billed annually
7 daysFree
14 daysEssentials: $8 per user per month
14 daysTrusted Advisor: $35 per month
7 daysAnnual: $4.17 per month
7 daysPremium: $12 per month
14 daysBasic: $60 per month
N/ATeams: $1.67 per user per month
14 daysMax: $229 per month/annually
14 daysAdvanced: $149 per year
14 daysPremium: $24 per user per month

1. ProWritingAid

ProWritingAid

ProWritingAid is an all-in-one writing tool that goes beyond checking grammar and focuses on improving the writing style and clarity of your writing. It’s like having a writing coach that features 20+ reports to help you improve the readability and strength of your content. It highlights all spelling errors, misused words, punctuation mistakes, and grammatical errors.

Features

  • Grammar checker
  • Style editor 
  • Writing mentor
  • Word explorer and thesaurus
  • Document typesetting
  • Custom style guide
  • Snippets
  • 24+ writing analysis reports
  • Customizable writing suggestions
  • Terminology management
  • Author comparison

Pricing

ProWritingAid has two plans.

  • Free: Forever free with limited features
  • Expert: $10 per month (billed annually)
  • It also has a one-time payment structure that allows you to use the tool for a lifetime at $399.
Pros
  • Helps craft clear and concise emails.
  • Its lifetime program helps save a lot of money in the long run.
  • Comes with numerous writing styles (e.g., academic, formal, novel, etc.)
  • It has an easy-to-use, intuitive interface.
Cons
  • Doesn’t have an Android app.
  • The extension doesn’t work on every website.
  • Integration diversity is low.
  • Sometimes, it could take a lot of time to review the emails correctly.

2.  Autothink

Autothink

Autothink.ai empowers you to reply to emails using artificial intelligence automatically. It lets you choose the sentiment and tweak the message before you send the email.  It is among the AI email writing tools that not only save hours of your time but also help you meet your goals faster. You can install it for Gmail and Outlook and automate email marketing.  And if you’re looking for free email writing tools, this is for you.

Features

  • Automated email replies
  • Sentimental analysis customization
  • Third-party compatibility
  • Headline generation
  • Draft content

Pricing

  • Free
  • Unlimited: $5 per month
Pros
  • Uses GPT-3, an advanced AI, to write concise emails.
  • Works well with leading email tools like Gmail and Outlook.
  • It offers proactive customer service.
Cons
  • Limited features than other email writing tools.
  • Does not allow you to automate email campaigns, only replies.
  • If you use any other email tool (except Gmail and Outlook), it might not be helpful.

3. Hemingway

Hemingway

Hemingway is a free online email writing tool that enables you to write concisely and clearly. All you have to do is paste the mail into the app, and it will highlight the adverbs, complicated phrases, and passive voice sentences. Also, this AI writing tool shows the readability level. You can then optimize your emails for readability.

Features

  • Grammar check
  • Text editing
  • Data import/export
  • Contextual guidance
  • Color code highlighter 

Pricing

  • Free version. 
  • For MAC and PC: $19.99/ one time.
Pros
  • It's completely free to use.
  • Has a clean and easy-to-understand interface.
  • It helps identify long sentences and weak text, simplifying the email writing process.
  • It doesn’t require installation or login.
Cons
  • Extremely limited in scope.
  • Doesn’t have a save functionality.
  • More stringent on adverb use and advanced vocabulary.
  • Cannot identify grammar or spelling errors.

4. Boomerang

Boomerang

A well-written email can make or break your campaign. And Boomerang understands that. Whether you use Gmail or Outlook to send emails, Boomerang can help. It uses existing online data to analyze and make your emails more effective.

Furthermore, it is an AI-powered writing tool that gives insights into your writing style and enables you to achieve the best results. You can also adjust your email’s tone to get actionable advice as you write.

Features

  • Inbox pause
  • Email reminders
  • Meeting scheduling
  • Schedule send email
  • Gmail delay send

Pricing

  • Basic: Free (10 message credits per month)
  • Personal: $4.98 per month
  • Pro: $14.98 per month
  • Premium: $49.98 per month
Pros
  • Advanced AI helps you write better emails.
  • Gives deep insights into which factors affect the response rate.
  • Provides suggestions in real-time.
  • Strike the right tone per the email’s intent.
Cons
  • It has a high learning curve.
  • Expensive than other tools.
  • The user interface could be improved.

5. Crystal

Crystal

Everyone communicates differently, and Crystal understands that. This is an extension that helps you communicate in the right manner. With this extension, you can enjoy the personality profiles of the people you are corresponding with. Crystal includes tonal suggestions sticking to the big picture. You will get business email writing tips, such as how to write short or use the official language.

Features

  • Personality assessment solutions
  • Project confidence
  • Boldness
  • Automated correction

Pricing

  • Free
  • Premium: $49/month/billed annually
  • Business: custom pricing
  • Enrichment: custom pricing
Pros
  • Personality-based guidance to help add a personal touch.
  • Helps predict the recipient’s personality.
  • Gives real-time suggestions on how to tailor emails for different personalities.
  • Integrates with LinkedIn, helping you understand your prospects better.
Cons
  • Comparatively limited features than other tools.
  • Does not integrate with email tools except Gmail or Outlook.
  • Expensive than other tools on this list.
  • Customer service could be better.

6. Just Not Sorry


This is actually a Google Chrome extension that helps you enhance your messages. It gets rid of the words and phrases that appear weak in any text. The app works by highlighting such words in the Compose window of the mail. When you take your mouse over the word or phrase that has been highlighted, it will show why it should be avoided.

With this, you can have a concise piece of writing. Instead of wasting time finding essays online, you can compose the essays in this email window to make them enticing and up to the mark.

Features

  • Weak phrase identifier 
  • Automated improvement suggestion
  • Highlights common words

Pricing

  • Free
Pros
  • The extension works seamlessly with Gmail and Outlook web.
  • Identify words that might undermine your message.
  • It is completely free.
  • Highlights commonly used words and phrases so you can use more powerful verbs.
Cons
  • It has limited features.
  • Does not have an Android or iOS app.
  • Customer support isn’t readily available.
  • Does not scale up with your business.

7. Sortd for Gmail

Sortd for Gmail

Sortd helps one to organize an inbox and make it into a drag-and-drop list. When you are done reading the mail, you have to decide which category it belongs to. Click on the category twice to put it there. If you want, you can also keep other notes in the inbox. For example, you have some ideas while on a call with your client. In case you save the notes, it is going to show up every time you look at the contact record of that particular client.

Features

  • Email and task manager
  • Visual workspace
  • Chat with teammates
  • Team mailboxes
  • Email tracking
  • Reminders and due dates
  • Kanban view
  • Drag and drop prioritization
  • Workflow customization

Pricing

  • Starter: $0
  • Essentials: $8 per user per month
  • Business: $12 per user per month
Pros
  • Helps categorize inquiries, orders, and customer service requests into different workflows.
  • Enhances team collaboration with real-time updates.
  • Enables you to manage your CRM in Gmail.
  • Lets you delegate tasks and emails to your team with a single click.
Cons
  • Slow response from the support team.
  • Loading speed could be improved.
  • Sometimes, you have to reload Gmail for it to work efficiently.
  • Sales are too pushy, especially when you use its free version.

8. Detective.io

Detective.io

Detective.io is one of the best online email writing tools driven by artificial intelligence. It automates the research process, ensuring you spend less time preparing for your sales pitch.

It saves you time when performing browser-based research. Instead of hundreds of page searches individually, it shifts through thousands of data sources, including LinkedIn, social media, news items, and email records, to create a readable dossier on your prospect. It does this through AI and Natural Language Processing (NLP). It is accurate, automated, and takes only about a second.

Features

  • Weekly trigger alerts
  • Personalized emails
  • Account scoring
  • Detective anywhere
  • Custom sales triggers
  • Dynamic account lists
  • Team collaboration

Pricing

  • Hustler: $15 per month
  • Trusted Advisor: $35 per month
  • Team Edition: $50 per month
Pros
  • It has a user-friendly interface.
  • Helps make more warm and human connections with prospects.
  • Advanced AI that improves your email.
  • Enriches your CRM, eliminating manual data entry.
Cons
  • Fewer features than other tools on this list.
  • Lacks up-to-date content.
  • Implementation is complex and tedious.
  • Focuses more on the individuals you’re sending emails to rather than on the company

9. QuillBot

QuillBot

If you’re looking for an email writing tool online, this is the one. It is an AI-based online email writing tool that helps you craft professional emails in no time. You can choose from a wide range of tones, including formal, simple, and creative, to ensure the email aligns with your goals. You can also use its “shorten” feature to make your emails crisper.

Features

  • Grammar checker
  • Plagiarism checker
  • Co-writer
  • Summarizer
  • Citation generator
  • Tone insights

Pricing

  • Free
  • Annual: $4.17 per month
  • Semi-annual: $6.66 per month
  • Monthly: $9.95 per month
Pros
  • AI-powered Thesaurus to help you find the perfect word.
  • Integrates with your browser and third-party websites.
  • Eliminates grammar and spelling errors.
  • Recommends which sentences should be rewritten for clarity.
Cons
  • Only two writing modes in the free version.
  • Doesn’t support GPT-3 AI writing.
  • Manual intervention is often needed to generate the best output.
  • Does not scale with your business.

10. Grammarly

Grammarly

It reflects poorly on your professionalism if you send emails with grammatical mistakes. It can be a deal-breaker. Even if you are in a hurry, it’s crucial to go through your email before hitting the send button. You can save time by trusting a spelling and grammar-checking tool.

This free email writing tool checks for contextual spelling, punctuation, grammar, sentence structure, and style and suggests corrections for any errors it finds. The premium account also adds “vocabulary enhancement” to spice up your writing and a professional proofreader to double-check your documents.

The Google Chrome Grammarly extension allows you to check your writing across the web, including on sites like Facebook, Twitter, and LinkedIn.

Features

  • Customizable templates
  • Email management
  • Sentiment analysis
  • Text similarity detection
  • Tone selection

Pricing

  • Free
  • Premium: $12 per month
  • Business: $15 per month
Pros
  • Provides real-time suggestions.
  • It can identify email tone and help you tailor your content accordingly.
  • Easy to use and has little to no learning curve.
  • Has an Android and iOS app.
Cons
  • The free version is very limited.
  • Expensive in the long run.
  • Suggestions are sometimes inaccurate and vague.
  • Only supports American, British, Australian, and Canadian English.

11. Briskine

Briskine

Briskine is there to save you from the trouble of typing the same repetitive emails. You can easily create a template out of the repetitive pieces of text in your emails. And the best part is you can use a shortcut to insert this template and respond to an email within seconds.

You can set up template messages and subject lines for a sales pitch to a client, a cover letter for a job, or a simple acknowledgment letter. This email writing tool notches up your productivity with a free Chrome extension. It works for Gmail, Yahoo, and Outlook.com.

Features

  • Customer complaint tracking
  • Queue management 
  • Performance metrics
  • Template management 
  • Social media integration
  • Customer segmentation

Pricing

  • Starter: $10 per month
  • Basic: $60 per month
  • Pro: $360 per month
  • Advanced: $900 per month
  • Enterprise: custom pricing
Pros
  • It has proactive customer support.
  • Has an an easy-to-use and intuitive interface.
  • Integrates with multiple inboxes, streamlining your emails.
  • The tagging system is quite accurate and advanced.
Cons
  • Customization is complex and time-consuming.
  • Setting up workflows can be annoying.
  • Reporting and analytics could be improved.
  • It can be glitchy at times.

12. WiseStamp

WiseStamp

As the name suggests, WiseStamp Email Signature lets you create your personalized business email signature in less than 30 seconds. It creates email signatures for Gmail, Apple Mail, iPhone, Outlook, and Yahoo.

This award-winning signature generator can be used by freelancers, professionals, and small business owners. They offer a wide variety of templates and designs to suit any kind of business.

Features

  • Unlimited signature designs
  • Employees editing permissions
  • GSuite and Office 365 integration
  • Central management
  • Departments and groups

Pricing

  • Soho: $1.9-$3.2 per user per month
  • Teams: $1.67 per user per month
  • Enterprise: custom pricing
Pros
  • Comes with professional templates.
  • Allows you to add your photos for a more personal touch.
  • It is an extremely easy to set up.
  • It is an affordable email signature tool.
Cons
  • Customer service isn’t proactive.
  • The email server is often slow, leading to HTML export delays.
  • Signatures often break when you send emails from your phone.
  • Has limited configuration options.

13. Keap

Keap

Keap is an all-in-one marketing tool that offers pre-designed email templates. The best part is that it can be customized to fit the unique needs of every business. Using their email writing tool, you can send or schedule emails to your contacts. You can easily segment your contacts and then broadcast them to targeted groups. 

One unique thing is that before having to send out emails, it allows you to test them for any errors.

Features

  • CRM
  • Email marketing
  • Automation
  • Text marketing 
  • A/B testing
  • Analytics and reporting

Pricing

  • Pro: $159 per month/annually
  • Max: $229 per month/annually
  • Ultimate: $279 per month/annually
Pros
  • Can schedule the email based on your customer’s contact record time zone.
  • Automates repetitive tasks such as follow-up.
  • Centralizes all customer interactions in one place.
  • In-depth analytics to help understand what’s working and what’s not.
Cons
  • Does not save emails automatically.
  • Too many features can lead to confusion.
  • Hard to set up and use initially.
  • Has a higher learning curve.

14. Shift

Shift

Shift is a desktop app for effectively handling your workflow, including emails. It allows you to connect all your email accounts along with different web tools and apps within Shift. You can then customize your workflow as you fit right. It enables you to make seamless switches between apps with just one click. You can even customize your notifications.

Features

  • Archiving & retention
  • Customizable reports 
  • Unlimited app accounts
  • Cross-platform support
  • Desktop notifications
  • Notification muting
  • Chrome extensions
  • Unified search

Pricing

  • Basic: free
  • Advanced: $149 per year
  • Teams: $149 per year per user
Pros
  • It supports Gmail, Outlook, and Yahoo Mail.
  • Brings all your web apps into a single platform.
  • Lets you toggle between multiple Drive accounts.
  • Chrome extension allows you to write emails anywhere.
Cons
  • Setting up workflows is complex.
  • Sometimes, it can get unstable and crash.
  • Integrations are not as seamless.
  • The user interface can be improved.

15. Polymail

Polymail

This is an extension for Mac. It is simple but powerful. Polymail is a combination of the best features of the other email writing tools that are available. This extension for MAC is intuitive and clean, with no whistles or bells. Every email comes with a detailed profile. In fact, you will know who has read the emails and the time they have read them.

What’s more interesting is that you can schedule the incoming emails, too. This way, it is going to pop up in the inbox when you are ready to write back. If you want to unsubscribe from a list of emails, you will be able to do it with one click.  

Features

  • Comments & mentions
  • Email tracking
  • Message templates
  • Sequences
  • Team analytics
  • Salesforce integration
  • SAML Single Sign-On (SSO)

Pricing

  • Basic: $10 per user per month
  • Premium: $24 per user per month
  • Enterprise: $49 per user per month
Pros
  • Sends out reminder alerts to follow up on emails.
  • Enables you to categorize your emails.
  • Can sync information from other software, such as emails, calls, and contacts.
  • Seamless onboarding process.
Cons
  • Expensive plans, given the features they offer.
  • No Android app.
  • The UI/UX interface could be more user-friendly.
  • The sync between the mobile and desktop apps could be improved.

Benefits of Email Writing Tools 

Email writing tools have a range of benefits to increase operational efficiency. The best email writing tools offer these three benefits:

1. Enhanced Consistent Communication

With the use of standard templates and language suggestions given by email writing tools, users can maintain a consistent and polished tone across every interaction. This consistency enhances the brand’s credibility and fosters better relationships with recipients. 

2. Improved Productivity And Time Savings

Email writing tools allow users to efficiently create emails, saving time for other vital chores with features like auto-suggestions and templates. Both individuals and companies can increase productivity and focus on more strategic tasks by automating repetitive sections of email writing.

3. Error Prevention And Language Enhancement

The chance of embarrassing typos or language errors in emails is significantly reduced by the extensive grammar and spell-checking features that often appear in email writing software. Email writing tools increase communication quality by providing real-time language refinement ideas that ensure messages are error-free, clear, and concise.

Wrapping Up

Writing clear and engaging emails is essential to drive better results and engage customers. Ensure to get the right email writing tool for your business and boost your potential customer and retention rates by 3X!

Frequently Asked Questions

There is no one tool that meets the needs of every business. Thus, to identify the right email writing tool, consider your needs, and features. Also, read reviews, compare pricing, and test the tool before choosing the one that fits your needs best.

Email writing tools typically use the following techniques:

  1. Text expansion: Automated insertion of commonly used phrases or responses.
  2. Grammar and spelling check: Automated correction of grammatical errors and spelling mistakes.
  3. Email templates: Pre-written email formats for repetitive messages.
  4. Canned responses: Stored and reusable email responses for frequently asked questions.
  5. Task management: Automated tracking and organization of email-related tasks.
  6. Email tracking: Monitoring of email opens, clicks, and replies.
  7. AI-powered suggestions: Context-aware writing suggestions to improve email content.

Free email writing tools can come with several challenges, including:

  1. Limited Features: Many free tools offer basic features and lack advanced capabilities like email tracking and task management.
  2. Data Privacy: Free email tools may not have strict data protection policies, leaving your information vulnerable to cyber attacks or unauthorized access.
  3. Technical Support: Limited or no technical support can make it difficult to resolve issues with the tool.
  4. Performance: Free email tools may have lower performance or slower speeds compared to paid alternatives.

The best email writing tools may have the following disadvantages:

  1. Cost: Advanced email writing tools may be more expensive than basic alternatives.
  2. Complexity: Some email tools may have a steep learning curve, making it difficult for some users to utilize their features fully.
  3. Integration: Integrating with other tools or systems may be difficult or require technical expertise.

The purpose of the best free email writing tool is to provide an efficient and effective way to compose, manage, and send emails. The tool streamlines the email writing process, improves the quality of writing, and increases productivity by automating repetitive tasks. It often comes with advanced features like text expansion, grammar and spelling checks, email templates, canned responses, task management, and email tracking.

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