Introduction

Email notifications are automated emails sent to users to inform them about a specific event, action, or update. They help users stay informed in a timely manner without needing to actively check the platform.

Effective email notifications should follow these principles:

✔️ Short and concise – Users can grasp the key information immediately upon opening the email.

✔️ Easy to understand – Avoid complex terminology or cluttered information.

✔️ Clear action (CTA) – Tell users exactly what to do next.

However, writing each email manually while meeting these principles often takes a lot of time, is prone to errors, and makes it difficult to maintain consistency in tone and content.

Have you ever thought about using a tool to support this task? Let this article be the optimal solution for you.

1. Benefits of using AI to write email notifications

Using AI to create email notifications offers significant advantages for educators and course managers:

• Time-saving: AI automatically drafts content instead of writing each email manually.
• Consistency: Maintains a professional tone while reducing spelling and formatting errors.
• Easy personalization: Automatically inserts learner names, course details, schedules, or other personal data.
• Performance optimization: AI suggests engaging subject lines and content to increase open rates and click-through rates (CTR).
• Campaign support: When integrated with email marketing systems or CRMs, AI helps segment learners and send the right message at the right time, improving communication effectiveness.

2. Top AI tools for writing email notifications

Below are some suggested tools for writing email notifications that can be applied directly to Ourdemy:

1. ChatGPT (OpenAI)

• Purpose: Automatically generates email content from prompts.
• How to use: Simply enter a request, for example: “Write a reminder email for learners to complete a lesson in the ‘Basic Canva Design’ course, using a friendly and easy-to-understand tone.”
• Strengths:
  • Generates a wide range of email types, from learner reminders and enrollment confirmations to new lesson announcements.
  • Helps create engaging email subject lines to improve open rates.
  • Easy to edit and optimize wording, with flexible tone adjustment.
• Best for: Educators or admins who want highly flexible, customizable content without being limited by templates.

2. Jasper.ai

• Purpose: AI specialized in marketing and email writing.
• How to use: Select an email template (e.g., “Notification Email”, “Reminder Email”), enter course and learner information, and Jasper generates a complete email.
• Strengths:
  • A wide range of optimized templates for email notifications and email marketing.
  • Adjustable tone: friendly, professional, or formal.
  • Workflow integrations for fast bulk email sending.
• Best for: Those who want to quickly write marketing-standard emails and maintain a consistent tone across courses.

3. Writesonic

• Purpose: Creates emails from simple to complex, suitable for both notifications and marketing.
• How to use: Choose an email type, enter key content, and Writesonic generates the full structure and wording.
• Strengths:
  • Dedicated templates for learner reminders, new lesson announcements, and event notifications.
  • Multilingual support, ideal for international learners.
  • Generates multiple versions for A/B testing to improve engagement.
• Best for: Users who need to send many emails at once or test different versions to maximize interaction.

4. Flowrite

• Purpose: Integrates directly with Gmail or Outlook to automatically generate emails from short prompts.
• How to use: Enter a few lines of ideas, and Flowrite writes a complete, ready-to-send email.
• Strengths:
  • Saves time by drafting emails directly in your inbox.
  • Maintains a consistent, professional tone.
  • Supports notifications, follow-ups, and automated learner reminders.
• Best for: Those who frequently email learners and want to optimize their workflow directly in Gmail/Outlook.

5. How to write email notifications with AI

Step 1: Define the email objective

Before using AI to create email notifications, it’s essential to clearly define the goal and target audience. This helps ensure the email is focused, clear, and persuasive. Consider the following questions:

• What do learners need to know? For example: a new lesson announcement, a progress reminder, or a course update.
• What action do you want learners to take after reading the email? For example: complete a lesson, join a live session, download materials, or respond to a survey.
• Who is the recipient? Newly enrolled learners, active learners, or those who have completed part of the course?

Defining clear goals and audiences helps AI generate emails with the right tone, coherent content, and clear CTAs, while minimizing editing time and improving learner engagement.

Step 2: Write a prompt for AI

Once the goal and audience are defined, the next step is to write a detailed prompt so AI can generate relevant content. The more specific the prompt, the closer the result will match your needs.

Key points to include in your prompt:

• Clearly specify the audience: learner name, course name, specific lesson.
• Define the tone: friendly, professional, encouraging, humorous, etc.
• Outline key content: completion notice, next lesson reminder, direct link, clear CTA.
• Request formatting: short paragraphs, a subject line, bullets, or links if needed.

Example prompt:

Write a notification email for learner X on Ourdemy who has completed Lesson 3 of the course “Basic Nutrition.”
Use a friendly and encouraging tone, motivate the learner to continue studying, and include a direct link to the next lesson.
Keep the content short, clear, and suitable for email notifications.

You can adjust the tone, sentence length, or add personalization details to fit each campaign.

Step 3: Refine and personalize the email

After AI generates the content, it’s crucial to review, edit, and personalize the email to ensure it feels professional and relevant.

Specific steps:

1. Check grammar and spelling
   • Ensure clarity and readability.
   • Adjust tone if needed, depending on the audience.
2. Insert personalized information
   • Learner name, course name, specific lesson.
   • Completion date or progress details if relevant.
3. Ensure a clear CTA
   • Examples: “Continue with the next lesson here” or “Access the course now to complete today’s lesson.”
   • Use direct, clickable links.
4. Optimize length
   • Notification emails should be concise and focused.
   • Typically, 3–5 sentences plus a clear subject line are sufficient.

→ After refinement, the email will feel both friendly and professional, helping increase open rates and CTR.

Step 4: Test before sending to users

Before sending notifications to learners, thorough testing helps prevent display issues or broken links and ensures a professional appearance across devices.

Checklist:

1. Send test emails to yourself or an internal team
   • Check display on desktop, mobile, and tablet.
   • Verify layout, fonts, colors, and images.
2. Test all links
   • Ensure lesson, document, or landing page links work correctly.
   • Avoid broken or incorrect links that could confuse learners.
3. Review content and signature
   • Re-read the entire email for clarity and errors.
   • Ensure the signature matches Ourdemy’s branding and looks professional.
4. Preview in different inboxes
   • Test across common email clients (Gmail, Outlook, Apple Mail).

→ Once testing is complete, the email is ready to be sent safely and professionally, increasing the likelihood that learners receive information promptly and take action.

Step 5: Save templates and reuse them

After creating effective AI-generated email notifications, saving prompts and templates can save significant time for future campaigns.

Best practices:

1. Store templates in a content management system or Notion/Google Docs
   • Clearly label each email by purpose and audience.
   • Save the AI prompt and final version together.
2. Reuse templates for similar notifications
   • For example, lesson completion reminders can be reused across different courses by changing the course name and lesson link.
3. Enable fast personalization
   • Simply update names, dates, or lesson details, and AI can generate a new email almost instantly.

→ This approach helps build a consistent, professional email notification system while significantly reducing effort when managing multiple courses on Ourdemy.

6. Tips to make email notifications more effective

To ensure email notifications truly work, keep the following in mind:

• Short, clear subject lines: 5–8 words are ideal to quickly convey the purpose and boost open rates.
• Friendly yet professional content: Get straight to the point, avoid unnecessary details, and maintain a balanced tone.
• Use AI templates: Once you have strong prompts and templates, reuse them to save time and ensure consistency.
• Mobile optimization: Over 50% of users read emails on mobile—use clear layouts, readable text, and easy-to-tap links.
• Smart segmentation & sending frequency: Send the right message to the right learner at the right time to avoid a spammy feeling.
• Data-driven personalization: Include learner names, course titles, lesson links, schedules, or progress to keep emails relevant and engaging.

Conclusion

AI delivers clear benefits by enabling you to create email notifications that are fast, accurate, and consistent in tone, significantly reducing errors and saving time. This allows you to focus more on content quality and learner experience, while AI ensures information is delivered promptly, professionally, and with personalization.

AI does not replace humans—it acts as a powerful assistant, making learner management and communication more effective, while increasing trust and satisfaction among learners.