Writing Professional Emails as an Actuary, In the Age of AI

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In the actuarial industry, where precision, communication, and collaboration are key, email remains one of your most powerful tools and the way you communicate can make the difference between a quick resolution and a week-long email chain.

In the age of AI-generated communication, professional emails require an even sharper human touch, because AI can be helpful, but can also feel noticeably false.

In this blog, we explore why writing strong, professional emails are important for actuaries specifically, and how to refine your tone, intent, and clarity in every message.

Why Email Writing Skills Matter
You may be effective at working with data, models, and projections, but clear, effective communication is what brings your work to life. Whether you’re explaining a client’s request, or collaborating with internal teams, your message should:

• Be clear and avoid ambiguity that can cause delays in communication.
• Set a tone that is approachable, competent, and helpful.
• Be clear about next steps or expectations.

Writing Emails in the Age of AI
AI-generated emails can be a great starting point, but they often fall short. They tend to sound overly formal, repetitive, or even robotic. Here’s how to bring AI emails back to your voice:

• Ditch the Formality
  • AI often uses phrases like “Kindly be advised” or “Per our previous correspondence” which feel outdated. A conversational, but professional, tone is more effective, allowing you to be polished and personable. A better choice would be: “I just wanted to follow up on the report we sent over yesterday. Have you had a chance to review it?”
• Customize Your Templates
  • Templates save time but should be tailored to the individual or group. Add a personal touch by mentioning the specific project title, referring to a previous meeting, or to updates on the status of the project.
• Watch for Repetition or Stale Language
  • AI can fall into patterns like repeating “I hope this finds you well”. Switch it up with something that feels more authentic.

General Email Tips for Actuaries
Whether you are client-facing or working with your internal team, these fundamentals will help every message land better:

• Use Positive, Forward-Looking Language – Even when delivering tough news or negotiating, avoid starting with negativity.
  • Instead of “Unfortunately, we cannot”, try “Given the current timeline, we’re exploring another approach that might work better”
  • Stay solution focused. Avoid phrases like “problem,” “issue,” “unable to,” or “we do not.” Focus instead on what can be done.
• Be Clear with Action Items
  • Don’t assume the recipient will know what to do next. Make it simple and frictionless, such as “Would you be available for a 10-minute call this week? Here’s a [Calendly link] to pick a time that works best.”
• Eliminate Unnecessary Back-and-Forth
  • Phrase your message in a way that prevents another email? Instead of
    “Let me know if this works”, you can try “Would Monday at 3 PM or Tuesday at 10 AM work for a call? If not, I’m happy to adjust.”

Tips for Internal Emails
Internal communication is just as important; it helps to promote efficiency and clear communication with your co-workers.

• Keep It Clean
  • If forwarding an internal thread, trim irrelevant chatter from the thread. Internal back-and-forth that seem casual may confuse or distract from your purpose, or include information others don’t need (or shouldn’t see!).
  • Watch for phishing risks andremind colleagues that phishing links often appear in forwarded emails.
• Reference Important Threads
  • If your colleague has already sent key info to a client or co-worker, make sure your message points them to that email instead of duplicating or contradicting it.
• Ask for Feedback
  • Even the most seasoned actuaries can benefit from a second pair of eyes. If you’re close to a situation, it’s easy to miss how something might come across in content or tone. Don’t hesitate to say “Can I run this by you before sending? I want to make sure it lands well.”

Writing effective, human, and action-oriented emails is an underrated skill for actuaries today. In an era when AI can churn out a message in seconds, you have the power to stand out by being thoughtful, clear, and approachable. Master your email communication, and you’ll not only improve efficiency, but you’ll also build trust, momentum, and stronger relationships with clients and colleagues alike.

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