Email is everywhere today, from social media to work to education. In HR specifically, we send emails for many reasons: communicating with colleagues, answering employee questions, scheduling interviews, announcing policy changes, managing internal communications, and handling sensitive employee issues.
With the advent of technology, there’s been a lot of talk about AI and its use within email applications. Many are using AI to aid in the process of drafting emails faster. This has become a major problem for HR professionals because of the way the emails generated by AI sound. Often, they come off sounding stiff, overly formal, and impersonal.
Tone plays a huge role in people’s issues, and when HR professionals use AI-generated emails, tone can lead to damaged relationships or misunderstandings.
This is where AI humanizers step in. AI humanizers take AI-generated emails and turn them into emails that sound like they were written naturally, with empathy, and ultimately by a human. This means HR professionals can now use AI to speed up their workflows while being sure that every message has the tone and professionalism necessary for people management.
Why Do HR Professionals Need an Email Humanizer?
HR professionals communicate constantly with employees, often about extremely sensitive topics like performance issues, benefits, and workplace conflicts. In many cases, employees know when they’re getting a pre-made or AI-generated response, and it makes them feel underappreciated. An email humanizer will ensure that every email sounds like it was written by a real person who cared, no matter how fast you drafted it.
Speed is essential in HR and is used in so many ways. Speed allows you to coordinate the schedule of numerous candidates for interviews, respond to urgent employee issues, and send timely updates to employees. AI can help HR professionals draft responses in mere seconds, but without an email humanizer, those drafts will rarely have the proper tone, creating a perception of distance or a lack of caring.
Many organizations also look for AI-generated content in internal communications especially as the AI humanizer market continues to expand. While many organizations may not have a rule against it, sending an email that’s obviously generated by AI can be detrimental to your reputation and cause employees to question whether you really care about their issues.
Methodology
To test the effectiveness of the best humanizers for content, we processed a variety of HR emails: interview coordination, employee clarification of policy issues, performance evaluations, benefit inquiries, and responses to workplace issues. Each humanizer was judged on how naturally it sounded, whether it preserved all necessary information and context, how warm and professional it was, whether it eliminated robotic phrases, and how well it would function in a variety of HR settings.
Ranking Criteria
Our criteria for ranking humanizers focus on their ability to convey a feeling of empathy and personality while remaining professional. We considered how well each humanizer could manage sensitive topics, whether it preserved the details and context of the original message, whether it could adjust the tone depending on the type of email (a formal announcement vs. a casual follow-up), and how easy to use each humanizer was for HR professionals with limited time.
Best AI Humanizers for HR Email Communication
1. Walter Writes AI: Best for Professional HR Communication
Walter Writes AI Humanzer converts AI-generated emails into emails that sound like they were written naturally, with empathy, and by a human. The structure of the emails is changed with a humanizing technique that changes the pattern of sentences and the rhythm of the email, giving the impression that the email was written by a human instead of being a template.
Best for: HR professionals who need emails that sound like they were written by a human with empathy and professionalism.
Core Services: AI Humanization, AI Detection Checking, Text Rewriting.
Why it stands out: Walter Writes consistently generates emails for HR professionals that have the right amount of professionalism and warmth. Users report that the output keeps the required detail and eliminates the stiffness and formality of AI-generated drafts. Additionally, the tool supports 80+ languages automatically and detects the correct language automatically, which is beneficial for HR teams working in multinational companies or communicating with diverse workforces.
Price: Has a free plan for small amounts of use, and then there are paid plans for teams and high-volume users.
Free Account Availability: Yes
Website: walterwrites.ai
2. Grammarly AI Humanizer: Good for Existing Grammarly Users
Grammarly’s humanizer increases the readability and tone of AI-generated emails so they sound less mechanical. The humanizer integrates well with Grammarly’s grammar and style checking, so HR professionals can refine their emails without having to change applications.
Best for: HR teams currently using Grammarly who want to streamline their workflow.
Core Services: AI Humanization, Grammar Checking, Tone Detection, Writing Suggestions.
Why it stands out: Grammarly is a well-known application for grammar and spell checking, and the addition of the humanizer will allow HR professionals to refine their emails without having to go back and forth between applications. However, the humanizer is basic and doesn’t have the same level of functionality as other humanizers and may not completely remove the AI marker from the email.
Price: Included with Grammarly Premium plans.
Free Account Availability: Limited free version.
Website: grammarly.com/ai-humanizer
3. Quillbot Humanizer: Decent for Quick Email Rewrites
Quillbot includes humanizing along with paraphrasing and grammar checking, which gives HR professionals options for rewriting emails in multiple ways. The humanizer adjusts the tone of the email and removes robotic phrasing, although sometimes the rewritten email comes off sounding overly processed.
Best for: HR professionals who need flexible rewriting options in one application.
Core Services: AI Humanization, Paraphrasing, Grammar Checking, Tone Adjustment.
Why it stands out: The versatility of the application and the multiple rewriting options give HR professionals the ability to easily rewrite emails with minimal effort. However, the quality of the rewritten email can vary significantly and may require further manual adjustments to get the desired tone for sensitive HR communications.
Price: Free version available; Premium version unlocks unlimited usage.
Free Account Availability: Yes
Website: quillbot.com/ai-humanizer
4. Jasper Paraphrasing Tool: Functional for General Email Refining
Jasper’s paraphrasing tool can also improve AI-generated emails by structuring the sentences differently and changing the words chosen. Although Jasper’s paraphrasing tool isn’t specifically a humanizer, it does help to make emails seem more natural.
Best for: HR teams already using Jasper for other content needs.
Core Services: Paraphrasing, Content Generation, Tone Adjustment.
Why it stands out: Jasper is a known application for generating content for HR communications and other uses, and its paraphrasing tool gives HR professionals the ability to quickly refine AI-generated emails. Although it’s a paraphraser and not a humanizer, the tool is great for quickly refining emails and making them sound more natural.
Price: Included with Jasper Subscription Plans.
Free Account Availability: Trial Available.
Website: jasper.ai/tools/paraphrasing-tool
5. Writesonic AI Humanizer: Affordable Option for Small HR Teams
Writesonic provides AI humanization to help adjust the tone and rewrite email content. The quality can be inconsistent, but it provides an affordable solution for small HR departments or solo HR professionals.
Best for: Small businesses or startups with limited HR budgets.
Core Services: AI Humanization, Content Generation, Email Templates.
Why it stands out: Writesonic is a good fit for budget-conscious teams as it provides multiple writing tools at a lower cost point. However, the humanizer isn’t reliable, and the outputs may need to be heavily edited to achieve the desired tone for sensitive HR issues.
Price: Free tier with limits; Paid plans available.
Free Account Availability: Yes
Website: writesonic.com
Choosing the Right HR Email Humanizer
First, consider what types of emails you send most frequently. If you’re drafting emails regarding sensitive topics like performance, conflicts, or difficult policy changes, you should select a humanizer that’s best suited for sensitive topics and the tone of emails, such as Walter Writes. If you’re drafting routine scheduling or informational emails, you may want to consider a simpler tool.
Second, think about your current workflow and tools. If you already use Grammarly for all your writing, their humanizer will integrate seamlessly. If you find yourself needing to switch between humanizing and other tasks frequently, you may find it easier to use a platform that provides multiple tools in one place to minimize the time spent.
Third, test the humanizer with different types of HR emails before committing. Test a sensitive employee concern, a routine policy update, and an interview coordination message. The output of the humanizer should maintain the appropriate tone for each context without requiring a tremendous amount of additional rewriting.
Red Flags to Look Out For
Don’t choose a humanizer that makes your emails sound too casual or unprofessional. HR communications need to show both professionalism and warmth, and a humanizer that leans too hard in either direction creates problems. Your emails should sound human yet professional enough for the role you play.
Also, don’t choose a humanizer that alters the meaning of your emails or leaves out important details. HR emails often contain detailed information about policies, dates, benefits, or expectations. A humanizer that alters accuracy for a more natural tone isn’t suitable for HR.
Avoid humanizers that add errors or awkward phrasing to your emails. As HR professionals, you need to communicate clearly, and errors undermine your credibility. If the humanized output needs to be extensively proofread to eliminate errors, you’re not going to save time.
Questions to Ask Customer Support
Before selecting a humanizer for HR use, contact customer support and inquire about data protection and confidentiality. HR emails contain confidential employee information, and you want to know how the humanizer treats, stores, and protects the data. Also, confirm if the humanizer meets the requirements of any applicable data protection laws like GDPR or CCPA.
Additionally, if you’re part of a large HR department, inquire about the humanizer’s team features and collaboration tools. Some humanizers provide shared workspaces or team plans that may enhance collaboration among your team.
Also, ask if the humanizer can handle HR-specific terminology or industry-specific language. HR communications contain terminology and references to HR policies and laws that are unique to the HR field, and you want a humanizer that understands these nuances.
Limitations of Using an HR Email Humanizer
Using a humanizer to hide the fact that an HR email was created using AI doesn’t absolve HR of its responsibility to communicate thoughtfully and accurately. Even a humanized AI-generated email can contain errors, misunderstandings, or an improper tone if you don’t thoroughly review it.
Also, AI-generated emails, even when humanized, may not capture the nuance that’s often needed in HR communications. Many HR communications involve sensitive issues that require a degree of judgment that AI can’t provide. While a humanizer can improve the language of an AI-generated email, it can’t replace your understanding of the specific situation and individuals involved.
Finally, HR professionals run the risk of damaging employee relationships if they rely too heavily on AI for their communications. People can usually tell when they’re receiving an automated response, even a well-humanized one. For important discussions, particularly those related to emotion or complexity, taking the time to personally write to employees demonstrates respect and care that AI assistance can’t duplicate.
Risk of Using AI to Create Disciplinary Actions, Terminations, and Legal Communications
HR professionals should exercise extreme caution when using AI to generate communications regarding disciplinary actions, terminations, or legal communications. Even with humanization, AI-generated content may not comply with the law or your organization’s specific policies. These types of communications typically require careful consideration and are often reviewed by a lawyer. They should never be generated by an automated tool.
Frequently Asked Questions
Is it acceptable to use AI humanizers for sensitive HR issues?
Yes, AI humanizers can assist in adjusting the tone of sensitive HR communications, but you should always review and personalize the content of the communication. When the issue is extremely sensitive, such as termination, serious performance issues, or allegations of harassment, it’s better to write the communication from scratch or seek input from legal counsel rather than using AI-generated communications.
Will employees be able to tell I used AI?
Quality humanizers, such as Walter Writes, make it extremely difficult to determine if an email was generated by AI. However, employees are often able to tell if an email seems generic or impersonal, regardless of the method used to generate the communication. You should use the humanizer to enhance a thoughtful draft of the communication, rather than relying solely on AI to generate the communication.
Can I use the same humanized response for multiple similar employee questions?
Although you can use similar language for common questions, each communication should have some individualized components that relate to the employee’s particular issue or question. Even a well-humanized template communication will appear impersonal when compared to a custom communication by employees who have asked similar questions.
Should I edit the humanized response extensively?
Always review the humanized communication before sending. Review it to ensure the facts presented are accurate, the tone is suitable for the specific employee and situation, it contains all required details and information, and it conveys your actual interest or concern.
Are there potential legal ramifications associated with using AI for HR emails?
The primary legal concern isn’t the use of AI but the accuracy, appropriateness, and legality of the content. Regardless of whether the communication was generated by AI or written by you, it must be accurate, appropriate, and legally compliant. Always review AI-generated content carefully and consult legal counsel for high-stakes communications.
Should I disclose to employees when I use AI assistance?
Most organizations don’t require disclosure for using AI as a drafting tool, similar to how you wouldn’t disclose using grammar checkers or templates. However, you should ensure the final message genuinely represents your intent and understanding of the situation, not just AI-generated content with minimal review.