For charity and school offices

Email help for the person who answers everything

In a charity, a church, a school office or a club, one person usually answers all of it. Committee papers and apologies for the meeting. Room bookings. Volunteer rotas. Thank-yous for donations. Parents and members who want one detail confirmed. Funders who want it confirmed in writing. There is no IT department, and there is nobody to hand the inbox to.

The hours do not go into the difficult emails. They go into the twenty easy ones, where you already know the answer and still have to write it out properly.

MailTwin does that part. You type the points the reply has to make, and it writes the whole email, in your own words.

What that looks like on a Tuesday

Select the message in Apple Mail, type your notes, and MailTwin writes a complete email into the reply window: greeting, every point in full sentences, sign-off. You read it, change what you want, and send it.

You type	You get
committee meets the 14th, papers attached, apologies to Jean	The full meeting notice with the date, the attachment referred to properly, and the apology recorded
hall's free Saturday afternoon, £40, key from the office on the Friday	A booking confirmation that states the slot, the charge and how they collect the key
thank her for the £250, it's paying for the minibus, gift aid form attached	A thank-you that names the amount, says what it does, and asks for the form back
trip is the 3rd, £12 covers the coach, consent form back by Friday	The parent email with all three points written out, in the register you use with parents

Your own address, and the office address

Most administrators answer from more than one mailbox. Your own name on one, and a generic one on the other, info@ or secretary@ or the bookings address, which you also answer. Those two do not read the same. The office address is the organisation writing. Yours is you writing.

MailTwin learns voice separately for every mail account. It reads that account's own sent mail, on your Mac, and copies its habits: how it opens, how formal it is, how it signs off. Switching mailbox switches the voice, and nothing is shared between the two.

It attaches to Apple Mail rather than to a mail provider, so whatever accounts Mail already carries are the accounts it works with, including Microsoft 365, Gmail, iCloud and plain IMAP.

The budget question

In an organisation where software has to be justified as a line in a budget, a per-seat monthly subscription is a different proposition from a purchase. MailTwin is a one-time licence. Thirty days of the full app first, every feature, no card to start.

One part of the cost is not one-off. If you choose one of the cloud AI engines you pay that provider directly for what you use, typically a few cents a day at ordinary email volumes, and the app keeps a running total. The two engines that run on the Mac itself cost nothing to run.

Correspondence you cannot hand to a third party

Mail about a beneficiary, a pupil, a safeguarding matter or a member's circumstances is not yours to give away. That objection deserves a real answer rather than a privacy badge, and the answer here is architectural.

There is no MailTwin server and no MailTwin account. Nothing in the app points at us, so there is nowhere for your mail to be sent even if we wanted it. You choose the AI engine from eight. Two of them, Apple Intelligence on macOS 26 and later, and Ollama, run on the Mac itself, so the message is never transmitted at all. With a cloud provider the request goes from the Mac straight to that provider, under a key you supply and can revoke.

Voice learning reads sent mail locally and keeps its samples locally, under your own user account on that Mac. When you generate with a cloud provider, a short sample of your own sent mail goes with the request to that provider, and never to us. With Apple Intelligence or Ollama it stays on the Mac.

If your policy is that no member data goes to a cloud AI service, the on-device engines are a complete answer rather than a degraded mode. Everything on this page works with them.

Dates, amounts and the things you cannot get wrong

A wrong date on a committee notice, or a wrong figure in a donation letter, is the sort of mistake that takes three more emails to undo. When MailTwin rewrites a draft you have already written, a validator checks the result first and rejects it if a number, date, amount, link or email address has changed. It cannot judge whether a new sentence is factually true, so you still read what comes back. It never sends anything on its own, and there is no autonomous mode.

What it will not do

It will not read the inbox on its own, file anything, or answer anybody without you. It will not help much if your email is mostly one-line replies; the gain is in the messages that need three or four points written out. It is Mac-only and Apple Mail-only, with no iPhone or iPad app, so a mailbox you only ever answer from a phone is out of scope. And it needs two macOS permissions on the first run, Automation for Mail and Accessibility. That is a few minutes of clicking in System Settings, and it cannot be automated away, because Apple deliberately does not let an app grant itself access to your mail.

For umbrella bodies and administrator networks

If you run a body whose members are the people described above, and you want to look at this before it goes anywhere near them, write to [email protected]. Licences for the office to use for a fortnight, no conditions, nothing expected back. Endorsements are not asked for and not implied. MailTwin is made by Smilodon AS, a one-person company in Norway, and the person who answers that address is the person who writes the code.

Common questions

I answer from my own address and a shared info@ address. Does that work?

Yes, and it is the reason to look at this. Voice is learned separately for every mail account in Apple Mail, from that account's own sent mail. The office address keeps the office register and your own address keeps yours. Nothing is shared between them, and switching mailbox switches the voice.

Is it a monthly subscription?

No. It is a one-time licence, with a 30-day full trial and no card required to start. The one ongoing cost is the AI engine, if you pick a cloud one: you pay that provider directly for what you use, and the app shows a running total. The two engines that run on the Mac cost nothing to run.

Our policy is that member data does not go to a cloud AI service. Can we still use it?

Yes. Two of the eight engines, Apple Intelligence on macOS 26 and later, and Ollama, run on the Mac itself and never transmit the message anywhere. There is no MailTwin server and no MailTwin account in any configuration. Choosing an on-device engine is a complete answer to that policy, not a reduced version of the app.

What stops it getting a date or an amount wrong?

When it rewrites a draft you have already written, a validator rejects the result if a number, date, amount, link or email address has changed. It cannot judge whether a new sentence is factually true, so you read every message before it goes. Nothing is ever sent without you.

We have no IT support. Can I install it myself?

Yes, and there is nothing to migrate: no new inbox, no forwarding, no change of address to tell anyone about. The one thing you cannot skip is granting two macOS permissions on the first run, Automation for Mail and Accessibility, which is a few minutes in System Settings. It needs a Mac running macOS 13 or later, with Apple Mail.

Try it on a real month

Thirty days, every feature, no card. Try it on a month with a committee meeting in it.

Download MailTwin →

Other guides

Weighing it against something else? Best AI email assistant for Mac in 2026 compares six options and says who should pick each one.