5 Tips for Getting Better Results from AI Email Generation

Maximize Your AI Email Assistant

AI email generation is powerful, but like any tool, the output quality depends on how you use it. Here are five proven tips to get consistently better results.

1. Be Specific About Context

Instead of: "Write an email to Bob about the project"

Try: "Write an email to Bob (my direct report) about the Q4 marketing project. We need to reschedule next week's review meeting from Tuesday to Thursday due to a client conflict."

The more context you provide, the more relevant and accurate the generated email will be.

Key Context to Include:

Relationship to the recipient
Background on the topic
Specific action items or requests
Relevant dates or deadlines

2. Use Profiles Strategically

Don't rely on a single profile for everything. Create dedicated profiles for:

Client communications - Formal tone, company branding
Team updates - Professional but friendly
Cold outreach - Engaging, concise
Personal emails - Casual, conversational

Each profile can have its own custom instructions that shape every email you generate.

3. Master Custom Instructions

Your profile's custom instructions act as persistent guidance for the AI. Use them for:

Style Preferences

Always use bullet points for action items
Keep paragraphs to 2-3 sentences max
End with a clear call-to-action

Branding Requirements

Include our tagline "Innovation for Tomorrow" when appropriate
Reference our company values: integrity, excellence, collaboration
Use "Best regards" instead of "Sincerely"

Personal Touches

Mention that I'm available for a quick call if they prefer
Add a brief personal note when appropriate
Sign off with just my first name for internal emails

4. Leverage Grounding Tools

Grounding tools connect the AI to real-world information:

Context URLs (Pro plan)

Add URLs to your profile that the AI can reference:

Company website and product pages
Internal documentation
Client websites

Google Search (Pro plan)

Enable this for emails that need current information:

Industry news references
Recent company announcements
Current pricing or availability

Knowledge (Business plan)

Upload documents the AI can search through:

Product specifications
Pricing sheets
Company policies
FAQs and documentation

5. Iterate and Refine

Your first generation doesn't have to be your last:

Generate the initial draft
Review for accuracy and tone
Regenerate with adjusted instructions if needed
Edit the final output manually

Don't be afraid to regenerate with more specific instructions:

"That's good, but make it 30% shorter and add a bullet list summarizing the three main deliverables."

Bonus: Build a Prompt Library

Keep a document with your most effective prompt templates:

Meeting Request Template:
"Write an email to [recipient] requesting a [duration] meeting
to discuss [topic]. Suggest [timeframe] and mention I'm flexible
on timing. Keep it brief and professional."

Conclusion

AI email generation works best when you think of it as a collaboration between you and the AI. Provide clear context, use profiles strategically, and don't hesitate to iterate. With practice, you'll develop a workflow that saves hours every week.

What tips have worked best for you? Let us know!