SalesSheet.ai's AI assistant transforms email writing from a time-consuming chore into a quick conversation. Simply tell the AI who you want to email and what you want to say, and it drafts a personalized message based on all the context it has about that contact - previous conversations, deal status, company information, and more.
This guide covers how to request email drafts, review and edit them inline, and send perfectly personalized messages in seconds.
Before you begin
- The contact you want to email must exist in your CRM
- Connect your email account in Settings > Integrations
- Ensure you have a valid email signature configured (optional but recommended)
Request an Email Draft
Open the AI chat and describe who you want to email and the purpose. The AI understands natural language, so you can phrase it however feels comfortable:
Example requests:
- "Draft an email to Jennifer Davis following up on our pricing discussion"
- "Write to the team at Acme Corp thanking them for the meeting yesterday"
- "Send a proposal summary to Michael at StartupCo"
- "Email Sarah Johnson asking when she's available for a demo next week"
The more context you provide, the better the email will be. Mention specific topics, previous meetings, or any details you want included.
Review the AI-Generated Draft
The AI will generate a draft email and display it inline in the chat interface. The draft includes:
- Subject Line: Contextually relevant and attention-grabbing
- Personalized Greeting: Uses the contact's preferred name
- Body Content: Tailored to the contact's role, company, and your history
- Call-to-Action: Clear next steps appropriate to the context
- Professional Signature: Your configured email signature
The AI automatically pulls in relevant context: if you recently met with this contact, it might reference that meeting. If there's an open deal, it might mention the deal stage. If the contact works at a company in a specific industry, the language will reflect appropriate industry knowledge.
Review the draft carefully. The AI is very good but not perfect, and you should ensure the tone and content match your intention.
Edit and Refine the Draft
If you want to make changes, simply tell the AI what to adjust. You don't need to rewrite the email yourself - the AI will make the edits for you:
Example edit requests:
- "Make it more casual"
- "Add a paragraph about our new pricing tier"
- "Change the subject line to something catchier"
- "Remove the second paragraph"
- "Make it shorter and more direct"
- "Use a friendlier tone"
The AI will update the draft and show you the revised version. You can continue refining until it's exactly right.
You can also click into the draft to manually edit text if you prefer direct control over specific phrases or sentences.
Send the Email
Once you're satisfied with the draft, send it with a simple command:
- "Send it"
- "Looks good, send"
- "Go ahead and send that"
The AI will send the email from your connected email account. You'll receive a confirmation message showing:
- Who the email was sent to
- The subject line
- A timestamp of when it was sent
The sent email is automatically logged in the contact's activity timeline, so you have a complete record of all communications.
If you want to send the same email to multiple contacts, you can specify: "Send this to all VP-level contacts at Acme Corp" or "Send to Jennifer, Michael, and Sarah."
Schedule for Later (Optional)
Instead of sending immediately, you can schedule the email for a specific time:
- "Send this tomorrow at 9am"
- "Schedule this for Monday morning"
- "Send this in 2 hours"
The AI will schedule the email and remind you before it sends, giving you a chance to cancel or edit if needed. Scheduled emails appear in your Tasks list with a reminder.
Pro Tip
The AI's email personalization improves when you keep contact records updated. Add notes about conversations, preferences, and deal context. The AI uses all of this to craft more relevant, personalized emails that feel like you wrote them yourself. For recurring email types (follow-ups, intros, proposals), you can create templates by saying "Save this as a template for customer introductions."
What to Expect
When using AI for emails, you'll find:
- Email drafts generate in 2-4 seconds
- The AI matches your writing style after analyzing a few of your past emails
- Personalization includes company details, recent interactions, and deal context
- Subject lines are optimized for open rates based on best practices
- The AI avoids overly salesy language unless you request it
- Grammar and spelling are always correct
- Tone adjusts based on the recipient's seniority and your relationship
Troubleshooting
Tell the AI how to adjust: "Make this sound more like me" or "Use a more professional tone." After a few corrections, the AI learns your preferences. You can also set a default tone in Settings > AI Preferences (options include: professional, casual, friendly, direct).
This usually happens when contact data is outdated. Update the contact record with correct information, then ask the AI to regenerate the draft. The AI pulls from your CRM data, so keeping records current ensures accuracy. You can also explicitly correct the AI: "Actually, their title is VP of Engineering, not Director."
Check your email provider's Sent folder. The email is sent from your connected account, so it should appear there. If it's not showing up, verify your email integration is still connected in Settings > Integrations. Sometimes email providers require periodic re-authentication for security.