Once your Voice DNA profile is built, every AI-drafted email and message automatically matches your writing style. You don't need to toggle anything on or remember special commands - the AI uses your style profile whenever it composes content for you.
This guide covers the complete workflow for generating Voice DNA-powered drafts, editing them to perfection, adjusting tone for different situations, knowing when to regenerate, and getting the best results from your AI assistant.
Ask the AI to Draft a Message
Open the AI chat from anywhere in SalesSheet and type a request like "Draft a follow-up email to Sarah about the Q2 proposal" or "Write a quick check-in message for James." The AI automatically pulls your Voice DNA profile and crafts the message in your style.
You can be as brief or as detailed as you like in your prompt. A short instruction like "Email Sarah about the meeting" will produce a general message in your voice, while a more specific prompt like "Draft a professional follow-up to Sarah thanking her for the demo and suggesting we schedule a pricing call next Tuesday" gives the AI more context to work with and generally produces a more useful first draft.
Look for the Voice DNA Badge
When Voice DNA is active, you'll see a teal badge labeled "Voice DNA Active" with a small pulsing green dot in the AI response. This confirms the draft is using your personal style profile rather than generic AI tone. If you do not see this badge, your Voice DNA profile may not be set up yet - visit the Voice DNA page to check your status.
Review and Edit the Draft
The AI-drafted message will use your typical greeting style, vocabulary preferences, formality level, and even your signature phrases. Review the draft carefully before sending. While Voice DNA produces remarkably accurate approximations of your voice, you should always check for:
- Factual accuracy: Verify that names, dates, numbers, and specific details are correct. The AI draws from the context you provide in your prompt and the contact record, but may occasionally get a detail wrong.
- Tone appropriateness: Consider whether the tone matches the specific situation. A draft for a sensitive negotiation may need a slightly different approach than what your general profile produces.
- Length and detail level: The AI may produce a longer or shorter message than you need. Feel free to trim or expand sections as appropriate.
You can edit the draft directly in the AI chat response area, or copy it into the email composer for further refinement before sending.
Adjust Tone for Specific Situations
Your Voice DNA profile captures your general communication style, but sometimes you need to shift tone for a particular message. You can instruct the AI to adjust by adding modifiers to your prompt:
- "Draft a formal proposal email..." - pushes the tone toward the formal end of your range, even if your natural style is more casual.
- "Write a friendly, casual check-in..." - produces a lighter, more conversational draft while still sounding like you.
- "Compose a firm but polite follow-up about the overdue invoice..." - balances assertiveness with your natural warmth traits.
- "Write a brief, direct message asking for a status update..." - keeps the message concise and to the point.
The AI applies these tone adjustments as modifications on top of your Voice DNA profile, so the result still sounds like you - just calibrated for the specific context. Think of it as the difference between your tone in a casual Slack message versus a board meeting email. Both are authentically you, just tuned differently.
Common Use Cases
Voice DNA drafts are useful across a wide range of sales and business communication scenarios. Here are the most common ways SalesSheet users put them to work:
- Cold outreach: Ask the AI to draft an introductory email to a new prospect. Voice DNA ensures the message sounds personal rather than templated, which improves response rates.
- Follow-up sequences: After a call or meeting, quickly generate a follow-up that references key discussion points. The AI uses your natural language so the recipient feels like you personally wrote the message.
- Proposal cover emails: When sending proposals or contracts, draft a professional cover email that matches your established tone with the contact.
- Re-engagement: Reach out to cold leads with a message that feels warm and genuine rather than like a mass marketing template.
- Internal updates: Draft status updates or team communications that match your conversational style, especially useful if you connected Slack as a Voice DNA source.
- Meeting scheduling: Quickly compose meeting requests that match your typical brevity and politeness level.
When to Regenerate a Draft
Sometimes the first draft is not quite right. Rather than extensively editing the AI's output, it can be faster to regenerate with a more specific prompt. Consider regenerating when:
- The draft missed the main point of your message - refine your prompt with clearer instructions about what to emphasize.
- The tone is off for this specific context - add a tone modifier like "more formal" or "keep it casual" to your prompt.
- The draft is too long or too short - specify the desired length, e.g., "Keep it to 3–4 sentences" or "Write a detailed email with bullet points."
- You want a completely different approach - describe the angle you want, such as "Focus on the cost savings rather than the features."
Each regeneration uses your Voice DNA profile, so the style will remain consistent even as you iterate on the content and framing.
What to Expect
- Natural tone: Drafts match your formality level - casual writers get casual drafts, formal writers get polished prose.
- Your vocabulary: The AI uses words and phrases it learned from your writing samples.
- Consistent style: Whether you're drafting a quick check-in or a detailed proposal, the AI maintains your voice throughout.
- Immediate effect: Once your Voice DNA profile is active, all AI drafts use it automatically - no extra steps needed.
- Context awareness: The AI references the contact's record, deal information, and recent activity when drafting, combining your style with relevant business context.
Tips for Better Drafts
The quality of your AI drafts depends on both your Voice DNA profile and the prompts you provide. Here are practical tips for getting the best results:
- Be specific in your prompts: Instead of "Write an email to John," try "Write a follow-up email to John referencing our call about the enterprise license and suggest a next step." More context produces more useful drafts.
- Mention the contact by name: When you reference a contact name, the AI pulls in their record details (company, recent activity, deal stage) to personalize the message.
- Keep your Voice DNA profile fresh: Re-run the analysis every 2–3 months to capture any evolution in your writing style.
- Use both sources on Ultra: Connecting both Gmail and Slack gives the AI a richer understanding of how you communicate in different contexts, producing more versatile drafts.
Troubleshooting
The AI draft doesn't seem to match my style.
This can happen if your Voice DNA profile was built from too few samples. Navigate to the Voice DNA page and check your completeness percentage. If it's below 50%, try re-analyzing with more Gmail threads or adding Slack as a second source (Ultra plan). A richer set of samples produces a more accurate style profile. Also ensure the Gmail account you connected is the one you use for professional communication.
I don't see the Voice DNA badge on AI responses.
The badge only appears when your Voice DNA profile status is "Active" (green). If your status shows "Setup Required" or "Error," navigate to the Voice DNA page and complete the setup first. The badge appears automatically once your profile is ready.
The draft is good but uses phrases I don't typically use.
This occasionally happens when the AI fills in gaps where your profile data is sparse. The best fix is to re-run your Voice DNA analysis with a broader set of writing samples. On Ultra, adding Slack messages alongside Gmail gives the AI a more complete picture of your vocabulary. You can also simply edit out any phrases that feel unnatural before sending.
The AI keeps drafting messages that are too formal (or too casual).
Your Voice DNA profile reflects the overall average of your writing samples. If most of your analyzed emails are formal proposals, the AI will default to a formal tone. You can override this per-draft by adding tone modifiers to your prompt (e.g., "keep it casual"). For a permanent fix, re-run the analysis after sending more emails in the tone you prefer, or connect Slack to balance out the formality with more conversational samples.