How to Write Email Prompts That Sound Like You

Why AI-Generated Emails Sound Generic

AI models are trained on billions of text samples, including countless emails. When you ask for an email without specific guidance, the AI defaults to the most common patterns it has seen—which tend to be formal, somewhat stiff business communication. The result sounds professional but impersonal, like it could have been written by anyone.

The problem isn't a limitation of AI capabilities. Rather, it's that the AI doesn't know how you personally communicate. Do you use exclamation points frequently or sparingly? Do you keep emails brief or provide context? Do you prefer "Hi" or "Hello"? Are you casual with colleagues or maintain formality? Without this information, the AI makes conservative choices that result in generic-sounding emails.

Defining Your Email Voice

Before you can teach AI to write like you, you need to understand your own communication patterns. Take a few minutes to review recent emails you've sent and ask yourself these questions:

Tone and Formality

• Do you tend toward formal or casual language?
• How does your tone change based on the recipient?
• Do you use humor or keep things strictly professional?
• Are you direct or diplomatic in your phrasing?

Structure and Length

• Do you write short, punchy emails or longer, detailed ones?
• Do you use bullet points frequently or prefer paragraphs?
• How do you typically structure information—most important first or build up to it?

Language Quirks

• What phrases do you use often? ("Just wanted to touch base," "Quick question," "Thanks so much")
• Do you use contractions (I'm, you're) or full forms (I am, you are)?
• How do you sign off? (Best, Cheers, Thanks, Regards)
• Do you use emojis or emoticons in professional emails?

Essential Elements of Email Prompts

Context and Purpose

Always start by explaining who you're emailing and why. The AI needs to understand the relationship and objective to strike the appropriate tone.

Tone and Style Instructions

Be explicit about how the email should sound. Don't assume the AI will figure it out from context alone.

Length Constraints

Specify roughly how long the email should be. This prevents rambling or overly brief messages that don't match your style.

Key Information to Include

List the specific facts, dates, or details that must be in the email. This ensures nothing important gets left out.

Opening and Closing Preferences

Tell the AI exactly how you want to start and end the email. These bookends significantly impact how personal the message feels.

Techniques for Voice Customization

Provide Example Emails

The most effective way to teach AI your voice is showing actual examples of your emails. Include 2-3 emails you've written recently and ask the AI to match that style.

Specify What to Avoid

Sometimes it's easier to say what you don't want. Negative examples help the AI understand boundaries.

Define Your Signature Phrases

Most people have go-to phrases they use regularly. Including these makes AI-generated emails sound more authentically yours.

Adjust Formality by Recipient

Create different voice profiles for different types of recipients: executives, peers, direct reports, external partners, vendors. Specify which profile to use in each prompt.

Iterate with Feedback

If the first draft isn't quite right, give specific feedback: "Make it less formal," "Add more warmth," "Be more direct," "Sound more confident." The AI adapts well to these refinement requests.

Practical Examples by Email Type

Request for Information

Weak prompt: "Write an email asking about project status"

Strong prompt: "Write a brief email (75 words max) to my colleague Sarah asking for a status update on the website redesign project. We work closely together, so keep it casual and friendly. I typically start with 'Hey Sarah,' and might say something like 'Just wanted to check in on...' Use a warm tone and sign off with 'Thanks!' Don't be overly formal."

Declining a Request

Weak prompt: "Decline this meeting invitation"

Strong prompt: "Write an email politely declining a meeting request from my manager about a new initiative. I'm overloaded with current projects. Keep it professional and appreciative of being considered, but be clear and direct about my capacity. Around 100 words. I usually start with 'Hi [Name],' express appreciation first, then explain the situation honestly, and offer an alternative like revisiting in a few weeks. Sign off with 'Best regards.'"

Following Up

Weak prompt: "Send a follow-up email"

Strong prompt: "Write a friendly follow-up email to a client I contacted last week about renewing their contract. We have a good relationship. Keep it short (50-75 words), warm but not pushy. I typically say something like 'Wanted to circle back on...' and always offer to answer questions or hop on a quick call. Avoid sounding desperate or annoyed. Sign off with 'Cheers.'"

Sharing News or Updates

Weak prompt: "Announce the new policy"

Strong prompt: "Write an email to my team announcing a new remote work policy. Use an upbeat, positive tone since this is good news. Start with something engaging like 'I'm excited to share...' Keep it conversational like I'm talking to them in person. Include: policy takes effect March 1, allows 2 days/week remote, need manager approval for scheduling. Encourage questions. Around 150 words. I typically end team emails with 'Let me know your thoughts!' and sign 'Thanks, [name].'"

Thank You Email

Weak prompt: "Thank them for the meeting"

Strong prompt: "Write a warm thank-you email to a prospective client after a great discovery call. Keep it brief (under 100 words) and genuine—avoid generic corporate speak. Reference that we discussed their expansion plans and how our solution could help. I typically say things like 'Really enjoyed our conversation' and 'Excited about the possibility of working together.' End with a clear next step (sending proposal by Friday). Sign off with 'Best.'"

Creating Your Personal Email Style Guide

For consistent results, create a personal email style guide you can reference when prompting AI. This saves time and ensures your AI-generated emails always sound like you.

Your Style Guide Template

General Tone: [Describe your overall email personality]
Example: "Friendly and approachable but professional. Direct without being blunt. Positive and solution-oriented."

Typical Length: [Your preferred email length range]
Example: "Usually 75-150 words. Rarely go over 200 words except for complex topics."

Opening Phrases: [How you typically start emails]
Example: "Hi [Name]," for most people, "Hey [Name]," for close colleagues, "Hello [Name]," for formal contacts"

Common Phrases: [Your go-to expressions]
Example: "Just wanted to follow up," "Quick question," "Thanks so much," "Happy to help," "Let me know if you need anything else"

What to Avoid: [Phrases or styles you dislike]
Example: "No corporate jargon, no 'per my last email,' avoid being overly apologetic, skip long preambles"

Sign-Offs: [How you close emails by context]
Example: "Best" for most professional emails, "Thanks" when someone helped me, "Cheers" for friendly contacts, "Best regards" for formal situations"

Formatting Preferences: [How you structure information]
Example: "Use bullet points for 3+ items, keep paragraphs short (3-4 lines max), bold important dates or action items"

Style Guide Variations

Consider creating different style profiles for different contexts:

• Executive Communication: More formal, concise, strategic
• Peer Communication: Casual, collaborative, detailed
• External Communication: Professional, clear, brand-conscious
• Team Updates: Encouraging, transparent, action-oriented

Common Pitfalls and How to Avoid Them

Over-Polishing

AI sometimes makes emails too perfect, removing the small imperfections that make them feel human. If an email sounds too polished, ask the AI to "make it slightly more casual" or "add a more conversational feel."

Generic Greetings and Closings

Default AI greetings like "I hope this email finds you well" scream "robot wrote this." Always specify your actual greeting and closing preferences in your prompt.

Missing Personal Touch

AI doesn't know personal details about your relationship with the recipient. Add these yourself or include them in the prompt: "We worked together on the Johnson project last year" or "She recently had a baby."

Wrong Level of Formality

The AI might be too formal or too casual for the context. Be explicit: "professional but warm," "casual like we're friends," "formal but not stuffy."

Verbose Explanations

AI tends toward over-explanation. If you prefer brevity, specify: "Keep it under 100 words," "Be concise and direct," or "Get straight to the point."

Building Your Prompting Muscle

Like any skill, writing effective email prompts improves with practice. Start by using AI for routine emails where the stakes are lower. Pay attention to what instructions produce the most authentic-sounding results. Refine your style guide based on what works. Over time, you'll develop intuition for exactly what information the AI needs to capture your voice perfectly.

Remember, the goal isn't to let AI write all your emails—it's to use AI as a time-saving tool for routine correspondence while maintaining your authentic voice. For important or sensitive emails, you might use AI for a first draft and then personalize it significantly. For quick updates or standard responses, well-prompted AI can handle most of the work. Find the balance that works for your workflow and communication style.