Use the AI Writing Assistant in Your Emails

Overview

Emails are a powerful engagement tool. With the right messages, you can build and strengthen relationships with your customers. However, writing emails is time-consuming. With the Apollo AI writing assistant, you can create and send effective messaging to your contacts at scale to maximize your productivity and outreach.

Apollo AI generates subject lines, copy, and personalized openers for your emails. Additionally, Apollo analyzes your emails against millions of successful exchanges to provide you with the latest email best practices, actionable tips to improve your subject lines and email copy, and scores to improve your writing.

Check out the following sections to improve your emails using AI-generated content and analysis.

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Write Emails Using AI

You can use the AI writing assistant to write emails to a single contact or to write emails in a sequence:

• Write a single contact an email
• Write a sequence email

To write an email to a single contact:

1. Launch Apollo and click People.
2. Find the contact you want to email and click Email.
3. Click the email address you want to email, or click Send email to email the primary address.

4. Apollo shares personalized email suggestions, including subject lines and body text. Click to select one and add to your email.

5. Alternatively, click Generate, then select to generate an email opener or the entire email.

 

Where the Magic Happens

The AI assistant uses information you set in the content center to personalize your message. Click Personalization settings to adjust this information to match the outreach you're performing.

6. Apollo generates messaging for your email. Spot-check the email, then click Send Now to send the email immediately, or Delivery Schedule to send the email at a specific time.

You have now written an email with AI-generated content. You can also use the AI writing assistant to rephrase email content or analyze your emails to help you improve your writing.

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To write a sequence email:

1. Launch Apollo and click Sequences to select your sequence.
2. Add or edit a manual or automatic email step.
3. Click the email step, and click Write with AI.

4. You can create a full AI email, an AI snippet, or an AI subject line. Alternatively, you can insert an AI custom field from existing AI research you've created.

Full AI email	Click Full AI email and Apollo AI generates an email using information you set in the AI content center. Set an email type like outreach or follow-up. Click Add new to select signals Apollo AI should use to personalize the message. Select a tone like direct, formal, casual, or create a custom tone. (Optional) Enter additional guidelines like fallbacks or words to avoid. When finished, click Submit and preview. Apollo generates unique messaging for each contact in your sequence. You should always proofread any AI-generated content before sending it. Learn more about AI best practices on Apollo AI Overview.
AI snippet	Click AI snippet. Apollo AI generates snippets using information you set in the AI content center. Select a snippet type like opener or P.S. line. Click Add new to select signals Apollo AI should use to personalize the message. Apollo uses the tone in the existing content in your email. (Optional) Enter additional guidelines like fallbacks or words to avoid. When finished, click Submit and preview. Apollo generates a unique snippet for the email. You should always proofread any AI-generated content before sending it. Learn more about AI best practices on Apollo AI Overview.
AI subject line	Click AI subject line and Apollo AI generates a subject line based on the email body.

You have now used the AI writing assistant to generate a sequence email. You can also use the AI writing assistant to rephrase email content.

 

Snippets

When personalized openers are enabled, Apollo automatically chooses between potential openers based on the data available for each contact in the sequence. If Apollo doesn't have enough data to generate a personalized opener for a contact, or if your company reaches its AI word limit, you can choose to send the email with a generic opener or pause the sequence instead. However, you should avoid sending too many generic emails if you want to avoid spam filters.

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Rephrase Emails

With the rephrase option, Apollo's AI rewrites sections of your email based on the guidance you provide, such as making text shorter, breaking text into bullet points, or simplifying the language used. You can use AI to edit the emails you write yourself or to adjust AI-generated content.

To use the rephrase option when you write an email:

1. Highlight a phrase, sentence, or paragraph in your email and click Rephrase.
2. Click the AI instructions you want to use, like Simplify or Make shorter. To compare results, click multiple AI instructions.

3. (Optional) To provide Apollo AI with more specific editing instructions, enter your request, then click Rephrase text.

4. Review the generated messaging. If you like the changes, click Insert text to replace the selected text directly in the email draft. You can also regenerate the text if you want to consider a different option.

You have now rephrased an email with Apollo AI.

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Analyze Emails to Improve Messaging

If you're not sure whether an email is good enough to send, use Apollo's AI email analysis to rate it for reading time, reading level, clarity, and structure. This helps ensure that you optimize your messaging for engagement and send messages that your prospects want to open and read.

To analyze emails before you send them:

1. Click Analyze after writing your email to an individual contact.
2. Apollo analyzes your email and returns a percentage.

You should strive for a score of 90%+ to increase your reply rate. If Apollo's email analyzer marks an email as not ready to send, review each suggestion and implement the advice, then click Refresh score.

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Track Your AI Word Usage

To track the number of AI words you and your team use:

1. Launch Apollo and click Settings > Billing and credits > Credits & AI usage > AI Word Usage.
2. Apollo shares how many AI words your team has generated within the current billing cycle, as well as the date when the word count will reset.

3. The AI word usage history section also shows the number of AI words generated per user in your team and the date they were generated. Use the filters to review AI use by specific date ranges and users.

Apollo has a daily rate limit of 50 email generations per user per 24 hours. If you reach the daily limit, you can resume sending the following day.

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Next Steps

Ready to level up your AI-powered outreach? Check out these resources.

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