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 a time-consuming business! With the Apollo AI writing assistant, 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.

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

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Write Individual Emails Using AI

To write an email to a single contact using AI:

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.

6. Apollo generates messaging for your email. Spotcheck 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.

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Rephrase Email Language

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 analyzer to rate your emails for reading time, reading level, clarity, and structure. This helps ensure that you optimize your emails for engagement and send messages that your prospects want to open and read.

To analyze emails before you send them, click Analyze. 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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Use Personalized Email Openers

Personalization is a key component of successful email messaging. When you enable AI-generated personalized openers for emails, Apollo tailors the opener of each message to the specific events or information most relevant to each contact. This helps grab their attention, build rapport, and increase the likelihood of a response while significantly reducing your research time.

Depending on the data available for a contact, there are several types of personalized openers that Apollo generates:

• Company mission: Speak to contacts on their level with openers tailored to their core company goals and values.
• Current role: Meet contacts where they are at with openers that relate to their current position within a company.
• Upcoming anniversary: Build rapport by anticipating upcoming milestones.
• Job focus: Tailor the start of your message to the specific areas that contacts care most about.
• Solution focus: Focus on resolving your recipient's pain points.
• Work history: Mention your recipient's past work experience.
• Work anniversary: Show you've done your research with timely openers that touch on a recent anniversary.

If you've set up signals, Apollo also generates signal-based openers for individual emails.

You can generate and use personalized openers for both individual emails and emails in a sequence.

• Individual Emails
• Emails in a Sequence

To add personalized openers to an individual email:

1. Launch Apollo and click People.
2. Select a contact, then click their email address.
3. Click Generate > Email opener.
4. Apollo generates several email openers. Click Copy beside the opener you want to use, then paste the text into your email.

You how have used the AI assistant to generate a personalized email opener.

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To add personalized openers to emails in your sequence:

1. Launch Apollo and click Sequences.
2. Select a sequence, then click an email step.
3. Click Insert AI variable > Personalize email with AI.
4. Toggle Use personalized openers, and Apollo automatically generates email openers based on information like work anniversaries or company mission. Click to preview an available opener.

4. When personalized openers are enabled, Apollo automatically chooses between potential openers based on the data available for each contact added to the sequence. Apollo creates tasks for you to review and approve the AI-generated email message.
5. To review potential openers, select a contact, then generate a preview. If an option is greyed out, Apollo doesn't have the necessary opener to generate that preview.
6. 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.

You have now used the AI assistant on emails in a sequence.

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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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Use AI-generated Emails in Your Sequences

It's not just in individual emails that you can use AI-generated content. Hop into Apollo sequences and start drafting emails with the helping hand of AI.

If you've never set up a sequence in Apollo, check out Sequences Overview to learn more.

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