Use the Writing Assistant to Compose Emails

Overview

Emails are a powerful engagement tool. With the right messages, you can build and strengthen relationships with prospects and customers. But writing emails can be time-consuming and can tank valuable energy.

With the writing assistant powered by Apollo AI, you can create and send effective personalized messaging to prospects at scale to maximize your productivity and outreach.

Instead of overthinking every line, Apollo AI can generate subjects, email copy, and personalized openers for you. Additionally, Apollo analyzes your emails against millions of successful exchanges to provide you with the latest email best practices, actionable tips to improve your copy, and real-time scores to improve your writing.

Check out the following sections to use the writing assistant on Apollo.

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Write Emails with AI

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

• Write an email to a single prospect
• Write an email in a sequence

To write an email to a single prospect:

1. Launch Apollo and click People.
2. Use search filters or the AI assistant to find the person you want to email.
3. Select an email address, or click Send email to use the contact's primary address.

4. Click Personalization settings to adjust how Apollo AI generates the email.

5. Click the type of content you want to generate:
• AI full email: An entire email with subject line.
• Opener: A short opener for an email.
• PS line: A short closer for an email.

6. Click Context to select a specific product or service to use when generating the email.

 

Context Clues

Context is information about your company, product, or service that Apollo AI uses to personalize your messages. You can view and update this information at any time in the AI context center, where your team manages details about your products and services.

7. Next, generate AI research to personalize your message.
• Click Add new to choose from AI research templates.
• Click Add existing to choose from custom AI research you created.
• (Optional) Hover and click ✕ to remove suggested AI research.

 

Intel That Sells

Deep research powers personalization. Use AI research to make each email more relevant to your prospects. Apollo lists the credit cost per email for any AI research you choose to perform.

8. Choose a tone to determine how your messaging sounds, like direct, formal, casual, or create a custom tone.

9. (Optional) Provide any additional guidelines like specific goals, fallbacks, or words to avoid.
10. Click Submit and preview.
11. Apollo AI generates a personalized email for the prospect. Review the results, then click Insert to add the email to your draft, or click ⧉ to copy.

12. When finished, click Send Now, or click Schedule to send the email at a specific time.

You have now written an email with AI.

You can also use the writing assistant to rephrase content or to 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, then click Write with AI.

4. Select to create a full AI email, an AI snippet, or an AI subject line. Alternatively, click Existing AI variable to insert a custom field using custom AI research.

• Full AI email
• AI snippet
• AI subject line

5. Click Full AI email and Apollo AI generates an email using information you set in the AI content center.
6. Click Context to select a specific product or service to use when generating the email.

 

Context Clues

Context is information about your company, product, or service that Apollo AI uses to personalize your messages. You can view and update this information at any time in the AI context center, where your team manages details about your products and services.

7. Select an email type like outreach or follow-up.
8. Next, generate AI research to personalize your message.
• Click Add new to choose from AI research templates.
• Click Add existing to choose from custom AI research you created.
• (Optional) Hover and click ✕ to remove suggested AI research.

 

Intel That Sells

Deep research powers personalization. Use AI research to make each email more relevant to your prospects.

9. Select a tone like direct, formal, casual, or create a custom tone.
10. (Optional) Enter additional guidelines like specific goals, fallbacks, or words to avoid.
11. When finished, click Submit and preview.
12. Apollo generates a custom email for each contact in your sequence.

You have now used the AI writing assistant to generate a full email in a sequence.

You should always proofread any AI-generated content before sending it. Learn more about AI best practices on Apollo AI Overview.

5. Click AI snippet. Apollo AI generates snippets using information you set in the AI context center.
6. Click Context to select a specific product or service to use when generating the snippet.

 

Context Clues

Context is information about your company, product, or service that Apollo AI uses to personalize your messages. You can view and update this information at any time in the AI context center, where your team manages details about your products and services.

7. Select a snippet type like opener or P.S. line.
8. Next, generate AI research to personalize your message.
• Click Add new to choose from AI research templates.
• Click Add existing to choose from custom AI research you created.
• (Optional) Hover and click ✕ to remove suggested AI research.
9. Apollo uses the tone in the existing content in your email.
10. (Optional) Enter additional guidelines like specific goals, fallbacks, or words to avoid.
11. When finished, click Submit and preview.
12. Apollo generates a unique snippet for the email.

You have now generated an email snippet with AI. You should always proofread any AI-generated content before sending it. Learn more about AI best practices on Apollo AI Overview.

 

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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5. Click AI subject line and Apollo AI generates a subject line based on the email body.

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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.

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Rephrase Emails

Is your email not quite right? Let Apollo AI rewrite sections of your email based on the guidance you provide. You can automatically make text shorter, break text into bullet points, or simplify language for better understanding. You can use AI to edit emails you write or to adjust AI-generated content.

To rephrase text:

1. Highlight a few words, a sentence, or a paragraph in your email and click Rephrase.

2. Click instructions like Make it shorter or Simplify.
3. Alternatively, write your guidelines in natural language.
4. Click Rephrase text.
5. The writing assistant generates a suggested phrase. Click Insert text, or click Regenerate to try again.

You have now rephrased text with Apollo AI.

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Analyze Emails to Improve Messaging

If you're unsure whether an email is good enough to send, use Apollo AI to rate it for reading time, reading level, clarity, and structure. This helps you optimize your messaging for engagement so you only 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 an overall score along with a detected tone and custom suggestions for improvement.

You should strive for a score of 90%+ to increase your reply rate.

If email analysis marks your email as not ready to send, review each suggestion and implement the advice, then click Refresh score.

You have now used the writing assistant to analyze your email.

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Troubleshoot the Writing Assistant

If you generate email content with the writing assistant, but it only shows the variable in brackets like {{example_email}} with no generated text to review, check out the following troubleshooting steps:

AI generation is still in progress: If you're creating AI openers in a sequence, Apollo generates them asynchronously in the background. While generation is in progress, drafts and tasks may temporarily display only the AI variable like {{example_email_opener}} instead of the final text. Wait 1 to 2 minutes, then open the email directly from the sequence or associated task. Opening the email often triggers AI content to render on your browser.

Insufficient credits or AI word usage available: If your team doesn't have enough credits or AI words available when the emails are created or scheduled, the AI opener isn't generated by Apollo. To resolve this issue, add credits to your account or manage your plan to raise your monthly AI word limit. Then check whether the opener generates automatically. You can also reduce the number of contacts in the sequence to align with the credits and AI word usage currently available.

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Next Steps

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

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