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Using AI Follow-up Emails

Generate Personalized Follow-up Emails in Minutes

Marta Connor avatar
Written by Marta Connor
Updated over a week ago

Overview

Claap's AI Follow-up Email feature helps you create personalized emails to follow up after your meetings in just minutes, not hours. This tool uses AI to learn your writing style and craft perfectly formatted emails based on your recorded meetings, ensuring timely follow-ups even when you have back-to-back meetings.

Getting Started

Accessing AI Email

  1. Open any Claap recording where you want to generate a follow-up email

  2. Click on the "Generate email follow up" button in the Overview tab:

Email Templates

When you first generate a follow up email for a recording, you'll see template options to choose from. Templates include Claap default templates and your own Custom templates:

Using Claap Default Templates

Claap offers several pre-made templates for different meeting types, including:

  • Demo meeting

  • Discovery meeting

  • Onboarding meeting

  • Proposal meeting

  • Partnership meeting

  • Interview follow up

  • Internal project review

Each template is designed to match the purpose and tone appropriate for that meeting type.

Creating Custom Templates

You can create your own email templates to better match your personal or team style:

  1. Click on "Add Template" when viewing template options

  2. Configure your template with these options:

    • Context: Provide information about the email's objective

    • Formatting Options:

      • Tone: Choose between Informal or Formal

      • Length: Select Short, Medium, or Long

      • Format: Text or Rich text

      • Language: Language of the email

    • Meeting Link: Toggle to include or exclude the recording link in Claap and the recording Overview

  3. Personalise your email with these options:

    • Subject personalization: Customize your subject line using or let AI generate one

    • Tone of Voice personalization: Optionally paste examples of up to 3 of your own emails to help the AI match your writing style

Generating and Customizing Emails

Generating an Email

  1. Select the template that best matches your meeting type

  2. Wait while the AI generates your email (you'll see a "Generating email" message)

  3. Once generated, you'll see a draft with the email content based on your meeting

Customizing Your Email

After generation, you can make various adjustments:

  1. Recipients: Add or modify email addresses in the To, CC, and BCC fields

  2. Subject: Edit the auto-generated subject line

  3. Content: Modify the email body with these options:

    • Use formatting tools (bold, italics, bullet points) by selecting text

    • Change tone, length, format, or language using the sidebar options

    • Add or edit specific content

  4. Regenerate: Click "Regenerate" to generate a new version of the email draft with the new settings

Opening in Your Email Client

When you're happy with your email:

  1. Click "Edit in Email app"

  2. The system will open your default email client

  3. All fields (recipients, subject, body) will be automatically filled in

  4. Make any final adjustments in your email client and send

Tips for Better Emails

  • Choose the right template for your meeting type to ensure appropriate content and tone

  • Adjust length based on your recipient's preferences (Short for busy executives, Medium for standard follow-ups, Long for detailed recaps)

  • Use rich text formatting to make emails more scannable with bullet points and bold text for key points

  • Customize tone to match your relationship with the recipient (Informal for established relationships, Formal for new or more professional contexts)

  • Review before sending to ensure all details are accurate, especially dates and next steps

Troubleshooting

Common Issues

  • Wrong meeting date reference: If the email incorrectly references when the meeting occurred, you can edit this directly or regenerate with the sidebar options

  • Missing next steps: If important action items are missing, you can add them manually to the email body

  • Tone doesn't match: Try using the "Personalize tone of voice" feature by providing examples of your own emails

Need More Help?

Contact our support team at support@claap.io for assistance with the AI Email feature.

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