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
Open any Claap recording where you want to generate a follow-up email
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:
Click on "Add Template" when viewing template options
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
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
Select the template that best matches your meeting type
Wait while the AI generates your email (you'll see a "Generating email" message)
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:
Recipients: Add or modify email addresses in the To, CC, and BCC fields
Subject: Edit the auto-generated subject line
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
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:
Click "Edit in Email app"
The system will open your default email client
All fields (recipients, subject, body) will be automatically filled in
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.