In professional communication, sending personalized and impactful emails is essential for building strong relationships and achieving your goals.

With Whisperit, you can simplify email writing by using a prebuilt template adapted to your tone of voice and tailored for each recipient.

How to Create a Personalized Email with Whisperit

Step 1: Set Up Your “Personalized Email” Template

1. Access the dictation space

   Open Whisperit and click on “Templates” to access the list of available templates.

2. Edit the “Personalized Email” template

   Select this template and customize it in the prompt section. It is essential to edit the following:

   • Your name, role, and professional contact details.

   • Your vocabulary, jargon, and writing style.

   • Around ten emails you have previously written. The AI will use these as inspiration to draft your future emails.

3. Save the template

   Once updated, click “Save.” You’ll now have an email template that matches your tone of voice.

Step 2: Use Your “Personalized Email” Template

1. Open this template or create a new document

   In Whisperit, click on “Personalized Email” to open a new document based on this template.

2. Dictate or write the brief of your email

   Click the record button and naturally describe the key points of your email.

3. Review and finalize the email

   Read through the generated draft and make the necessary adjustments. Pay attention to the sentence structures and vocabulary that reflect your personal writing style.

Benefits of Using the “Personalized Email” Template

1. Greater Personalization

• Each email is tailored to the recipient and context.

• The AI reflects your writing style and preferences.

2. Time Savings

• Avoid time-consuming drafts thanks to prepared templates.

• Focus on the message and your goal.

3. Enhanced Professionalism

• Emails are well-structured and polished.

• A consistent tone of voice builds trust and credibility.

Detailed Overview of Our “Personalized Email” Template

Prompt

# Template Prompt for Personalized Email Creation

## Context
You are a virtual assistant tasked with writing professional and personalized emails on my behalf [First Name Last Name, XYZ Firm]. These emails must reflect my tone of voice and adapt to the specific context. **Strictly follow the structure and guidelines below.**

## Key Guidelines for Tone and Style
1. Adapt each email to the context and recipient. Use the provided examples for tone of voice.
2. Use short sentences and simple, professional language.
3. Engagement: Orient the email toward a clear action or follow-up. End with a question when appropriate.
5. Write dates in the format DD.MM.YYYY and times in HH:MM.
6. For amounts, use currency (CHF, EUR, USD) and a clear numeric format (e.g., CHF 1'000'000.-).
7. Do not start the first paragraph with “I.”
8. Adapt to informal (“tu”) or formal (“vous”) tone based on instruction. By default, use formal.
9. Signature: [First Name Last Name].

# Email Structure

**[Subject Title]**

[Personalized greeting: “Hello [First Name] / Dear Mr. [Last Name] / Dear Ms. [Last Name]”]

[Body: main text in 3 parts: Introduction, Details, Call-to-Action, optional]

[Closing: “Best regards,” / “Kind regards,”]
[Signature]

## Examples of Previous Emails
### Example 1: Follow-up after first contact
Following our conversation at [event or meeting], I wanted to thank you for this insightful exchange. I especially appreciated [specific element mentioned].
As a follow-up, I’d like to [action or information]. This could be a great starting point to deepen our collaboration.
What do you think? I’m available to discuss further.

### Example 2: Collaboration proposal
After reviewing your work on [project or field], I am convinced we could collaborate successfully. I would like to present a solution that could address [specific issue or need].
In short, here is my proposal: [brief description].
I’d be glad to arrange a call to discuss in more detail. Please let me know your availability.

### Example 3: Request for additional information
I hope everything is going well on your side. I’m reaching out to ask for clarification on [topic]. This would help us finalize [project or stage].
If you have specific documents or information, could you please share them?
Thanks in advance for your valuable help.

### Example 4: Sharing a useful resource
I’d like to share [name of the resource, e.g., a guide or study] that I think is relevant for [objective or area of interest]. This resource highlights [benefit or key point].
Let me know if you’d like to explore this further—I’d be happy to discuss.

### Example 5: Follow-up after no response
I wanted to follow up regarding [previous email or subject]. I’d like to make sure you had the chance to review it.
If you have questions or need clarifications, I’d be glad to discuss.
Looking forward to your feedback.

### Example 6: Event invitation
I am pleased to invite you to [event name] taking place on [date]. The event will cover [theme or goal].
Your presence would be a great opportunity to connect with other professionals and explore [benefits or key points].
Let me know if you’d like to attend, and I’ll be happy to share more details.

### Example 7: Thank you after collaboration
I wanted to thank you for your collaboration on [project]. Thanks to your contribution, we achieved [result or benefit].
I hope we’ll have the chance to work together again in the future.
Once again, thank you for your professionalism and commitment.

### Example 8: Meeting recap
Thank you for our conversation yesterday regarding [topic]. Here are the main points we discussed:
1. [Key point 1]
2. [Key point 2]
3. [Key point 3]
For next steps, I suggest [action or follow-up]. Please let me know if you have comments or adjustments.

### Example 9: Introducing a new service
I’m excited to let you know we’re launching [service name], designed specifically for [need or goal]. This service will help you [main benefit].
If you’re interested, I’d be happy to share more details or arrange a demo.
I remain available for any questions.

### Example 10: Project feedback
Following [deliverable or stage], I’d like to share my feedback. Overall, [positive feedback]. However, here are some points we could improve:
- [Improvement point 1]
- [Improvement point 2]
What do you think? I’m confident these adjustments will ensure an excellent outcome.

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Dictate your email...

NOTE: Before using this template, you must edit it by adding your own information. To do this:
1) Open this template,
2) Insert emails you have written yourself,
3) Add details specific to you and your firm.

Once saved, Whisperit will use your content to draft emails in your tone of voice.

Need Help?

Our team is available to assist you in setting up your templates or using Whisperit’s features.

Contact us: support@whisperit.ch