Email Generation

Learn how AI generates personalized emails for your leads

Email Generation

Prometheo uses AI to generate highly personalized emails for each lead. This guide explains how it works and how to optimize results.

How AI Email Generation Works

Data Sources

The AI uses multiple data sources to personalize emails:

Lead Data:

  • Company name and website
  • Industry and sector
  • Location and size
  • Contact name and role

Research Data:

  • Company description
  • Recent news and events
  • Key people and decision makers
  • Pain points identified
  • Growth opportunities

Campaign Data:

  • Your company information
  • Product/service description
  • Value proposition
  • Email templates and guidelines

Generation Process

  1. Context Assembly - AI gathers all available lead data
  2. Template Application - Your email template provides structure
  3. Personalization - AI customizes content for each lead
  4. Quality Check - Generated email is validated
  5. Ready for Review - Email saved for sending or approval

Email Templates

Template Structure

Templates guide the AI generation:

Subject: {{subject_template}}

Hi {{contact_name}},

{{opening_personalization}}

{{value_proposition}}

{{call_to_action}}

{{signature}}

Template Variables

Auto-filled Variables:

  • {{company_name}} - Lead's company
  • {{contact_name}} - Contact person
  • {{industry}} - Company's industry
  • {{city}} - Company's location
  • {{website}} - Company's website

Sender Variables:

  • {{your_name}} - Your name
  • {{your_company}} - Your company
  • {{your_title}} - Your job title
  • {{your_phone}} - Your phone number

Example Template

Subject: Quick question about {{company_name}}'s growth

Hi {{contact_name}},

I noticed {{company_name}} has been {{recent_achievement}}.

At {{your_company}}, we help {{industry}} companies like yours
{{value_proposition}}.

Would you have 15 minutes this week for a quick call?

Best,
{{your_name}}

Customizing Generation

AI Instructions

Provide instructions to guide the AI:

Tone:

  • Professional
  • Casual
  • Friendly
  • Formal

Focus Areas:

  • Specific pain points to address
  • Benefits to highlight
  • Questions to ask
  • Stories to tell

Constraints:

  • Maximum length
  • Required elements
  • Topics to avoid
  • Compliance requirements

Example Instructions

Generate a warm, professional email that:
- References their recent news if available
- Focuses on time-saving benefits
- Asks about their current process
- Keeps the email under 150 words
- Avoids salesy language

Triggering Generation

Campaign-Level Generation

Generate emails for all qualified leads:

  1. Go to your campaign
  2. Click Generate Emails
  3. Select leads to generate for (or all)
  4. Monitor progress in the jobs panel
  5. Review generated emails

Individual Regeneration

Regenerate a single email:

  1. Open the email in the emails view
  2. Click Regenerate
  3. Optionally provide additional instructions
  4. New email is generated

Bulk Regeneration

Regenerate multiple emails:

  1. Select emails to regenerate
  2. Click Regenerate Selected
  3. Provide new instructions if needed
  4. All selected emails are regenerated

Email Status

Generated emails go through these statuses:

Status Description
Generating AI is creating the email
Generated Ready for review or sending
Draft Manually edited, ready to send
Scheduled Queued for sending
Sent Successfully sent
Failed Generation or sending failed

Reviewing Generated Emails

Before Sending

Review emails before sending to:

  • Check personalization accuracy
  • Verify tone and messaging
  • Fix any errors or awkward phrasing
  • Ensure compliance with regulations

Editing Emails

Edit generated emails:

  1. Click on the email to open it
  2. Click Edit
  3. Make your changes
  4. Save the updated email

Approval Workflow

For teams, set up approval workflow:

  1. AI generates emails
  2. Team member reviews
  3. Approves or requests changes
  4. Approved emails are sent

Optimization Tips

Improve Personalization

  • Ensure lead research is complete
  • Add detailed company descriptions
  • Include recent news in research
  • Provide more context in templates

Better Open Rates

  • Test different subject lines
  • Keep subjects short (40-60 characters)
  • Use recipient's name sparingly
  • Create curiosity without being clickbaity

Better Response Rates

  • Focus on recipient's needs
  • Ask genuine questions
  • Provide clear value proposition
  • Include one clear call-to-action
  • Keep emails concise (under 200 words)

A/B Testing

Test different approaches:

  • Create multiple templates
  • Compare performance metrics
  • Iterate based on results
  • Document winning patterns

Troubleshooting

Poor Quality Emails

If generated emails aren't good:

  • Check lead research data quality
  • Provide clearer AI instructions
  • Refine your email template
  • Add more context about your offering

Generation Failures

If emails fail to generate:

  • Check API key configuration
  • Verify credit balance
  • Look for error messages
  • Contact support if persists

Missing Personalization

If emails seem generic:

  • Ensure research phase completed
  • Check that lead data is populated
  • Provide more specific templates
  • Add required personalization elements

Best Practices

Templates

  • Start with proven templates
  • Keep them flexible for AI customization
  • Include clear value propositions
  • Test and iterate regularly

Review Process

  • Review first batch manually
  • Spot-check regularly after trust is built
  • Track which edits you make frequently
  • Update templates based on patterns

Continuous Improvement

  • Monitor open and response rates
  • Analyze best-performing emails
  • Feed learnings back into templates
  • Document what works

Next Steps