Writing voice: make AI drafts sound like you
Set how the AI assistant writes emails and texts for your business in Settings → CRM Settings → How we write, including your name, role, sign-off, tone, example messages and emoji use, and how the tone check works.
Updated
Your writing voice is how the AI assistant sounds when it drafts emails and texts for your customers and leads. Set it once and every draft follows it: your name and sign-off, how casual or formal you are, and the way you actually talk. Writing voice settings apply to the AI features on Starter and Pro.
Where do I set my writing voice?
Go to Settings → CRM Settings and find the How we write card ("The voice the assistant uses for every email, text, reply and follow-up it drafts for your customers and leads."). Only owners and admins can change it, and it applies to your whole business.
| Setting | What it does |
|---|---|
| Signed by (first name) | The name drafts are signed with. If you leave it blank, your first name from your account is used. |
| Role (optional) | Your role, such as "owner", added to the signature. |
| Sign-off | How drafts end, such as "Thanks,". |
| Tone | A slider from Casual to Professional, in five steps. The default is casual, like a busy local owner emailing a peer. |
| How we talk (optional) | A sentence or two in your own words, for example "Short and straight. We say folks, never premium. No sales talk." |
| Emails or texts you like (optional, up to 2) | Paste an email or text you wrote that sounds like you. |
| We use emojis | Turn on if emojis fit your style; they're then used sparingly. |
The card shows a preview of your signature. Click Save, or Reset to defaults to start over.
What does the writing voice apply to?
Anything the AI drafts for your customers and leads: email campaigns and outreach, text campaigns, one-off emails and texts, replies to your business inbox, follow-up steps, the personal lines in outreach emails, and drafts from background tasks.
It doesn't change the AI text receptionist, your automations, missed-call text-back, or your notification templates, which have their own settings.
What style rules do drafts follow?
On top of your settings, every draft follows a shared style guide so it reads like a real person wrote it:
- Outreach emails are short (roughly 50 to 90 words, and follow-ups shorter), ask one clear question, and use a short subject line.
- No exclamation marks in outreach emails.
- Overused sales and filler phrases are avoided, such as "reaching out", "spotless", "free, no-obligation" and "warm regards".
What is the tone check?
Every draft gets an automatic tone check before you see it. The card shows the result: "Tone check: ✓" when it's clean, or "Tone check: N notes" when something might sound off. If a draft clearly misses the mark, the assistant rewrites it once before showing you the card.
Can I ask for a rewrite?
Yes. While the card is waiting for your OK, just say what to change: "make it shorter", "less corny", "more professional" or "sound more like me". You get new wording for the same recipients and schedule, and the old card is marked Replaced.