AI-Powered Client Email Templates That Still Feel Human

(Part 2 of “The Secret to Writing Better Client Emails with AI”)

In the first part, we talked about why AI can save you hours on client emails and how to make it sound like you.
Now, let’s get a bit more practical—I’m talking ready-to-use AI prompts you can plug in today and personalization hacks that keep your emails from feeling like cold, copy-pasted robots wrote them.

5 Ready-to-Use AI Email Templates

You can paste these into ChatGPT, Notion AI, or GrammarlyGO and get a polished first draft in seconds.
Just replace the parts in brackets with your own details.

1. Warm Follow-Up Email

"Write a short, friendly follow-up email to [client name] about [project/topic]. Mention that I hope they’ve been well, reference our last conversation on [date/topic], and ask if they had a chance to review my previous email. Keep it under 120 words."

2. Quick Progress Update

"Write a concise, upbeat progress update email to [client name] summarizing what’s completed for [project], what’s currently in progress, and what’s next. Keep sentences short, avoid corporate jargon, and use a friendly sign-off."

3. Pitch for Additional Work

"Write a professional but conversational email to [client name] suggesting a new service or project based on [reason/insight]. Include one relevant benefit for them, suggest a quick chat, and keep it under 100 words."

4. Deadline Adjustment

"Write a polite, transparent email to [client name] requesting a small deadline adjustment for [project] due to [reason]. Suggest a specific new date, emphasize quality, and keep the tone reassuring."

5. Post-Project Thank You

"Write a warm thank-you email to [client name] after completing [project]. Mention one specific highlight from the collaboration, express appreciation, and suggest staying in touch for future work."

Personalization Hacks to Make Emails Feel Genuine

AI can handle structure—but you have to handle connection.
Here are simple tweaks that make even AI-generated emails feel 100% yours.

1. Add a Micro-Detail

One small, personal reference changes the whole vibe:

• “Hope your dog enjoyed the new park you mentioned.”
• “How’s that espresso machine working out?”

2. Match Their Style

If your client writes:

• Short + casual? Keep it snappy.
• Formal + polished? Mirror that tone.

3. Sprinkle in Light Humor (When Appropriate)

It doesn’t have to be stand-up comedy. A single playful line can make you memorable:

“Don’t worry, I promise this update is shorter than the last one.”

4. Re-Read for “Template Vibes”

If it sounds like a mass email, tweak 2-3 sentences until it doesn’t. Replace generic openers like:

• “I hope this email finds you well” → “Hope your Monday’s treating you kindly.”

5. Keep the AI Invisible

Never copy AI text blindly. Add a typo you fix, restructure one sentence, or rewrite the greeting. The magic is when they can’t tell.

Final Thought: AI Gives You Speed, You Give It Soul

The fastest way to kill client trust is to sound like you’re not really talking to them.
AI can help you write five times faster, but only you can add the tone, warmth, and quirks that make it feel personal.

So, think of AI as your email prep chef—it chops and organizes everything, but you’re still the one seasoning the dish before it leaves the kitchen.

Next Step: Pick one template from above, use it on your next client email, and watch how much lighter your workload feels.

Curious? Let’s chat and make it happen.