How to Use AI to Write Client Emails That Sound Like You

The biggest complaint advisors have about AI-generated emails is that they sound robotic. Generic. Obviously not written by a human.

That's because most people use AI wrong. They paste in a client's question and ask for a response, with no context about who they are or how they communicate.

Here's the technique we use to get Claude to write emails that our clients can't distinguish from ones we wrote ourselves.

The Voice Training Technique

The secret is giving Claude examples of your actual writing before asking it to write anything. Here's how:

Step 1: Gather 3-5 emails you've written

Find emails you're proud of. Ones that represent your voice well. Look for:

A warm, personal check-in email
A response to a worried client
An explanation of something technical
A meeting follow-up

Step 2: Use the Voice Training Prompt

Start a new conversation with Claude and use this prompt:

I'm a financial advisor and I need help writing client emails. I want you to learn my writing style first. Here are examples of emails I've written to clients: --- EMAIL 1: [Paste your first email here] --- EMAIL 2: [Paste your second email here] --- EMAIL 3: [Paste your third email here] --- Please analyze these emails and describe my writing style. Note: - My typical greeting and sign-off - My tone (formal, casual, warm, etc.) - How I structure my emails - Any phrases or patterns I use frequently - How I handle technical explanations Once you've analyzed my style, I'll give you emails to help me write.

Step 3: Review the Analysis

Claude will give you a detailed breakdown of your writing style. Review it and correct anything that's off. This calibration step is important.

Step 4: Use It for Real Emails

Now when you need to write an email, give Claude the context and it will write in your voice:

Using my writing style, please draft a response to this email from my client: [Paste client's email] Context about this client: - They're a retired couple, both 68 - They've been clients for 5 years - They tend to worry during market volatility - They're asking about whether they should move more to cash The key points I want to make: - Acknowledge their concern - Remind them of their conservative allocation - Explain that their income isn't affected by market swings - Suggest we schedule a call to review if they'd feel better

Pro tip: Save your voice training prompt in Claude's Projects feature. That way, you don't need to re-train it every time—your writing style persists across conversations within that Project.

Common Mistakes to Avoid

Don't accept the first draft

The first response is a starting point. Tell Claude what to adjust:

"Make the opening warmer"
"That second paragraph is too long, break it up"
"Add a specific next step at the end"
"The tone is too formal for this client"

Don't skip the context

The more context you give about the client and situation, the better the output. "Worried client asking about the market" produces generic results. Adding that they're newly retired, tend to be anxious, and you've had this conversation before—that produces a much better email.

Don't forget to edit

Even great AI output needs a human pass. Add personal details Claude doesn't know ("Say hi to Sarah for me"), fix anything that doesn't sound quite right, and make sure the advice is accurate.

Sample Email Workflow

Here's our actual process for handling client emails:

Read the client's email and identify the core question/concern
Open your Claude Project with your voice training
Paste the email with context about the client and key points to address
Review the draft and ask for adjustments (usually 1-2 iterations)
Copy to your email client and do a final human review
Send

Total time: 2-3 minutes instead of 10-15. And the quality is often better because you're not rushing.

Start Today

You don't need to perfect this technique before using it. Start with the next client email you need to write. Paste in a few examples of your writing, give Claude the context, and see what happens.

The first few times might feel awkward. By the tenth email, it'll feel like a natural part of your workflow.

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