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Use AI to get a marketing email draft started, not to decide what your brand sounds like or what your business can claim. Give it a short voice guide, approved examples, a precise campaign brief and verified offer details. Then check the entire email—subject line through footer—for accuracy, tone and compliance before sending.
What to give AI before it drafts
A prompt that says only “write this in our brand voice” leaves the model guessing. Describe the voice, show what it looks like, and supply the facts and context for this specific campaign.
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Describe the stable voice and the email’s tone
Write down three to five traits, such as “warm, direct and quietly confident.” Make those traits actionable with a short do-and-avoid list: preferred terms, contractions, typical sentence length, jargon to skip, humor boundaries and phrases the brand never uses. Voice is the consistent personality; tone can change to suit the message and the reader’s situation. A welcome email and a service-disruption notice may sound different without sounding like different brands. Mailchimp’s guide to brand voice explains the distinction.
Show approved examples
Include two or three short, approved email examples or excerpts that demonstrate the voice. Add subject lines and calls to action if those are important to your brand. Examples give the model concrete patterns to follow; adjectives alone do not. Remove private customer information and confidential material before sharing examples with any AI service. Mailchimp’s prompting advice for ChatGPT recommends combining good examples with a concise style description.
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Brief the campaign with verified facts
Tell the model who will receive the message, what you want them to know or do, why you are sending it, and the country and language. Supply verified product and offer details, conditions, dates, required points, format and approximate length. List anything it must not add. A model should ask a question when a needed fact is missing, not fill the gap with a plausible-sounding deadline, statistic or benefit.
A repeatable AI email drafting workflow
- Prepare the brief. Assemble the voice guide, approved examples, audience, campaign goal, country and language, verified facts, required content and exclusions.
- Request one bounded draft. Specify the deliverables—such as subject line, preheader, body and call to action—and ask the model to list questions instead of guessing about missing facts. If you need options, ask for a small number of clearly different approaches rather than many near-identical rewrites.
- Review against the examples. Check whether the wording, rhythm, vocabulary and level of enthusiasm fit your brand. Read the email aloud to catch stiff phrasing or personality that feels forced.
- Check the complete message. Review the sender name, subject, preheader, headings, copy, imagery choices, CTA and footer together. Tone is created by the whole presentation, not just the body text. Mailchimp’s brand-voice guidance recommends reading copy aloud as an editing check.
- Verify details and approve it. Check every offer term, date, price, product attribute, link, scarcity claim, comparison, testimonial and promised outcome against approved records. Confirm list permissions and the rules that apply to your recipients and sending location before the campaign goes out.
- Learn from results carefully. Test meaningful alternatives only when each stays within your brand constraints. Use campaign results to improve future briefs and examples; do not assume a particular AI-written version will perform better without a properly designed test. Mailchimp also recommends reviewing campaigns and adjusting prompts over time in its prompting guide.
Copy-and-adapt prompt template
Replace the bracketed details with campaign-specific information. This is a practical synthesis of Mailchimp’s advice on audience, task, location, goal, format and voice, alongside the FTC’s guidance that advertising claims need support. It is not a tested prompt.
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You are helping draft a marketing email for [brand]. Use the approved examples below as voice references. Our stable voice is [three to five traits and practical do/avoid rules]. For this [campaign type], use a [tone] tone.
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Special offer. See more information about Outbyte and uninstall instructions. Please review EULA and Privacy policy.Audience and relevant context: [who will receive it]. Campaign goal: [one action or outcome]. Country and language: [location and language]. Verified product and offer facts, including conditions: [facts]. Required points: [list]. Do not invent statistics, product claims, deadlines, discounts, customer stories or terms. Avoid: [phrases, jargon, tone or claims].
Write [subject line, preheader, body format or length, CTA and any required footer elements]. If a required fact is missing, list a question instead of guessing. After the draft, provide a short checklist of claims and details a human must verify.
Attach or paste only examples you are permitted to share. Treat the draft and its verification checklist as input for human review, not as approval.
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Choose a workflow that fits your data and review needs
A general-purpose chat tool can be flexible, but you may need to supply the examples and brief each time or use whatever customization and memory features the service currently offers. Check data handling, access controls, context retention and how easily reviewers can apply your checklist.
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A free scan shows the junk files, broken settings and background clutter dragging Windows down - then fixes them in one click.Free scan · Windows 10 & 11An AI feature inside an email platform may keep drafting in the campaign workflow. Check whether it is available to your account and region, what brand inputs it accepts, how its review process works and what information is sent to the feature. These are practical trade-offs, not a basis for assuming that one category produces better copy.
Best Value
For example, Mailchimp describes its Write with AI feature as beta. Its page says initial access is limited to a small percentage of users, requires Standard plan or higher, and is for accounts whose primary mailing address is in Australia, Canada, the UK or the US. Those product conditions were listed on Mailchimp’s Write with AI page when accessed on October 4, 2026; availability can change, so check the current page and your account.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Keep accuracy, email rules and disclosure in human hands
Check claims against evidence
AI-generated copy can make a product benefit sound more certain, universal or measurable than your evidence supports. Verify claims about product features, results, discounts, comparisons, deadlines and testimonials before sending. The FTC says advertising must be truthful, not deceptive or unfair, and evidence-based in its advertising guidance for small businesses.
For US commercial email, review CAN-SPAM requirements
For a US commercial message, the FTC’s CAN-SPAM compliance guide calls for accurate sender and routing information, non-deceptive subject lines, clear identification of advertising, a valid physical postal address, a clear way to opt out and honoring opt-out requests within 10 business days. The primary purpose of a mixed message determines whether it is commercial or transactional/relationship email, and the transactional categories are narrow. The applicable requirements depend on the message and circumstances; confirm which rules apply to your campaign rather than assuming every email is treated alike.
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Do not assume routine AI assistance always requires recipient disclosure
The sources here do not establish a universal rule requiring disclosure to recipients whenever AI helped draft a routine marketing email. OpenAI’s sharing and publication policy addresses publicly sharing or demonstrating its completions: users should manually review each generation, attribute it to themselves or their company, and clearly indicate when it is AI-generated. That policy should not be treated as a general email-advertising statute. The IAB’s AI Transparency & Disclosure Framework V2 takes a risk- and materiality-based approach for consumer-facing marketing content. Check current local requirements and company policy for the campaign in question.
Quick Recap
What good AI assistance looks like
- The draft reflects recognizable patterns from approved examples rather than relying on “sound like us” alone.
- The tone suits the campaign while the brand’s core voice remains consistent.
- Campaign facts come from your brief; missing information is flagged instead of invented.
- A person reviews the complete email, verifies every claim and confirms applicable sending requirements before approval.
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