The Workflow Edit | Practical AI Tool Tutorial
How to Use HubSpot AI Without Generic AI Instructions
Stop writing follow-up emails from scratch. Draft personalized replies to your leads inside the CRM using AI that pulls contact context.
Dear Suzannah
Dear Suzannah, I need to write a follow-up email to 50 leads from last week’s webinar, but every draft I start sounds exactly the same. I keep staring at the blank email wondering how to make each one feel personal without spending all day writing. Is there a way to draft these faster in my CRM?
Generate drafts from contact records.
HubSpot AI’s content assistant reads the lead’s contact record and drafts a follow-up email inside the CRM. You review, personalize, and send without leaving HubSpot or starting from a blank screen.
The real use case
You have a list of leads from a webinar or event and you need to send personalized follow-up emails. Instead of writing each one from scratch in a separate tool, you use HubSpot AI’s content assistant inside the CRM. The tool pulls context from each contact record — name, company, the webinar they attended, any notes from the conversation — and drafts a tailored email. You review, tweak the personal details, and send directly from HubSpot so the activity is logged on the contact record.
The tool-specific prompt to use
Use this prompt as a custom instruction in HubSpot AI’s content assistant before generating follow-up emails. Replace the bracketed items with your campaign details.
Draft a follow-up email to [lead name] who attended [webinar or event name] on [date]. Relationship: [new lead, existing contact, warm prospect]. Goal of this email: [schedule a demo, share a resource, check interest, invite to next step]. Reference these details from the contact record: [company name, job title, any note from the event, specific question they asked]. Tone: [professional, warm, concise — no more than four sentences]. Do not start with I hope this email finds you well. Start by referencing [the webinar topic or their specific question]. Include one relevant next step: [book a 15-minute call, download the slides, reply with their biggest challenge]. Call to action: [insert scheduling link or resource link]. Do not use marketing buzzwords like revolutionize, game-changing, or unlock potential. Do not promise results or use urgency language like act now. Personalize with one specific detail from the contact record — not a generic compliment. Sign off with [your name and title]. Keep the subject line under 50 characters and make it reference the event, not a generic follow-up. If the contact record has no notes from the event, draft a shorter check-in email instead and flag that personalization is limited.
Prompt length: 197 words.
Make the result less generic
- Reference the specific webinar or event the lead attended so the email is not generic.
- Pull one real detail from the contact record (their question, company, role) into the body.
- Ban buzzwords like revolutionize and game-changing in your custom instructions.
- Set a max sentence count so follow-ups stay short and scannable, not long sales pitches.
- Tell the tool to draft a shorter check-in if the contact record has no notes, instead of faking personalization.
Quick human check
- Does the email reference the specific event or webinar the lead attended?
- Is there at least one real detail from the contact record, not a generic compliment?
- Is the subject line under 50 characters and tied to the event?
- Did you remove any buzzwords or urgency language the tool added?
- Is the call-to-action link correct and the next step obvious to the reader?
