Why Your AI Emails Need the Human Touch
Have you ever received an email that felt… off? Maybe it was too perfect. Too stiff. Too obviously not written by a real person.
As a small business owner, you know that genuine connection with customers is your secret weapon. It’s what sets you apart from the big companies. But you’re also busy, and AI tools like ChatGPT can help save you hours of time writing emails.
The problem? Most AI-written emails sound like… well, AI.
That’s why I created this guide. You’ll discover:
- A simple 5-step formula to make AI sound exactly like you
- Templates you can copy and paste today
- Real examples from business owners just like you
- A brand voice builder that captures your unique style
- Advanced techniques to add personality to any AI response
By the end of this guide, you’ll be able to create AI responses so natural that your customers will never know you didn’t write every word yourself—but you’ll save hours every week.
The best part? You don’t need to be tech-savvy to make this work. Let’s get started!
The 5-Part Human Touch Formula
When you’re using AI to write customer emails, there are five essential elements that transform robotic-sounding messages into emails that feel like they came straight from you.
PART 1: Your Brand Voice Blueprint
A clear definition of how your business “sounds” when communicating
PART 2: The Personal Connection Prompt
Special instructions that tell AI to write like a human, not a robot
PART 3: The Imperfection Principle
Techniques to add natural human elements to your messages
PART 4: The Situation Adapters
Ways to make responses feel specific to each customer’s situation
PART 5: The Final Human Touch
Quick edits that take just seconds but make a huge difference
Let’s explore each part of the formula in detail.
PART 1: Your Brand Voice Blueprint
The first step is creating a clear picture of your unique communication style.
Step 1: Complete the Brand Voice Questionnaire
Take 5 minutes to answer these simple questions:
1. If your business was a person, who would they be? (Circle one)
- A helpful teacher who explains things clearly
- A supportive friend who’s always in your corner
- A wise mentor who guides with experience
- An enthusiastic cheerleader who brings energy
- A calm, reassuring presence
- Other: ___________________
2. What three feelings do you want customers to have when they read your messages? (Circle three)
- Understood
- Confident
- Relieved
- Valued
- Excited
- Informed
- Supported
- Inspired
- Reassured
- Other: ___________________
3. How formal or casual is your communication style? (Circle one)
- Very formal (like a legal document)
- Somewhat formal (like a business letter)
- Balanced (professional but friendly)
- Somewhat casual (like talking to a colleague)
- Very casual (like talking to a friend)
4. What 3-5 phrases or expressions do you use often? Examples: “I’m happy to help!” or “Let me sort this out for you.”
5. What words or phrases would you NEVER use? Examples: “Per our policy…” or “You should have…”
6. Do you use these in your customer communications? (Yes/No)
- Emojis: _____
- Exclamation points: _____
- Contractions (don’t, can’t, we’re): _____
- Slang or informal expressions: _____
7. How do you typically greet customers? Examples: “Hi there, [Name]!” or “Dear [Name],”
8. How do you typically sign off? Examples: “Cheers,” “Thanks so much,” “Warmly,”
Step 2: Create Your Brand Voice Summary
Now, use your answers to fill in this simple template:
BRAND VOICE SUMMARY FOR: [YOUR BUSINESS NAME]
Our business personality is: [ANSWER FROM QUESTION 1]
We want customers to feel: [YOUR THREE CHOICES FROM QUESTION 2]
Our formality level is: [ANSWER FROM QUESTION 3]
Phrases we commonly use:
- [PHRASE 1]
- [PHRASE 2]
- [PHRASE 3]
- [PHRASE 4]
- [PHRASE 5]
Phrases we never use:
- [PHRASE 1]
- [PHRASE 2]
- [PHRASE 3]
We DO use: [YOUR "YES" ANSWERS FROM QUESTION 6]
We DON'T use: [YOUR "NO" ANSWERS FROM QUESTION 6]
How we greet customers: [ANSWER FROM QUESTION 7]
How we sign off: [ANSWER FROM QUESTION 8]
This is your Brand Voice Blueprint—the foundation for making AI sound like you.
PART 2: The Personal Connection Prompt
Now that you have your brand voice defined, it’s time to create your base prompt template.
The Base Prompt Template
Write an email response to a customer who [DESCRIBE CUSTOMER SITUATION].
Use a warm, personal tone that shows I'm a real person who cares about helping them.
Specific information to include in the response:
- [KEY POINT 1]
- [KEY POINT 2]
- [KEY POINT 3]
My brand voice is:
- Business personality: [FROM YOUR BLUEPRINT]
- We want customers to feel: [FROM YOUR BLUEPRINT]
- Formality level: [FROM YOUR BLUEPRINT]
- Phrases we commonly use: [FROM YOUR BLUEPRINT]
- Phrases we never use: [FROM YOUR BLUEPRINT]
- We DO use: [FROM YOUR BLUEPRINT]
- We DON'T use: [FROM YOUR BLUEPRINT]
- How we greet customers: [FROM YOUR BLUEPRINT]
- How we sign off: [FROM YOUR BLUEPRINT]
Make sure the response sounds like it was written by a real person, not AI.
Example: Turning the Template into a Real Prompt
Here’s how Sarah, a jewelry store owner, filled in the template:
Write an email response to a customer who is asking about our return policy for a necklace they received as a gift.
Use a warm, personal tone that shows I'm a real person who cares about helping them.
Specific information to include in the response:
- We accept returns within 30 days
- They'll need the gift receipt or order number
- We can offer store credit without receipt
- Return shipping is free with our prepaid label
My brand voice is:
- Business personality: A supportive friend who's always in your corner
- We want customers to feel: Valued, Reassured, Understood
- Formality level: Somewhat casual (like talking to a colleague)
- Phrases we commonly use: "We'd be happy to help," "We've got you covered," "No worries at all"
- Phrases we never use: "Store policy requires," "You have to," "Unfortunately"
- We DO use: Emojis (sparingly), Exclamation points, Contractions
- We DON'T use: Slang or informal expressions
- How we greet customers: "Hi there, [Name]!"
- How we sign off: "Warmly,"
Make sure the response sounds like it was written by a real person, not AI.
This detailed prompt ensures the AI knows exactly how Sarah would respond to this situation.
PART 3: The Imperfection Principle
Real humans don’t write perfect emails. They add personal touches, make small shifts in thought, and write in ways that aren’t always perfectly structured. This part of the formula adds those human elements.
5 Imperfection Techniques to Add to Your Prompts
Choose one (and only one) of these techniques to add to each prompt:
Technique #1: The Thought Shift
Add this to your prompt:
Include one natural thought shift in the middle of the email, using a phrase like "Oh, and before I forget..." or "Actually, one more thing..." or "I just realized I should mention..."
Technique #2: The Personal Connection
Add this to your prompt:
Include one brief personal connection that feels authentic, like "I actually had a similar question last month when I was shopping online" or a relevant personal anecdote related to their question.
Technique #3: The Clarification
Add this to your prompt:
Include one moment where you clarify something you just wrote, using phrases like "What I mean is..." or "To be more specific..." or "In other words..."
Technique #4: The Friendly Aside
Add this to your prompt:
Add one brief aside in parentheses that adds a friendly or helpful comment related to what you just mentioned.
Technique #5: The P.S.
Add this to your prompt:
End the email with a P.S. that adds a helpful tip or friendly comment related to their situation.
Example: Adding an Imperfection Technique
Here’s how Sarah added Technique #2 (The Personal Connection) to her prompt:
Write an email response to a customer who is asking about our return policy for a necklace they received as a gift.
Use a warm, personal tone that shows I'm a real person who cares about helping them.
Specific information to include in the response:
- We accept returns within 30 days
- They'll need the gift receipt or order number
- We can offer store credit without receipt
- Return shipping is free with our prepaid label
My brand voice is:
- Business personality: A supportive friend who's always in your corner
- We want customers to feel: Valued, Reassured, Understood
- Formality level: Somewhat casual (like talking to a colleague)
- Phrases we commonly use: "We'd be happy to help," "We've got you covered," "No worries at all"
- Phrases we never use: "Store policy requires," "You have to," "Unfortunately"
- We DO use: Emojis (sparingly), Exclamation points, Contractions
- We DON'T use: Slang or informal expressions
- How we greet customers: "Hi there, [Name]!"
- How we sign off: "Warmly,"
Include one brief personal connection that feels authentic, like mentioning how you understand gift returns can be awkward but that you handle them all the time.
Make sure the response sounds like it was written by a real person, not AI.
PART 4: The Situation Adapters
The fourth part of the formula is about making your responses feel specific to each customer’s unique situation. These “adapters” help the AI customize its response more precisely.
3 Types of Situation Adapters
Adapter #1: Emotion Recognition
Add this to your prompt when responding to customers with strong emotions:
This customer seems [EMOTION] based on their message. Acknowledge this feeling early in the response in an understanding way, without making too big a deal about it.
Examples of how to acknowledge their [EMOTION]:
- If frustrated: "I can hear your frustration in your message, and I completely understand why."
- If excited: "Your excitement about this project really comes through, and it's contagious!"
- If confused: "I can see how this process might be confusing—many customers have similar questions."
- If disappointed: "I understand the disappointment you're feeling, and I want to help make this right."
Adapter #2: Previous Interaction Reference
Add this to your prompt when following up with a customer you’ve talked to before:
This is a follow-up to a previous conversation about [TOPIC]. Refer to our earlier exchange naturally at the beginning of the message, using a phrase like "Following up on our conversation about..." or "I wanted to get back to you about..."
Adapter #3: Specific Customer Detail
Add this to your prompt to incorporate something specific about the customer:
Include a reference to this specific customer detail: [DETAIL ABOUT CUSTOMER]
Examples of how to naturally include this detail:
- If it's their location: "I noticed you're in [Location]—actually, we just shipped an order there yesterday!"
- If it's a previous purchase: "By the way, how are you enjoying the [Previous Purchase] from your last order?"
- If it's their business: "As someone in the [Industry] field, you might find that..."
Example: Adding a Situation Adapter
Here’s how Sarah added Adapter #3 (Specific Customer Detail) to her prompt:
Write an email response to a customer who is asking about our return policy for a necklace they received as a gift.
Use a warm, personal tone that shows I'm a real person who cares about helping them.
Specific information to include in the response:
- We accept returns within 30 days
- They'll need the gift receipt or order number
- We can offer store credit without receipt
- Return shipping is free with our prepaid label
My brand voice is:
- Business personality: A supportive friend who's always in your corner
- We want customers to feel: Valued, Reassured, Understood
- Formality level: Somewhat casual (like talking to a colleague)
- Phrases we commonly use: "We'd be happy to help," "We've got you covered," "No worries at all"
- Phrases we never use: "Store policy requires," "You have to," "Unfortunately"
- We DO use: Emojis (sparingly), Exclamation points, Contractions
- We DON'T use: Slang or informal expressions
- How we greet customers: "Hi there, [Name]!"
- How we sign off: "Warmly,"
Include one brief personal connection that feels authentic, like mentioning how you understand gift returns can be awkward but that you handle them all the time.
Include a reference to this specific customer detail: The necklace they received was from our Butterfly Collection.
Make sure the response sounds like it was written by a real person, not AI.
PART 5: The Final Human Touch
The last part of the formula is about making quick edits to the AI-generated response before sending it. These take just seconds but make a big difference.
The 30-Second Edit Process
After you get your AI-generated response, take 30 seconds to:
-
Add One Variable Detail: Add something that only you would know that wasn’t in the prompt
- A mention of current weather or a local event
- A recent change to your product or service
- Something happening in your shop or office today
-
Simplify One Sentence: Find the longest, most complex sentence and break it into two simpler ones
-
Check for Overly Formal Words: Replace any overly formal words with simpler ones
- “Utilize” → “Use”
- “Regarding” → “About”
- “Sufficient” → “Enough”
- “Numerous” → “Many”
- “Inquire” → “Ask”
Example: The 30-Second Edit in Action
AI-generated response:
Hi there, Emma!
I'd be happy to help with your question about returning the butterfly necklace you received as a gift. We've definitely got you covered!
We accept returns within 30 days of purchase, and you'll need either the gift receipt or the order number to process the return. If you don't have either of those, don't worry! We can still offer you store credit for the current selling price of the item. I actually had a similar situation last month when my sister wanted to exchange a bracelet I gave her for a different style—it was super easy and not awkward at all.
Return shipping is completely free with our prepaid label, which I can email to you right away. The Butterfly Collection is one of our most popular lines, but we understand that personal style is unique, and we want you to have something you'll truly love.
Just let me know how you'd like to proceed, and I'll take care of everything for you!
Warmly,
Sarah
After 30-second edit:
Hi there, Emma!
I'd be happy to help with your question about returning the butterfly necklace you received as a gift. We've definitely got you covered!
We accept returns within 30 days of purchase, and you'll need either the gift receipt or the order number to process the return. If you don't have either of those, don't worry! We can still offer you store credit for the current selling price of the item. I actually had a similar situation last month when my sister wanted to exchange a bracelet I gave her for a different style—it was super easy and not awkward at all.
Return shipping is completely free with our prepaid label, which I can email to you right away. The Butterfly Collection just got some new matching earrings this week, but we understand that personal style is unique. We want you to have something you'll truly love.
Just let me know how you'd like to proceed, and I'll take care of everything for you!
Warmly,
Sarah
The edits were:
- Added variable detail: “just got some new matching earrings this week”
- Simplified one sentence: Split “The Butterfly Collection is one of our most popular lines, but we understand that personal style is unique, and we want you to have something you’ll truly love.” into two sentences.
Putting It All Together: Your Complete Formula
Now let’s put all five parts of the Human Touch Formula together to create the perfect AI prompt template:
Write an email response to a customer who [DESCRIBE CUSTOMER SITUATION].
Use a warm, personal tone that shows I'm a real person who cares about helping them.
Specific information to include in the response:
- [KEY POINT 1]
- [KEY POINT 2]
- [KEY POINT 3]
My brand voice is:
- Business personality: [FROM YOUR BLUEPRINT]
- We want customers to feel: [FROM YOUR BLUEPRINT]
- Formality level: [FROM YOUR BLUEPRINT]
- Phrases we commonly use: [FROM YOUR BLUEPRINT]
- Phrases we never use: [FROM YOUR BLUEPRINT]
- We DO use: [FROM YOUR BLUEPRINT]
- We DON'T use: [FROM YOUR BLUEPRINT]
- How we greet customers: [FROM YOUR BLUEPRINT]
- How we sign off: [FROM YOUR BLUEPRINT]
[ADD ONE IMPERFECTION TECHNIQUE]
[ADD ONE SITUATION ADAPTER IF RELEVANT]
Make sure the response sounds like it was written by a real person, not AI.
Remember to make your 30-second edits after generating the response!
Real-World Example: Maria’s Photography Business
Business: Capture the Moment Photography Owner: Maria Rodriguez Challenge: Sounding personal while saving time on client emails
Maria’s Brand Voice Blueprint:
BRAND VOICE SUMMARY FOR: CAPTURE THE MOMENT PHOTOGRAPHY
Our business personality is: An enthusiastic cheerleader who brings energy
We want customers to feel: Excited, Valued, Confident
Our formality level is: Somewhat casual (like talking to a colleague)
Phrases we commonly use:
- "I'd love to capture this special moment for you!"
- "Let's create some magic together!"
- "These images will be treasured for generations."
- "Your vision is my priority."
- "Every detail matters."
Phrases we never use:
- "That's not possible."
- "We don't do that."
- "Our standard package includes..."
We DO use: Exclamation points, Contractions, Emojis (sparingly)
We DON'T use: Slang, Overly technical photography terms
How we greet customers: "Hello, [Name]!" or "Hi there, [Name]!"
How we sign off: "Can't wait to create with you!" or "Here to capture your moments,"
Maria’s Most Challenging Email: Explaining Package Options
Maria used to spend hours writing personalized emails explaining her different photography packages to potential clients. Now she uses this AI prompt:
Write an email response to a potential client who is asking about our photography package options for their [TYPE OF EVENT].
Use a warm, personal tone that shows I'm a real person who cares about helping them create beautiful memories.
Specific information to include in the response:
- We offer three main packages: Essential ($1,200), Premium ($2,400), and Luxury ($3,600)
- All packages include digital images, consultation, and editing
- Essential includes 4 hours coverage, Premium includes 8 hours, Luxury includes full day
- Premium and Luxury include second photographer
- Luxury includes engagement session and custom album
- We can create custom packages to fit their needs and budget
My brand voice is:
- Business personality: An enthusiastic cheerleader who brings energy
- We want customers to feel: Excited, Valued, Confident
- Formality level: Somewhat casual (like talking to a colleague)
- Phrases we commonly use: "I'd love to capture this special moment for you!", "Let's create some magic together!", "These images will be treasured for generations.", "Your vision is my priority.", "Every detail matters."
- Phrases we never use: "That's not possible.", "We don't do that.", "Our standard package includes..."
- We DO use: Exclamation points, Contractions, Emojis (sparingly)
- We DON'T use: Slang, Overly technical photography terms
- How we greet customers: "Hello, [Name]!" or "Hi there, [Name]!"
- How we sign off: "Can't wait to create with you!" or "Here to capture your moments,"
Include one natural thought shift in the middle of the email, using a phrase like "Oh, and I should mention..." or "Almost forgot to tell you..."
Include a reference to this specific customer detail: They mentioned they're planning a [SPECIFIC DETAIL ABOUT THEIR EVENT].
Make sure the response sounds like it was written by a real person, not AI.
Before Maria’s 30-Second Edit:
Hello, Jessica!
Thank you so much for reaching out about photography packages for your beach wedding! I'd love to capture this special moment for you and help create beautiful memories that will last a lifetime.
We offer three main packages that might fit what you're looking for:
Our Essential Package ($1,200) includes 4 hours of coverage, which works well for intimate ceremonies and key reception moments. You'll receive professionally edited digital images, and we'll have a detailed consultation to plan the perfect shot list for your day.
The Premium Package ($2,400) gives you 8 hours of coverage plus a second photographer, which I highly recommend for beach weddings to capture both the ceremony from multiple angles and those gorgeous sunset portraits!
Our Luxury Package ($3,600) includes full-day coverage, a second photographer, plus an engagement session and a custom-designed album. Oh, and I should mention that many of my beach wedding couples love having the extra time in the Luxury Package to capture getting-ready moments and those late-night reception memories!
I noticed you mentioned you're planning a sunset ceremony in La Jolla. The light there is absolutely magical at that time! I photographed a wedding there last summer, and the golden hour portraits were some of my favorites of the year.
Every couple is unique, so please know that we can also create a custom package that perfectly fits your vision and budget. Let's schedule a quick call to talk about what matters most to you for your wedding photography!
Here to capture your moments,
Maria
After Maria’s 30-Second Edit:
Hello, Jessica!
Thank you so much for reaching out about photography packages for your beach wedding! I'd love to capture this special moment for you and help create beautiful memories that will last a lifetime.
We offer three main packages that might fit what you're looking for:
Our Essential Package ($1,200) includes 4 hours of coverage, which works well for intimate ceremonies and key reception moments. You'll receive professionally edited digital images, and we'll have a detailed consultation to plan the perfect shot list for your day.
The Premium Package ($2,400) gives you 8 hours of coverage plus a second photographer, which I highly recommend for beach weddings to capture both the ceremony from multiple angles and those gorgeous sunset portraits!
Our Luxury Package ($3,600) includes full-day coverage, a second photographer, plus an engagement session and a custom-designed album. Oh, and I should mention that many of my beach wedding couples love having the extra time in the Luxury Package to capture getting-ready moments and those late-night reception memories!
I noticed you mentioned you're planning a sunset ceremony in La Jolla. The light there is absolutely magical at that time! I just upgraded my lens collection this week with some new gear that's perfect for those golden sunset shots on the beach.
Every couple is unique, so we can create a custom package that fits your vision and budget. Let's schedule a quick call to talk about what matters most to you for your wedding photography!
Here to capture your moments,
Maria
Maria’s edit:
- Added variable detail: “I just upgraded my lens collection this week with some new gear that’s perfect for those golden sunset shots on the beach.”
- Simplified one sentence: “Every couple is unique, so we can create a custom package that fits your vision and budget.”
Results After Implementing the Human Touch Formula:
- Time Saved: Maria now spends 5 minutes on emails that used to take 30 minutes
- Response Rate: Inquiries to bookings increased from 40% to 68%
- Client Feedback: “Your emails made me feel like you really understood what I wanted!”
- Maria’s Experience: “The best part is that these emails actually sound more like me than when I was writing them myself late at night when I was exhausted!”
Case Study: James’ Home Repair Business
Business: Hometown Handyman Services Owner: James Wilson Challenge: Sounding knowledgeable but not technical in estimate follow-ups
James’ Situation:
James runs a successful home repair business but struggled to find the right tone in his follow-up emails. His technical explanations confused customers, but being too vague seemed unprofessional.
James’ Brand Voice Blueprint:
BRAND VOICE SUMMARY FOR: HOMETOWN HANDYMAN SERVICES
Our business personality is: A helpful teacher who explains things clearly
We want customers to feel: Informed, Confident, Relieved
Our formality level is: Balanced (professional but friendly)
Phrases we commonly use:
- "I can take care of that for you."
- "Here's what's happening with your home..."
- "Let me explain this in plain English."
- "This is a common issue that's straightforward to fix."
- "Your home deserves quality repairs."
Phrases we never use:
- Technical jargon without explanation
- "You should have..."
- "That's not included."
We DO use: Contractions, Simple explanations, Analogies
We DON'T use: Emojis, Overly casual language, Slang
How we greet customers: "Hi [Name]," or "Hello [Name],"
How we sign off: "Here to help," or "Your neighbor and handyman,"
James’ Most Challenging Email: Explaining Repair Options
James created this prompt for explaining repair options after providing an estimate:
Write an email response to a homeowner who received my estimate for [TYPE OF REPAIR] and is considering their options.
Use a warm, professional tone that explains technical information in a way that's easy to understand.
Specific information to include in the response:
- Thank them for considering Hometown Handyman for their [TYPE OF REPAIR]
- Briefly explain the issue in simple terms (what's happening and why it's a problem)
- Explain the repair options I outlined in the estimate:
* Option 1: [DETAILS AND PRICE]
* Option 2: [DETAILS AND PRICE]
* Option 3: [DETAILS AND PRICE]
- Explain which option I recommend and why
- Mention our warranty and satisfaction guarantee
- Suggest a timeline for when we could start the work
My brand voice is:
- Business personality: A helpful teacher who explains things clearly
- We want customers to feel: Informed, Confident, Relieved
- Formality level: Balanced (professional but friendly)
- Phrases we commonly use: "I can take care of that for you.", "Here's what's happening with your home...", "Let me explain this in plain English.", "This is a common issue that's straightforward to fix.", "Your home deserves quality repairs."
- Phrases we never use: Technical jargon without explanation, "You should have...", "That's not included."
- We DO use: Contractions, Simple explanations, Analogies
- We DON'T use: Emojis, Overly casual language, Slang
- How we greet customers: "Hi [Name]," or "Hello [Name],"
- How we sign off: "Here to help," or "Your neighbor and handyman,"
Include one brief personal connection that feels authentic, like sharing a similar issue you've seen in other homes in their neighborhood.
Include a reference to this specific customer detail: Their home is [AGE] years old with [SPECIFIC FEATURE].
Make sure the response sounds like it was written by a real person, not AI.
James’ Results:
- Customer Understanding: Confusion emails decreased by 80%
- Decision Time: Customers approved estimates 3 days faster on average
- Conversion Rate: Estimate-to-job conversion increased from 65% to 82%
- Customer Comments: “Finally, someone who explains home repairs without making me feel stupid!”
James says, “The Human Touch Formula has helped me find the perfect balance between being an expert and being understandable. I’m booking more jobs and getting fewer confused follow-up questions.”
5 Advanced Human Touch Techniques
Once you’ve mastered the basic Human Touch Formula, try these advanced techniques to make your AI emails even more personal.
Technique #1: The Custom Snippet Library
Create a document with 5-10 personal snippets you can rotate into your emails:
Examples:
- “I just got back from my morning walk with my dog Cooper, and I’m ready to help with your question!”
- “It’s pouring rain here today, so I’m extra thankful to be inside answering your email!”
- “I’m actually working from my favorite coffee shop today—their wifi is better than my office!”
Add this to your prompt:
BEFORE SENDING: I will replace [PERSONAL SNIPPET] with one of my custom personal openings.
Technique #2: The Industry Connection
Add this to your prompt:
Include one specific comment that shows I understand their industry/situation without them having to tell me. For example, if they're a restaurant owner, mention understanding the busy dinner rush, or if they're a parent, acknowledge how hectic mornings can be with kids.
Technique #3: The Benefit Translator
Add this to your prompt:
For every feature or policy I mention, translate it into a direct benefit for them. For example, don't just say "We offer 24/7 support"—instead say "You can reach us anytime, day or night, so you never have to worry about waiting for help."
Technique #4: The Micro-Story
Add this to your prompt:
Include one tiny story (1-2 sentences) about another client who had a similar situation, without sharing any identifying details. For example: "Last month, another customer was worried about the same issue, and they were so relieved when they discovered how simple the solution was."
Technique #5: The Collaborative Close
Add this to your prompt:
End the email by suggesting we're working on this together, using "we" language. For example: "Let's figure out the best approach together" or "I think we can solve this quickly if we..."
Your 7-Step Implementation Plan
Here’s how to put the Human Touch Formula into practice right away:
Step 1: Create Your Brand Voice Blueprint (15 minutes)
- Complete the Brand Voice Questionnaire
- Fill in your Brand Voice Summary template
- Save this document where you can easily access it
Step 2: Identify Your Top 3 Email Types (10 minutes)
- Review your sent folder
- Identify the three types of emails you send most often
- Write down what information each type needs to include
Step 3: Create Your First AI Prompt (15 minutes)
- Choose one of your top 3 email types
- Fill in the complete Human Touch Formula template
- Add one Imperfection Technique
- Add one Situation Adapter if appropriate
Step 4: Test Your Prompt (10 minutes)
- Go to your preferred AI tool (ChatGPT, Claude, etc.)
- Paste your prompt
- Review the response
- Make any needed adjustments to your prompt
Step 5: Create a Prompt Library (20 minutes)
- Create prompts for your other email types
- Save all prompts in an organized document
- Add labels so you can find the right prompt quickly
Step 6: Set Up Your Quick Process (5 minutes)
- Bookmark your AI tool
- Create a shortcut to your prompt library
- Practice your 30-second edit technique
Step 7: Track Your Results (Ongoing)
- Note how much time you’re saving
- Collect customer feedback
- Refine your prompts based on results
By following these steps, you’ll have a complete Human Touch Formula system ready to use in just over an hour!
Ready to Master All Aspects of AI Customer Service?
This guide has shown you how to make AI emails sound exactly like you wrote them yourself. But this is just one piece of creating a complete customer service system that saves time and builds loyalty.
In my comprehensive program, “AI Customer Service Mastery,” you’ll learn:
- Advanced techniques for personalizing every customer interaction
- Complete systems for managing emails, social media, and reviews
- Methods for handling complex customer scenarios with AI
- Workflows that handle 90% of customer questions automatically
- Ways to track what’s working and continuously improve
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