AI Email Writing: Using ChatGPT for Follow-Up Without Sounding Robotic

AI can write your emails faster.

But generic AI emails lose deals.

The AI Advantage

ChatGPT writes emails in seconds.

Saves you 30-60 minutes daily.

Frees time for calls and appointments.

The AI Problem

Generic prompts create generic emails.

Generic emails get ignored.

You need specific prompting.

The Basic Prompt (Don't Use This)

"Write a follow-up email to a buyer."

This creates useless, robotic content.

The Effective Prompt (Use This Instead)

"Write a follow-up email to Sarah Johnson, a first-time buyer looking in the $350,000-$400,000 range in Riverside neighborhood. She saw 3 homes last Tuesday but hasn't responded to my calls. Mention the new listing at 123 Oak Street that just hit the market. Keep it under 100 words. Professional but friendly tone."

Specific prompts create useful emails.

The Essential Prompt Elements

Include:

Recipient name and context Specific property or situation Desired action Tone guidance Length requirement

More details = better output.

The Follow-Up Email Prompt

"Write a follow-up email to a buyer who toured [address] yesterday. They loved the backyard but were concerned about the kitchen. A price reduction of $10,000 just happened. Ask if they want to write an offer. Keep it under 75 words."

AI creates custom response.

The Listing Follow-Up Prompt

"Write an email to homeowners who met with me for a listing consultation last week. They were concerned about timing. Mention that 3 similar homes in their neighborhood just went under contract in under 10 days. Suggest scheduling a follow-up call. Professional tone, under 100 words."

Context creates relevance.

The Past Client Prompt

"Write an email to a past client I haven't contacted in 8 months. They bought a home from me in March 2024. Check in on how they're settling in, ask if they know anyone thinking about buying or selling. Friendly and casual tone, under 80 words."

Personal touch through details.

The Expired Listing Prompt

"Write an email to a homeowner whose listing expired last month. Their agent priced it at $425,000 and it got no offers. I believe $395,000 is the right price based on comparable sales. Offer a free market analysis. Professional and direct, under 100 words."

Specific strategy, better results.

The Editing Strategy

AI gives you 80% of the way:

Read the output Add personal touches Adjust tone if needed Include specific details AI can't know

Don't send unedited AI content.

The Personalization Additions

After AI generates email, add:

Specific memory from your conversation Reference to something they mentioned Local detail they'd recognize Your direct phone number

These details prove it's not generic.

The Subject Line Prompts

"Write 5 subject line options for an email about a new listing in Riverside neighborhood, targeting buyers who toured similar homes last month. Keep them under 50 characters."

AI creates options, you choose best.

The Multi-Email Prompts

"Create a 3-email sequence for a buyer who went silent after seeing homes 2 weeks ago. Email 1: Check in. Email 2: Share new listings. Email 3: Ask if timeline changed. Each under 75 words, increasingly direct."

AI builds your entire sequence.

The Time Savings

Writing 10 follow-up emails:

Manual: 45-60 minutes With AI: 10-15 minutes

That's 45 minutes back for prospecting.

The Quality Check

Before sending any AI email:

Does it sound like you? Is it specific enough? Does it have a clear call to action? Would you respond to this email?

If not, revise.

The Common AI Mistakes

Too formal and stiff. Generic and impersonal. Too long and wordy. No clear next step.

Your prompt fixes these.

The Tone Guidance Examples

"Casual and friendly, like texting a friend" "Professional but warm, like talking to a colleague" "Direct and businesslike, no fluff" "Empathetic and supportive, they're stressed about selling"

Tone direction improves output.

The Template Building

Create prompt templates for common situations:

New lead follow-up Showing follow-up Listing consultation follow-up Past client check-in Referral request

Save your best prompts.

The Learning Curve

Your first AI emails will need heavy editing.

After 10-20 emails, you'll know how to prompt better.

After 50 emails, it becomes second nature.

The When to Use AI

Good for:

Follow-up emails Information sharing Scheduling coordination Status updates

Not good for:

Highly personal situations Complex negotiations Sensitive topics First contact with high-value leads

Use judgment.

The Compliance Check

Always review for:

Fair housing compliance Accurate information Legal requirements Company policy

AI doesn't know your legal obligations.

Your Next 2 Hours

Open ChatGPT.

Write prompts for your 5 most common email types.

Generate sample emails.

Edit and save your best versions.

Test on tomorrow's follow-ups.

AI saves time when you use it correctly.

Tiffany Hampton is a seasoned real estate leader and MAPS Coach with over two decades of experience helping agents succeed through leadership, coaching, and innovative strategy. As the founder of AgentGrowth365.com, Tiffany delivers proven systems, tools, and training that empower agents and market center leaders to grow with clarity and purpose. Whether you're looking to hit 24 transactions, streamline your coaching systems, or lead your business with impact, AgentGrowth365 offers a full suite of solutions designed to meet today's challenges and scale tomorrow's success.