If you send follow-up messages—whether for sales, networking, job hunting, or just nudging someone for a reply—you know the pain: staring at the screen, trying to sound friendly but not desperate, persistent but not annoying. You want a tool that helps, not one that spits out robotic “Just following up on my previous email…” templates. This guide is for anyone who wants to use AI (specifically, Copilotai) to actually get responses, not just cross “send follow-up” off a checklist.
Let’s get into it.
Why Even Use an AI Writing Assistant for Follow-Ups?
Before you dive into another shiny tool, let’s be honest: most AI writing assistants crank out generic, boring messages. The value isn’t in letting AI “do it all for you.” It’s in speeding up the slog—helping you brainstorm, get unstuck, and polish your message so it feels like a real human wrote it.
Here’s when Copilotai is actually useful:
- You’re stuck on what to say and want a few decent starting points.
- You send a lot of follow-ups and need to avoid sounding like a broken record.
- You want to tweak tone and length quickly, instead of rewriting everything.
- You hate copy-paste templates that sound like they were written by a robot.
What doesn’t work: letting AI send messages for you on autopilot. You’ll get ignored (or worse, marked as spam).
Step 1: Set Up Copilotai and Know What It Can Actually Do
First, get access to Copilotai. There are a bunch of AI assistants out there, but Copilotai stands out for its real-time suggestions and editing tools. Unlike some tools, it’s not just about “write my email”—it’s more like having a decent co-writer who can offer rewrites, summaries, and quick drafts.
What you’ll need: - An account (free or paid, depending on your needs) - Your follow-up context (the email you previously sent, or the thread so far) - Basic info about who you’re writing to
Pro tip: Don’t feed the AI vague prompts. The more context you give (subject, previous messages, your goal), the better your output.
Step 2: Gather Your Context—Don’t Skip This
AI isn’t magic. If you don’t tell it what’s already been said, you’ll get repetitive or tone-deaf suggestions.
What to collect: - The last message you sent (and whether they opened or replied) - The recipient’s name and role - What you want them to do (reply, schedule, send info, etc.) - Any deadlines or urgency (if real—don’t manufacture “urgency” unless it’s actually true)
Copy this info into Copilotai’s prompt window or dedicated fields. Some integrations (like Gmail plugins) can grab this automatically, but double-check what info it’s actually using. Garbage in, garbage out.
Step 3: Start With a Draft (Don’t Aim for Perfection)
You can ask Copilotai to generate a follow-up from scratch, but you’ll get better results if you write a messy first draft yourself. Even a few bullet points or a rough sentence is better than nothing.
Why? AI is good at rewriting and editing. It’s less good at guessing what you actually want to say.
- Paste your rough draft or notes into Copilotai.
- Ask for a rewrite in your preferred tone (“friendly but direct,” “brief and to the point,” etc.)
- If you’re starting from zero, at least tell Copilotai your goal.
Examples of prompts that work: - “I emailed Jane about a partnership last week. She hasn’t replied. Draft a friendly, non-pushy follow-up.” - “Following up after a job interview. Remind them I’m interested, but don’t sound desperate.”
Step 4: Shape the Message—Don’t Just Accept the First Output
This is where most people get lazy. Don’t just copy-paste whatever Copilotai spits out. Use the suggestions as a starting point.
What to look for: - Does it actually sound like you? - Is it too long or too short? - Is it repeating your last message word-for-word? - Any awkward phrasing or generic filler?
Tweak as needed: - Shorten long intros. People are busy. - Cut out “just checking in…” unless you want to be ignored. - Make your ask clear. Don’t bury it at the end.
Pro tip: Use Copilotai’s “shorten,” “clarify,” or “make more casual/formal” tools to fine-tune. Sometimes, just hitting “rewrite” a couple times is all it takes to get a version that feels right.
Step 5: Add a Human Touch
AI will never know your relationship with the person as well as you do. Add a line or two that personalizes the email—maybe a callback to your last conversation, or a genuine question.
Examples: - “Hope you had a great time at the conference last week!” - “Saw the new product launch—looks awesome.”
Don’t fake it. If you don’t have anything personal to add, skip it. But even a small touch can make your message stand out from the sea of AI-generated spam.
Step 6: Double-Check for Red Flags Before You Hit Send
AI can make dumb mistakes, especially if you’re moving fast. Take one minute to check:
- Does the name and company info match the recipient?
- Are there any weird, generic phrases (“hope this email finds you well”)?
- Did the AI hallucinate (make up) any details?
- Is the call-to-action clear? (If you want a reply, actually ask for one.)
Pro tip: Read it out loud. If it sounds stiff or like something you’d never actually say, rewrite it. People can smell a canned message a mile away.
Step 7: Save Your Best Versions for Next Time (But Don’t Overdo Templates)
When you find a follow-up that gets replies, save it. Copilotai lets you create snippets or templates. This can save you time, especially if you’re in sales or recruiting.
But here’s the catch: don’t use the same template for every situation. Personalization still matters. Use your saved snippets as a base, not a crutch.
What Works, What Doesn’t, and What to Ignore
What works: - Using AI as a brainstorming and editing tool, not an autopilot - Giving clear context and goals with every prompt - Personalizing at least one line (if possible) - Keeping messages short, clear, and actionable
What doesn’t: - Letting AI send generic, boilerplate messages on your behalf - Overusing templates without editing - Faking urgency or pretending to know the recipient better than you do
What to ignore: - Claims that AI will “10x your response rate” if you just let it run - Overcomplicated workflows or automations that remove you from the process - The idea that you need to be “hyper-personalized” in every message (sometimes simple is best)
Keep It Simple and Iterate
Don’t overthink it. The best follow-up is the one you actually send. Use Copilotai to get unstuck, polish your message, and avoid sounding like a robot. But always give it a once-over before you hit send.
Tweak your process as you go. Save what works, scrap what doesn’t, and remember: nobody has ever replied to an email just because it was obviously written by AI. Make it easy for people to reply, and you’ll be miles ahead of the crowd.