Generate AI follow-up emails with templates
Overview
Outdoo can write a complete follow-up email for any recorded conversation in a few seconds. You pick a follow-up template, and Outdoo AI drafts the subject line and body using what was actually said on the call.
Follow-up templates are reusable AI instructions. Outdoo includes ready-made options, and you can add your own custom templates so every rep's follow-ups match your team's tone, structure and next-step style.
Ideal for: Sales reps, Account executives, Sales managers
Outdoo AI does not always get it right. Always review a generated email before you send it.
Create a custom follow-up template
A template's instructions decide what Outdoo writes. Describe the email's goal, tone, length and what to include or avoid. Outdoo already reads the conversation transcript, so you don't need to paste call details into the instructions.
To create a custom follow-up template:
- Go to Manage and select Follow-up templates.
- Click to add a new template.
- Enter a name your team will recognize, for example "Post-discovery recap".
- Write your AI instructions in the template field.
- (Optional) Add custom variables such as
{{recipient.first_name}}to personalize the email. See the table below. - Click Save.
Your template now appears in the list of options when anyone generates a follow-up email from a conversation.
Custom variables
Custom variables insert recipient and sender details automatically, so one template works for every conversation. Type the variable exactly as shown, including the double curly braces.
Variable | Inserts | Example in template | Result |
|---|---|---|---|
| Recipient first name | Hi {{recipient.first_name}} | Hi John |
| Recipient last name | Hi {{recipient.last_name}} | Hi Doe |
| Recipient email | We'll contact you at {{recipient.email}} | We'll contact you at john.doe@gmail.com |
| Recipient company name | Hi {{recipient.company_name}} | Hi Acme Corp |
| Sender first name | Hi {{sender.first_name}} | Hi John |
| Sender last name | Mr. {{sender.last_name}}, | Mr. Doe, |
| Sender company name | Best, {{sender.company_name}} | Best, Acme |
| Sender job title | Best, Alex, {{sender.job_title}} | Best, Alex, Account Executive |
| Sender phone number | Call me at {{sender.phone}} | Call me at 555-123-7777 |
| Sender email | Reach me at {{sender.email}} | Reach me at test@gmail.com |
Best practices for writing templates
The clearer the instructions, the better the email. Keep these guidelines in mind.
- State the goal. Say exactly what the email should achieve, for example "Write a follow-up after a discovery call that books a demo."
- Describe the structure. For example: a short subject line, a personalized opening, two key takeaways from the call and a clear call to action.
- Name the audience and next step. For example: "Two paragraphs for a VP of Sales who attended a demo. Reference one specific point from the call. Goal: schedule a technical deep-dive."
- Set the tone. Professional and concise, friendly and conversational, or confident but not pushy.
- Keep it reusable. Avoid details that only fit one deal. Use custom variables for names, companies and contact details instead.
- Use one language. Mixing languages in one template can produce an email in the wrong language.
- Keep the length in check. Give a word limit, such as "under 150 words", if you want short emails.
Generate a follow-up email from a conversation
After a real conversation is recorded in Outdoo, you can turn it into a follow-up email in a few clicks.
To generate a follow-up email:
- Open the conversation you want to follow up on.
- Click Generate follow-up email.
- Select an option from the list: a built-in template or one of your team's custom templates.
- Wait for Outdoo to generate the subject line and body.
- Review the draft and edit anything that needs changing.
- Copy or send the email.
Editing the generated draft does not change the saved template. To change future emails, edit the template under Manage > Follow-up templates.
Example templates
Use these as a starting point and adjust them to your sales process.
Discovery call recap
Write a follow-up email to {{recipient.first_name}} at {{recipient.company_name}} after our discovery call.
The email should:
- thank them for their time
- summarize the top two or three challenges they shared
- connect one challenge to how we can help
- confirm the agreed next step, if one was discussed
- end with a clear call to action
Tone: professional, friendly, concise. Under 150 words.
Demo follow-up
Write a follow-up email to {{recipient.first_name}} after today's product demo.
The email should:
- open by referencing the feature they reacted to most
- answer any open questions raised during the demo
- list the next steps and who owns each
- close with: "Call me at {{sender.phone}} if anything comes up."
Tone: confident, helpful, not pushy.
Pain point summary
Using this conversation with {{recipient.first_name}}, identify the top three pain points discussed.
Write a punchy subject line that references one of their goals. Structure the body as hook, bridge, value, call to action:
- a personalized opening that references something they said
- their biggest pain point, in their words where possible
- how our solution addresses it
- Call to action: one short, specific ask
Tone: clean, professional.
Re-engagement
Write a short email to {{recipient.first_name}} to restart the conversation.
The email should:
- acknowledge it has been a while since we spoke
- reconnect to the priority they raised on our last call
- give a reason to reconnect now
- ask for a 15-minute call
Tone: polite, confident, concise.
Frequently asked questions
Can I edit the email Outdoo generates?
Yes. You can change the subject line and body before sending. Your edits don't affect the saved template.
Do I need to review the email before sending?
Yes. Outdoo AI works from the conversation, but it can misread or invent details. Check names, numbers and commitments before you send.
Why does the same template give different emails?
Outdoo writes each email fresh from the selected conversation. Different calls, and even the same call generated twice, can produce different wording.
Why did a variable show up blank or as raw text?
The value is missing for that recipient or sender, or the variable was mistyped. Check the spelling against the custom variables table and make sure the profile or contact details are filled in.
Who can use custom templates?
Once saved under Manage > Follow-up templates, a template appears as an option whenever someone generates a follow-up email.
Hope this article was helpful. For any queries, please write to support@outdoo.ai