Identify the relationship
Before drafting, establish whether the sender is a new prospect, an existing customer or an uncertain match. Keep unknown senders in a reviewable workflow rather than confidently attaching them to the wrong company.
Use permitted context
Relevant history and approved research can make a response useful. Source rules should define where information may come from, which wording is required and which claims are not allowed.
Keep review before sending
The AI Email CRM brief specifies human approval by default. A team member can edit, regenerate or discard a draft before sending it.
File what the team will need
Link supporting documents and correspondence to the appropriate company, person or project. A future search should return the source and context, not just an unsupported answer.
Assign the next step
Capture the owner, pipeline stage and follow-up action. Appointment requests and tasks make the opportunity visible beyond one employee’s inbox.
Source basis: AI Email CRM brochure, pages 3, 4, 7–11. Product descriptions are subject to current release and connected-service availability.