How to write an AI email playbook (one page)
The one-page playbook is what makes AI-drafted replies sound like you. Here is exactly what to put in the facts, tone, and rules sections, with examples.
Every good AI email setup rests on one thing: a tight, one-page playbook. Get this right and your drafts barely need edits. Get it vague and you will spend more time fixing replies than you saved. This guide breaks down each section.
The three sections
A playbook has exactly three parts. Keep the whole thing to one page.
Facts
List the things you repeat all day: hours, price ranges, service area, turnaround times, and your booking link. Write them as short, unambiguous lines. The AI will pull from these, so if a fact is not here, tell the AI to leave a blank rather than guess.
Tone
Describe how you sound in one or two sentences, then paste two real replies you were happy with. Examples teach tone far better than adjectives. “Warm and brief” means little; a real reply shows it.
Rules
The guardrails. Each rule should prevent a specific mistake you can imagine the AI making: no guessing prices, flag anything emotional, leave blanks for missing facts, never promise timelines you cannot keep.
Keep it short on purpose
A long playbook is a weak playbook. Clear rules beat long explanations, because the model follows crisp instructions more reliably than paragraphs of context. If a section grows past a few lines, tighten it.
When your playbook is ready, plug it into the full automation.
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