Use HubSpot's AI to Draft Follow-Up Emails Inside Your CRM

What This Does

HubSpot's built-in AI writing assistant can draft follow-up emails directly inside the contact record — using context from the contact's history, recent notes, and deal stage. For insurance agents, this means spending less time staring at a blank email screen and more time on conversations that actually move cases forward.

Before You Start

• You have a HubSpot account (free tier works for basic email; HubSpot Sales Hub Starter adds sequences)
• You're logged into HubSpot at app.hubspot.com
• Your contact records have some notes or activity logged

Steps

1. Open a contact record

In the left sidebar, click Contacts. Find the prospect or client you want to follow up with. Click their name to open the record.

What you should see: The contact record with timeline, notes, and a communication bar at the top.

2. Start a new email from the contact record

In the communication bar at the top of the record, click the Email icon (envelope). The email compose window opens.

3. Use the AI assistant to draft

Look for the small purple/colorful star icon in the email compose window — usually near the bottom left of the message body, labeled "Draft with AI" or showing a magic wand icon.

Click it. A prompt box appears.

Troubleshooting: If you don't see the AI draft button, your HubSpot account may need to enable AI features — go to Settings → AI Assistants and turn it on.

4. Describe the email you need

Type a brief description:

• "Write a follow-up email to a prospect who requested a term life quote 2 weeks ago but hasn't responded. Remind them of the value, mention rates change with age, and ask for 15 minutes."
• "Write an email for a current client whose annual review is due. Warm, personal, offer 20-minute call."
• "Write a follow-up after a no-show appointment. Professional, not frustrated, offer to reschedule."

Click Generate. HubSpot AI drafts the email body.

5. Edit and send

Review the draft, personalize any details (their name, specific product discussed), and click Send.

What you should see: A professional, complete email ready to send in about 60 seconds instead of 10 minutes.

Real Example

Scenario: A prospect asked for a quote on $500K 20-year term 3 weeks ago. They opened your initial email but never responded. You've called twice with no answer.

In the AI draft prompt: "Write a 3rd follow-up email for a prospect who requested a term life quote, opened my first email, but hasn't responded to 2 calls. Gentle, not pushy. Mention that rates lock in at today's age. Offer to text if that's easier. Keep it under 100 words."

What you get: A concise, non-pushy email that adds value (the rate/age point) and offers an easy response path (text vs. call). This type of email has higher response rates than a generic "just checking in."

Tips

• The best follow-up emails add something new — a relevant tip, a rate reminder, a life event question — not just "touching base." Use that as your AI draft instruction.
• Track email opens in HubSpot — if a prospect opens the email but doesn't respond, that's the right time to call.
• Use HubSpot's Sequences feature (Sales Hub Starter) to automate a series of AI-drafted follow-up emails so you never forget to follow up again.

Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.