How to Write Emails with Claude That Sound Like You

The short version

The fastest way to emails that sound like you is to show Claude how you write. A Project with a handful of your real emails does that once, for every future draft.

Set up once (10 minutes)

1. Create a Project called “Email”.
2. Add 5-10 of your own sent emails to project knowledge, the kind you’re happy with. Remove private details first.
3. Write project instructions (copy below) describing your tone.

Draft emails in my voice, based on the examples in project knowledge.
I'm [role] at [business]. I write briefly, friendly but direct, no "I hope this finds you well".
Sign off with "[your sign-off]". If you need a fact I haven't given (a date, a price), write [CHECK] instead of guessing.

Then, for each email

1. Paste the email you’re answering, if there is one.
2. Say what happened and anything the email doesn’t mention.
3. Say what you want the reader to do.
4. Read the draft, fill any [CHECK], and send.

Prompts to copy

A reply:

Reply to this. I want them to [outcome]. Context: [facts].
<email>
[paste]
</email>

A hard one:

I need to tell a long-time client our prices go up 8% on January 1.
Explain why (costs rose), thank them, and offer to lock the current price if they renew by December 15. Under 150 words.

A chaser:

Write a short follow-up to an invoice that's 14 days overdue: invoice #[number], $[amount].
Friendly first reminder, not a threat.

Mistakes to avoid

• Examples that aren’t your best. Claude copies what you give it, including bad habits.
• Leaving private data in your example emails. Remove customer names and account details before uploading.
• Skipping the [CHECK] step. It’s there so Claude never guesses a date or amount.

When not to use it

For an apology to someone you’ve hurt, a condolence or a very personal message, write it yourself. Use Claude only if you’re stuck for a first sentence.

Related: use Claude Projects.