How to write in a prospects tone using AI for conversions?
Learn how to boost sales conversions by writing in your prospect's tone using AI. This actionable newsletter explores tone-matching techniques for LinkedIn, emails, and calls.
News before we start!
Evabot is now Revenoid…
“We started Evabot as a corporate AI gifting platform. We had a good run but our new product has nothing to do with corporate gifting and hence we have decided to start Revenoid. Revenoid is an advanced AI orchestration tool for outbound focused enterprise sales teams. “ - Rabi Gupta (Co-founder and CEO, Revenoid)
Let’s start now…
Every sales leader has faced this scenario:
You write the perfect message, full of compelling insights, yet it gets ignored. Why?
It’s not always what you say—it’s how you say it.
And that’s where tone comes in.
Imagine receiving two messages.
1. “Dear Sir/Madam, our solution increases ROI by 15%.”
2. “Hey [Name], I noticed your focus on scaling [specific priority].”
Which one gets a response? The second, of course. Here’s why:
Familiarity: People engage with messages that feel relatable.
Attention Grabber: Prospects are flooded with generic outreach. Personalization with deep research gets their attention.
Your tone signals, “I’ve done my homework”. That’s half the battle.
Tone isn’t just about words. It’s about building trust.
- When you mirror a prospect’s style, you build instant trust.
- Relatable messages generate curiosity and make them more likely to engage.
Example #1:
A decision-maker who prefers logical, structured communication won’t respond well to a casual “Hey, how’s it going?” But an email like this works:
"I’ve identified two opportunities to reduce your team’s costs by 20%."
Match the tone to the persona:
- Logical prospects → Data and structure first.
- Emotional prospects → Empathy and stories first.
Psychologists call it “mirroring”—adopting someone’s style to create rapport.
- Why it works: Familiarity generates trust. People feel understood.
- How to apply it: Mirror sentence length, tone, and focus.
Good vs. Bad Tone Matching
- Bad Tone Match:
Sending a playful, casual message to a prospect who writes formally.
“Hey, thought you’d wanna check this out!”
- Good Tone Match:
Acknowledging their structured style with a concise, formal message.
“I noticed your focus on operational efficiency. Let’s explore solutions.”
Checklist for Tone Matching:
1. Review their LinkedIn posts, comments, or tweets.
2. Note patterns: Are they formal, conversational, or analytical?
3. Adjust your tone and style to mirror theirs.
Writing in a prospect’s tone isn’t just a “nice to have.” It’s the difference between getting ignored and getting a response.
Equip your team with AI tools to master this skill—and watch your conversations increase.
Speak Their Language, Wherever They Are
Today, sales success lies in multi-channel strategies. You need to reach your prospects on more than one channel.
Why?
Because prospects trust those they see repeatedly and recognize as credible.
- Prospects are already bombarded with noise.
- Showing up on LinkedIn, Twitter, email, and calls creates familiarity.
- Each channel offers a unique opportunity to engage in a way prospects prefer.
Use a combination of channels to balance authority and trust. Example: Comment on their LinkedIn post, follow up with a linkedin post mention, and get their response on a personalized email. This builds recognition and credibility.
Channel Nuances: Match the Tone and Intent
1. LinkedIn:
What Works:
- Comment on their posts with thoughtful insights.
- Tag them in comments on relevant industry thought leader posts.
- Send connection requests with a brief, personalized note.
Example: “Hi [Name], your post about [topic] aligns with challenges I see in [industry]. Would love to connect.”
Mistakes to Avoid:
- Don’t send connection requests without context.
- Avoid overly salesy messages immediately after connecting.
Advanced Tactic:
Write a post about their industry or challenges. Tag them and offer value. Example: “Many SaaS leaders like [Name] focus on X. Here’s a guide on solving Y.”
2. X (earlier Twitter):
What Works:
- Retweet their insights with a personalized comment.
- Reply to their tweets to start a conversation.
- Mention them in tweets about shared interests or industry challenges.
Example post:
“@ProspectName loved your post on scaling SaaS. Curious how your team handles X?”
Mistakes to avoid:
- Don’t make it all about you.
- Avoid generic replies like “Great post!”
3. Email:
What Works:
- Write short emails tailored to their pain points.
- Use sequences to follow up systematically.
- Include valuable resources: guides, invites to events, or case studies.
Good Example:
Subject Line: “Quick idea for your [specific challenge].”
Body:
“Hi [Name], noticed your focus on [topic]. Here’s a guide our team created on solving X. Would love to hear your thoughts.”
Mistakes to Avoid:
- Overloading with information.
- Sending one structure emails to everyone.
Pro Tip: Emails with subject lines matching the prospect’s style have higher open rates.
4. Calls:
Use a three-step flow:
- First 20 seconds (Icebreaker): Start with a personalized reason for calling along with insights.
Example: “Hi [Name], I read your 10k report and found out that you are expanding in south East Asia.”
- Next 20 seconds (Engage): Ask an open-ended question to get them talking.
Example: “How are you handling [specific challenge] this quarter?”
- Final 20 seconds (Close): Transition to booking a meeting.
Example: “Would a quick chat next week help us explore this further?”
Mistakes to Avoid:
- Diving straight into your pitch.
- Overloading them with too much information.
Pro Tip: Calls are about tone and energy. Mirror their pace and enthusiasm.
Multi-Touch Strategies: Build a Flow
Combine channels for maximum impact:
LinkedIn: Comment on their post → Send a personalized message.
X (Twitter) : Retweet their post → Reply with a question.
Email: Send a follow-up email referencing your LinkedIn or Twitter interaction.
Call: Reference your earlier outreach to open the conversation.
Example:
A sales rep noticed a prospect discussing cost-saving challenges on LinkedIn. They:
Commented on the post.
Sent a LinkedIn message offering a case study.
Followed up with an email highlighting specific cost-saving insights.
Called to ask for feedback on the shared resources.
Result? A booked meeting within three days.
- Challenge: Most teams don’t tailor tone per channel.
- Solution: Use AI tools to analyze tone and guide outreach for each channel.
Tone-matching isn’t a one-size-fits-all approach. Each channel requires nuance and care. When done right, multi-channel outreach doesn’t just get attention—it builds relationships.
How to gather and analyze data to understand a prospect’s tone
Writing in a prospect’s tone starts with solid research. If you don’t know their style or priorities, your message won't get any response.
Here’s how to understand a prospect's tone…
Step 1: Start with the Basics—Research
Before diving into tone, understand their pain points.
- Why? Tone is useless without relevance. If your message doesn’t address their needs, it won’t work.
- Use tools like Revenoid to identify high priority accounts using account scores and insight scores.
Research Checklist:
1. LinkedIn Posts: Look for their recent posts and comments.
- Are they formal or casual?
- Do they use emotional or logical language?
2. Twitter Activity: Check for tweets or retweets.
- Are they engaging or reserved?
- What topics do they care about?
3. Blogs/Articles: Scan for authored content or quotes in interviews.
- How detailed are they?
- Are they storytelling or fact-focused?
4. Emails/Comments: If you’ve communicated before, analyze their style.
Step 2: Automate Data Collection with Tools
Manually gathering data takes hours. Automation simplifies the process.
Recommended Tools:
- Make/Zapier: Integrates with CRMs, Linkedin, Twitter and content sources to fetch relevant information.
- GPT Agents: Analyze collected text for tone, structure, and key patterns.
Example Workflow:
1. Use automation to pull LinkedIn, X, and blog posts.
2. Feed the content into a GPT Agent for analysis.
3. Get outputs like tone (formal/casual), vocabulary preferences, and power words.
Step 3: Analyze Tone and Structure
Once you have the data, focus on these elements:
Emotional Words:
- Are they using positive, empathetic, or problem-solving language?
- Example: A prospect writing “excited” is optimistic; one writing “frustrated” may need urgency.
Sentence Structure:
- Short and direct → They value brevity.
- Long and detailed → They prefer comprehensive communication.
Vocabulary:
- Technical terms → They are analytical.
- Conversational words → They prefer a human, casual tone.
Use a prompt in GPT:
"Analyze this text and provide insights on tone, structure, emotional words, and writing style."
Step 4: Merge Insights with Frameworks
Combine your findings with proven frameworks.
Option 1: Use expert-recommended frameworks. We have written about these frameworks earlier in our newsletter.
- Example: Start with a logical hook for analytical prospects.
Option 2: Adapt your company’s existing sales structures.
- Example: Add power words from their content to personalize your message.
Option 3: Create a custom structure unique to each prospect.
Writing outreach messages that match tone and style using AI
With AI, you can analyze a prospect’s communication style and write messages that feel like they were written just for them.
Here’s how to do it step-by-step.
Step 1: Gather Your Data
Start with the right inputs.
Collect prospect content:
- LinkedIn posts, Twitter activity, blogs, and articles.
- Emails or comments from previous conversations (if available).
- Use tools like Revenoid, Make, or Zapier to automate this process.
Example Workflow:
1. Connect LinkedIn, Twitter and Emails data to Make or Zapier.
2. Pull the content into a centralized database or spreadsheet.
3. Feed this data into a GPT agent for analysis.
The more data you provide, the more accurate the tone analysis.
Step 2: Analyze the Prospect’s Tone and Style
AI can break down tone into actionable elements. Use prompts to extract:
- Tone: Is it formal, casual, or conversational?
- Structure: Do they prefer short, punchy sentences or long, detailed ones?
- Vocabulary: Are they using technical terms or plain language?
- Emotional Words: Are they optimistic, urgent, or problem-focused?
Example Prompt:
"Based on this data, analyze and provide tone, structure, power words, emotional words, writing style, and vocabulary."
Review the AI’s output for style alignment.
Step 3: Build a Personalized Framework
Take the tone insights and integrate them into your sales frameworks.
Steps to Personalize:
1. Map the tone insights to your outreach process:
Emails: Use their preferred vocabulary and sentence length.
LinkedIn messages: Mirror their tone and include references to their posts.
2. Align with your existing sales structures:
Use proven hooks (e.g., logic-first for analytical prospects, story-first for emotional ones).
3. Test variations:
Create multiple drafts and A/B test to see what resonates.
Step 4: Automate Insights with Make or Zapier
Streamline this process for scalability.
Automation Workflow:
1. Connect Tools: Link LinkedIn and Emails to Revenoid, Make or Zapier.
2. Feed Data: Send collected content to your GPT agent for tone analysis.
3. Generate Outputs: Get actionable insights on tone, structure, and preferred styles.
Example Output:
- Tone: Conversational
- Structure: Short sentences
- Power Words: “Innovative,” “Efficient,” “Scalable”
Step 5: Write Outreach Messages
Use the AI-generated insights to write personalized communication.
Example 1: LinkedIn Message
"Hi [Name], I noticed your post about [specific topic]. Your point on [key insight] aligns with challenges I’ve seen in [industry]. Let’s connect—I’d love to share a few strategies that could help."
Example 2: Email
Subject: “Quick idea to streamline [specific process]”
Body:
Hi [Name],
I’ve been following your updates on [topic]. Here’s an insight I thought might be helpful: [solution or idea]. Let’s explore how this could work for your team. Are you free for a 15-minute call next week?
Example 3: Call Script
- Icebreaker: “Hi [Name], I read your 10k report about expansion goals and found you are launching a new office in Singapore.”
- Engage: “How are you currently handling [specific challenge]?”
- Close: “Would it help if we scheduled a quick call to discuss this further?”
Step 6: Retain the Human Touch
AI is a tool… you need to add a human touch for empathy.
Best Practices:
- Review AI Outputs: Ensure the message feels natural, not robotic.
- Add Personalization: Mention specific insights or achievements unique to the prospect.
- Avoid Over-Automation: Tailor each message manually after AI drafts it.
Example
Scenario: A prospect posts on LinkedIn about scaling their team.
1. Data Gathered:
- LinkedIn posts show they value collaboration and efficiency.
- Vocabulary is conversational with words like “team,” “growth,” and “success.”
2. AI Analysis:
- Tone: Optimistic and collaborative.
- Structure: Medium-length sentences with clear calls to action.
3. Outreach Message:
- LinkedIn:
“Hi [Name], loved your post about team growth. I’ve worked with leaders tackling similar scaling challenges—let’s connect!”
- Email:
“Hi [Name], your insights on scaling teams are spot-on. I’d love to share a quick case study about how we helped [similar company] achieve [result]. Let’s connect next week.”
Result: A 2x higher response rate compared to generic outreach.
How Revenoid simplifies tone matching and account research
Writing in your prospect’s tone doesn’t have to be overwhelming.
Revenoid streamlines the entire process, combining automation, AI, and actionable insights. It’s your sales team’s secret weapon for crafting personalized communication that gets results.
Step-by-Step Workflow: From Data to Connection
Revenoid takes the heavy lifting out of tone-matching process with three simple steps:
1. Collect Prospect Data Automatically
- Pulls data from LinkedIn, blogs, existing emails and other online sources.
- Highlights key pain points, achievements, and their communication style.
Example:
A VP of Marketing has LinkedIn posts focused on ROI metrics and scaling campaigns. Revenoid flags these as priority topics.
2. Analyze Tone, Structure, and Priorities
With the help of GPTs, identify the tone, structure and priorities from the chosen insights and posts.
- Breaks down tone from GPT: formal, conversational, emotional, or data-driven.
- Identifies preferred sentence structure: short, direct, or detailed.
- Highlights power words and emotional triggers used by the prospect.
Example:
The VP’s posts use phrases like “growth-focused,” “scalable,” and “impact.” GPT identifies these as essential vocabulary for outreach.
3. Craft Personalized Communication
Uses custom frameworks blending:
- Expert Structures: Proven techniques from sales leaders.
- Organizational Structures: Your company’s specific messaging guidelines.
- Prospect-Specific Structures: Their tone, vocabulary, and priorities.
- Generates LinkedIn messages, email drafts, and call scripts tailored to each prospect.
Example Message:
"Hi [Name], I noticed your focus on scalable marketing strategies to grow 50% MoM in the northern region for the next 6 months. Here’s a quick insight into how we helped [similar company] achieve a 70% growth MoM. Would love to explore how this could work for your team."
Revenoid integrates tone and research into your outreach framework.
- Expert Frameworks: Combines tried-and-tested sales templates with personalization.
- Prospect Specificity: Customizes communication for each individual.
Pair Revenoid with tools like Zapier or Make for seamless workflows. Automatically send data to Revenoid, receive insights, and generate drafts without switching platforms.
By combining automation, AI, and personalization, Revenoid enables your team to craft outreach that matches your complex workflows and speaks directly to your prospect’s style.
Conclusion
Prospects don’t respond to generic messages. They respond to messages that feel like they were written for them—because they are. Tools like Revenoid give your team the insights they need to craft outreach that trigger conversations
Would you like to evaluate “Revenoid AI” as your Ultimate Sales AI Tool? Book a meeting on the button below.
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