With AI Email Assistant, you can add a prompt directly to your email template. Based on your instructions, the form’s context, and each respondent’s input, AI generates a unique message. Whenever a follow-up is sent, the AI block is replaced with this tailored content – so every respondent receives a hyper-personalized message created just for them.
Why use AI in your follow-up emails?
Traditional follow-ups often look the same for everyone. With AI, each respondent receives a unique message. Here are some real-world scenarios:
Customer feedback thank-you
→ Send personalized appreciation messages that reflect the sentiment of the feedback and acknowledge concerns right away.Quiz or assessment results
→ Recap answers and scores in a clear summary, adding guidance or explanations so respondents understand their outcomes.Product or service recommendations
→ Share tailored suggestions, such as health tips, skincare routines, or learning resources, based on input.Next steps and instructions
→ Confirm bookings, explain onboarding or hiring stages, and guide respondents with clear, personalized steps.Development or reflection plans
→ Send constructive feedback or growth suggestions when forms are used for employee reflections or training purposes.
📌 Before diving in, check out the guide on how to create dynamic, hyper-personalized ending pages with AI.
It shows how AI-generated messages work in Formaloo, with many use cases and prompts/outputs examples.
To start crafting your AI-powered follow-ups:
Step 1: Create a custom email template
In your profile, go to Apps & integrations → Email templates → Add new template:
📌 See how to send custom email templates for step-by-step guidance.
Step 2: Add the AI Email Assistant block, and write the prompt
In your template editor, click ✨ AI Email Assistant in the top formatting panel to insert an AI box.
☝ Alternatively, you can simply type /ai right in the editor and hit Enter.
Write your AI prompt in the box, and save the template:
To personalize the emails and the AI output, you can use answer piping to pull the respondent’s input into your AI prompt. To do that, make sure you assign IDs to the fields or variables whose values you want to pull. For example:
“The person’s name is @name” will let AI know that the person's name is the value from the field with ID
name.
☝ Alternatively, you can use the system variable @answered to pass all answered fields (both questions and responses) to the AI at once. For example:
Add a line in your prompt like: “The person has completed a quiz to discover their skin type. The questions and their answers: @answered” – this will let AI analyze all quiz questions and answers together.
💡 You can reuse those prompts in your email templates, or refine them so they’re more suitable for follow-ups – for example, showing a detailed summary on the ending page and sending a more concise version in the follow-up email.
📌 Check out our guide on writing effective AI prompts for more tips and examples!
Step 3: Set up logic to send follow-up emails
Next, set up email notifications to be sent with your custom template that includes the AI-generated message, summary, or tailored recommendations.
You can enable Respondent email notifications directly in your form’s Settings → Notify tab, and pick the template you just created:
Or, you can set up conditional email notifications via logic rules, so follow-ups are sent based on respondents’ input or other conditions.
📌 Check out our step-by-step guide on sending conditional email notifications.
Step 4: Test the emails and the AI output
Submit multiple test responses with varying responses/input to see how the output looks in the follow-up email, and tweak your AI prompt or conditional logic if needed.
Key takeaways
AI Email Assistant turns ordinary emails into hyper-personalized follow-ups.
Use clear prompts and reference field IDs to control the message AI generates.
You can also reuse or adapt prompts from your AI-powered ending pages. For example, show a detailed summary on the ending page and send a shorter or refined version in the follow-up email.
Test your prompts and refine them to get the best results.
By combining your respondents’ data with Formaloo AI, you can make every follow-up email informative, personalized, and engaging 🧡
💡 What to do next
AI Email Assistant is only one of several AI tools available in Formaloo. Explore these features to get even more out of your forms:
💖 AI Smart Content for ending pages – generate dynamic, hyper‑personalized results and recommendations right on the ending page.
🧠 AI Analyze – turn responses into summaries and insights automatically to spot patterns faster.
💬 Magic Question – get context‑aware suggestions for follow‑up fields to complete your form’s flow.
✍️ Magic Rewrite – refine wording, tone, and clarity across your form so questions are easier to answer.