Once you have contacts for your sources, ConvertMate generates personalized 3-email sequences. Each email references specific details about the recipient, their content, and the value you're offering.
How email generation works
Email generation follows these steps:
- Content analysis - The source article is crawled and analyzed to understand its topics, writing style, and potential gaps your brand could fill
- Context building - Information is gathered about the contact, their company, and your value proposition
- Sequence generation - Three personalized emails are created, each building on the previous one
- Subject line creation - A compelling subject line is generated based on the article topic
The 3-email sequence
Each generated sequence includes:
Email 1: Initial outreach
- References something specific about their article
- Identifies a gap or opportunity
- Introduces your brand/resource as a solution
- Includes your incentive (if defined)
- 50-70 words
Email 2: Follow-up
- Brief reference to the first email
- Adds a new angle or insight not mentioned before
- More explicit about the incentive
- 30-50 words
Email 3: Final follow-up
- Acknowledges they're busy
- Brief mention that the offer is still available
- No-pressure close
- 20-35 words
Email personalization
Emails are personalized based on:
- Article content - Topics covered, content gaps identified, writing style, plus a mandatory reference to the article, podcast, or video title so the hook never says only "your article".
- Contact role - Job title and seniority affect tone
- Company size - Larger companies get more formal language, smaller ones get more casual
- Your incentive - The exact incentive text you set is woven naturally into each email and is no longer replaced by generic offers.
- Discovery topic - Why this source was relevant to your search
Email tone adaptation
The system adapts email tone based on the recipient's profile:
- Executives at large companies - Formal, concise, respect their time
- Contributors at large companies - Professional but approachable
- Mid-size company contacts - Balanced professionalism with warmth
- Small company/startup contacts - Friendly, conversational
- Individual bloggers/freelancers - Warm, personal, relationship-focused
This adaptation affects language and framing, not the substance of your offer.
Built-in quality safeguards
- Model fallback chain – If GPT-5-mini fails to produce a complete email, the system automatically retries with GPT-5 and then GPT-4.1 so you still get a polished sequence.
- Structural validation – Each email must contain a hook, a clear value statement, and a CTA before the status can advance. Empty or low-effort drafts are discarded automatically.
- Incentive fidelity – Your offer is never swapped for a generic promise; the text you configured stays intact across all three emails.
- Ready-to-send gating – Outreach sources remain in "Generating" until all three emails pass the above checks, so you no longer see Ready to send on half-complete sequences.
Generating emails
Single source
- Go to Outreach → Sources
- Click on a source with a contact
- Click Generate emails
Multiple sources
- Go to Outreach → Sources
- Check the boxes next to sources with contacts
- Click Generate emails in the toolbar
Email generation costs 10 credits per source.
Generation progress
While emails are being generated, you'll see progress updates:
- Crawling content (if not already done)
- Generating email 1
- Generating email 2
- Generating email 3
- Generating subject line
The full process typically takes 30-60 seconds per source.
Reviewing generated emails
After generation, click on the source to see:
- Subject line - Short, topic-relevant, designed to get opened
- Email 1, 2, 3 - The full email bodies
Each email shows the structured components:
- Hook (opening line)
- Problem/opportunity
- Solution/value
- Call to action
Regenerating emails
If you want different emails:
- Click on the source
- Click Regenerate emails
This creates a fresh sequence with different angles and wording. Regeneration costs 10 credits.
Email language
Emails are generated in the language you selected during discovery setup. Supported languages include English, Spanish, French, German, Italian, Portuguese, Dutch, Swedish, Polish, Japanese, Korean, and Chinese.
Email delivery
ConvertMate sends emails on your behalf using our email infrastructure:
- Emails are sent from ConvertMate
- Each email includes a personalized greeting with the contact's first name
- Follow-ups are automatically spaced (typically 3-5 days apart)
- Sending is optimized for deliverability and timing
You don't need to manually send emails or manage timing - once you approve a source for sending, ConvertMate handles delivery of the full sequence automatically.
Using your Outreach Manager settings
If you've configured the Outreach Manager agent, email generation uses your saved preferences:
- Email tone - Professional friendly, casual, formal, or concise
- Custom instructions - Any specific guidelines you've provided
- Target language - Default language preference
Best practices
Generate emails for promising sources only - Review your contacts and skip sources that aren't a good fit before generating emails. Review before approving - Check that the generated emails accurately represent your brand and offering before approving for send. Keep your incentive consistent - The emails use the incentive you defined in your discovery. Make sure you can deliver on it. Track responses - Source statuses update automatically when contacts reply, helping you monitor success rates.What's next
Need help with email generation? Use the chat widget in the bottom-right corner, or email support@convertmate.io.