How to Create an Automated System for Generating AI-Powered Letters and Sending Them via Email

Photo by Brett Jordan on Unsplash

Some years ago, drafting a business letter, proofreading, and sending required human labor, work, and time. But in 2025, you can do it more smartly.

With AI

• You can generate personalized, high-quality letters.
• You can customize each message based on the recipient domain.
• And you can send the letters automatically via email, with tracking and scheduling options.

Why Automate Letter Generation and Emailing?

• Saves hours of writing and editing
• Scales effortlessly from 10 to 1,000 contacts
• Personalizes messages better than templates ever could
• Increases response rates with natural-sounding, well-written content

What your system will do

• Pull contact/company info from a spreadsheet or database.
• Use AI to generate personalized letter content.
• Send each letter via email automatically.
• Log and track emails sent.

Step 1: Prepare Your Company List

• Company Name
• Contact Name (optional)
• Contact Email
• Industry (optional)
• Reason for Outreach (optional)

Step 2: Generate AI Letters with GPT-4

import openai

def generate_letter(company_name, industry, reason):
    prompt = f"""
    Write a short, professional email to {company_name}, a company in the {industry} industry. 
    The purpose is: {reason}. Be polite and compelling. Limit to 200 words.
    """
    response = openai.ChatCompletion.create(
        model="gpt-4",
        messages=[{"role": "user", "content": prompt}]
    )
    return response.choices[0].message.content

Step 3: Automate Email Sending

• SMTP with Gmail, Outlook, etc.
• SendGrid / Postmark
• Python email libraries
• Zapier or Make.com for no-code integration

import smtplib
from email.mime.text import MIMEText

def send_email(to_email, subject, body):
    msg = MIMEText(body, 'plain')
    msg['Subject'] = subject
    msg['From'] = 'you@example.com'
    msg['To'] = to_email

    with smtplib.SMTP_SSL('smtp.gmail.com', 465) as server:
        server.login('you@example.com', 'your_password')
        server.sendmail('you@example.com', to_email, msg.as_string())

Step 4: Combine It All into a Loop

import csv

with open('contacts.csv', newline='') as csvfile:
    reader = csv.DictReader(csvfile)
    for row in reader:
        letter = generate_letter(row['Company Name'], row['Industry'], row['Reason'])
        send_email(row['Email'], "Quick Note From [Your Name]", letter)

Real-World Use Cases

• Apply to dozens of companies without sending the same boring cover letter
• Introduce your product to potential partners or customers
• Pitch your services at scale
• Send requests or campaigns to many organizations at once

Finally, with this system, you can send 100 personalized letters while you are asleep.