Agent Sending Wrong Tone or Style

If your agent's emails don't sound like your brand, here's how to fix it.

Step 1: Identify the problem

Common tone mismatches:

Problem	Symptom
Too formal	"Dear Sir/Madam, I am writing to inquire..."
Too casual	"Hey! Just wanted to drop a quick line..."
Too salesy	"ACT NOW! Limited time offer!"
Too long	10+ sentence emails nobody reads
Wrong language level	Jargon your audience doesn't use
Missing personality	Generic, robotic-sounding messages

Step 2: Set your Tone & personality

Go to Brand voice in your Business Profile. There's a free-text Tone & personality field, not a preset list, so write it the way you'd describe your voice to a new hire. For example: "Warm and direct, like a contractor talking to a neighbor, never salesy, no exclamation marks."

Save it, and your agent applies it to new emails going forward.

If you want the agent to re-check your website and other brand signals too, use Refresh brand & voice. It re-researches within about 30 minutes.

Step 3: Give specific feedback via chat

Be precise about what to change:

Instead of	Say
"Fix the tone"	"Write like you're a helpful neighbor, not a salesperson"
"Be more professional"	"Use 'Hello [Name]' instead of 'Hey [Name]'"
"Sound better"	"Our brand voice is warm, confident, and direct. Avoid exclamation marks."
"Not so formal"	"Drop the 'Dear' and 'Sincerely.' Use 'Hi' and 'Thanks'"

Step 4: Share real examples

The most effective training is showing your agent an actual example:

• "Here's how I'd write this email: [paste your version]"
• "This email from our website captures our tone: [paste example]"
• "I like the opening of the email in today's report, more like that"

Step 5: Watch it improve over time

Tone changes from chat feedback apply gradually as new emails go out, it's not an instant switch. Check your next couple of weekly reports (Pro and Ultra get these) and look at recent sends. If it still isn't matching, give another specific round of feedback rather than a vague one.

Quick fixes

Want this	Tell your agent
Shorter emails	"Keep emails to 3 sentences max"
More personality	"Add a touch of humor when it fits"
Industry-specific language	"Use terms like {term1} and {term2}"
Local flavor	"Reference local landmarks and events when relevant"
Social proof	"Mention our 200+ five-star reviews when relevant"

Still not right?

If tone issues persist after a few rounds of feedback, email support@leadclaw.io with an example email that doesn't match your brand, what you'd prefer instead, and your industry and target audience.