Draft an Email with Centralize

Last updated: October 15, 2026

Use Centralize to generate personalized email drafts for any contact. Centralize pulls context from recent emails, calls, and opportunities to write a relevant, ready-to-send message on your behalf.

Contents

  • What Centralize uses to draft your email

  • Before you start

  • Set up your Email Personalization Settings

  • Draft an email

  • Have someone else on your team send it

  • Need help?

What Centralize uses to draft your email

Before drafting, Centralize pulls together a quick snapshot so your email matches the real relationship — not just the contact details.

Contact + relationship context

  • Who they are: name, role, location, LinkedIn, and background.

  • What matters right now: recent notes and priorities.

  • How they're feeling: buying sentiment + role (e.g., supporter vs. detractor).

Account + deal context

  • Account ownership and key customer notes.

  • Active opportunities (stage, amount, timing, and next steps).

  • Your company's context: the company description and documents (case studies, one-pagers, decks) your admin adds in Settings → Workspace → Company.

Recent activity + connection paths

  • Recent touchpoints (emails, calls, meetings, Slack/LinkedIn, etc.).

  • Past and upcoming meetings involving the contact.

  • Best warm intro paths (up to 5).

Helpful signals Centralize looks for

  • Meeting timing (upcoming, recent, scheduled, or none yet).

  • Deal status (renewal, late-stage, active deal, or account-only).

  • Engagement recency (fresh ≤7 days, recent ≤30 days, stalled >30 days).

  • Risk cues from sentiment and recent interaction summaries.

Before you start

  • Your Gmail integration must be connected to use the Open in Gmail send option.

  • Draft Email works on activated accounts with synced touchpoints, giving Centralize more context to work with.

Set up your Email Personalization Settings

Set these up before drafting your first email so Centralize's drafts sound like you, not a template.

  • About Me — Add additional context about yourself that helps Centralize personalize your outreach further.

  • Writing — Define your preferred tone and writing style.

  • Job Title & Company — Tell Centralize your role and organization so it can accurately represent you in outreach.

  • Greeting & Signoff — Set the default opening and closing language for your drafts (e.g., Greeting: Hey, Signoff: - Will).

These preferences are incorporated into every email draft Centralize generates for you — empty fields are simply ignored.

  1. Go to Settings → Email.

  2. Fill in the relevant sections.

Note: Changes take effect immediately on your next draft.

Draft an email

  1. Navigate to the contact you want to reach out to and click Draft Email. You can also click the ⋯ menu on the contact's card on the Stakeholder Map or Org Chart and select Draft Email.

  2. Centralize generates a draft using context from recent emails, calls, and open opportunities with that contact.

  3. Review the draft. You can refine it in two ways: select one of the suggested re-prompts to quickly adjust the tone or focus, or type your own prompt to give Centralize specific instructions on what to change or add.

  4. When you're ready to send, choose one of two options: copy the text to paste it wherever you need, or click Open in Gmail to launch a pre-filled Gmail compose window with the subject line and body ready to go.

Tip: Toggle on Sources while reviewing your draft to see exactly which emails, calls, or meetings Centralize referenced. This helps you verify the context and catch anything worth adjusting before you send.

Walkthrough: Draft Email — Use Centralize to create email drafts

Have someone else on your team send it

Draft Email sends from your own inbox. If you'd rather the email come from a teammate instead — for example, having a more senior rep's name on the send — use Request Outreach rather than Draft Email.

  1. Open the contact's card and click Reach Out.

  2. Select Request Outreach.

  3. Add context for the teammate you're requesting outreach from, then submit the request.

  4. Centralize generates a draft for your teammate to review, edit, and send on your behalf.

Note: Request Outreach is built for reaching out through someone who has a relationship with the contact — see "Warm Connections" for the full flow, including how it differs from Request Introduction.

Need help?

If you're having trouble generating or sending an email draft, contact support@usecentralize.com for assistance.