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How to automatically generate sales proposals and follow-up emails by combining EMOROCO CRM Lite and ChatGPT

Hello, this is Matsubara, CRM Evangelist.

"I tried creating a proposal using ChatGPT, but it ended up being somewhat off-topic."

There's something I want to tell sales representatives who are facing this problem.

The quality of ChatGPT output depends on the quality of the context passed to it.

A typical prompt ("Please create a proposal for XX") will only generate a generic proposal.
However, when you provide EMOROCO CRM Lite with data such as "this customer's emotional state," "words that resonated with them," "the decision-maker's personality," and "the context of the relationship so far," the output of ChatGPT changes dramatically.

This article explains a specific method for generating proposals and follow-up emails that resonate specifically with each customer by combining EMOROCO CRM Lite and ChatGPT.

Why is the combination of EMOROCO CRM Lite and ChatGPT so powerful?

ChatGPT has the ability to generate text.
However, it doesn't have the context of "I know your customers."

On the other hand, EMOROCO CRM Lite does not have the ability to "generate text," but it has a rich "context for customer relationships."

ChatGPT: Sentence generation ability ◎ / Customer context ✕
EMOROCO CRM Lite: Sentence generation ability ✕ / Customer context ◎

Combination: Text generation ability ◎ × Customer context ◎ = "A proposal tailored specifically for this customer"

This combination transforms a "generic AI text" into a "letter to this customer."

The "five contextual elements" that should be passed to ChatGPT

There are five pieces of information that should be extracted from EMOROCO CRM Lite and passed to ChatGPT.

[Five contextual elements to pass to ChatGPT]

① Emotional temperature and the process of change
　Currently: Warm
　Change: It was hot until three months ago, but then a competitor's proposal came in.
　　　　After becoming somewhat cool, he recovered to a warm state during last month's meeting.

② Narrative memo (in the context of the most recent relationship)
　"In last month's meeting, the emphasis on improving operational efficiency resonated more with me than on cost reduction."
　　Mr. Tanaka, the person in charge, prioritizes "making things easier for those on the ground" over the numbers.
　　"I realized that it's something to be important."

③ ICX Capture (Words that resonated/Words that didn't resonate)
　The key takeaways were: "It reduces the burden on the field staff" and "It makes things easier for the person in charge."
　It didn't resonate: "Cost reduction by XX%", "ROI by XX times"—it was all about numbers.

④ Information on decision-makers and internal promoters
　Decision-maker: Department Head (Department Head Suzuki) — I haven't been able to meet with him in person yet.
　Internal promoter: Mr. Tanaka, the person in charge.
　Tanaka's impactful remark to Manager Suzuki: "It will make things easier for the team."

⑤ Context of the next action
　A meeting with Department Head Suzuki is scheduled for next week.
　This will be my first meeting with a decision-maker.

By simply passing these five items to the prompt, the output of ChatGPT will change from a general proposal document to a "Proposal for Mr. Tanaka and Department Head Suzuki."

Before/After Comparison – Differences Between Without and With Context

Before: Prompt without context

prompt:
Please create a proposal for implementing a CRM tool.
　The target companies are in the manufacturing sector."

ChatGPT output (partial):
"In order to improve your company's operational efficiency and reduce costs,
　We would like to propose our CRM tool.
　The implementation resulted in a 30% improvement in sales productivity.
　We expect to reduce customer management costs by 20%...

My impression after reading it: It's just a generic proposal. It doesn't feel like a proposal specifically for our company.

After: Prompts passing the five contexts of EMOROCO CRM Lite

prompt:
Please create a proposal for implementing a CRM tool based on the following customer information.

[Customer information]
Emotional temperature: Warm (recovered from being cool 3 months ago)
Person in charge: Mr. Tanaka — Prioritizing "making things easier for those on the ground" over numbers.
Words that resonated with me: "It will reduce the burden on the field staff," "It will make things easier for the person in charge."
Words that didn't resonate: Cost reduction figures, discussions about ROI
Decision-maker: Department Manager Suzuki - Next week will be our first joint meeting.
Request to Tanaka: Please tell Manager Suzuki that this will make things easier for the team.
Next objective: To obtain approval for implementation from Department Manager Suzuki.

Based on the above context, please create a proposal that emphasizes a "practical, on-the-ground perspective."
Please focus on 'how to make things easier for the people on the ground on a daily basis,' rather than on numbers."

ChatGPT output (partial):
"This will allow on-site staff to leave work 30 minutes earlier every day."
　This is the core of our proposal.

　As Mr. Tanaka has told me, at your company's site...
　A significant amount of time is spent verifying, entering, and transferring customer information.
　Imagine 'a Monday morning' after implementing EMOROCO..."

Even with proposals for the same tool, the way they resonate with potential clients can be completely different.

Four types of prompt templates that you can copy and use.

Template 1: Sales Proposal Generation

Please create a proposal for [Product/Service Name] based on the following customer information.

[Basic customer information]
Company name: [Company name]
Person in charge: [Person in charge's name] [Position]

[Emotional temperature and circumstances]
Current emotional temperature: [Hot/Warm/Cool/Cold]
The sequence of events: [Describe the change in emotional intensity and the reasons in 1-3 sentences]

[Words and approaches that resonated with me]
[A word or topic from a recent interview that made you lean forward with interest]

[Words and approaches that didn't resonate]
[Topics and explanations that received little response are listed.]

[Decision-makers and internal structure]
Decision-makers: [Position/Personality]
Internal promoter: [Relationship with the person in charge]
Effective ways to communicate within the company: [Words that promoters should use with decision-makers]

[Purpose of the next meeting]
[What we aim to achieve with this proposal]

---

Based on the above, please prepare your proposal under the following conditions:
- Use the words that resonated with you at the beginning and end.
- Focus on [what the person in charge prioritizes] rather than numbers.
- Finally, encourage action toward the objectives of the next meeting.
- Approximately 2-3 pages of A4 paper

Template ②: Follow-up emails categorized by emotional intensity (for those who are very interested)

For the following customers, while maintaining a warm emotional temperature
Please create a follow-up email to encourage them to take the next step.

Customer Name: [Contact Person's Name]
Emotional Temperature: Hot ([Explain the reason for the current "hot" state in one sentence])
Previous contact: [When and what happened]
Words that resonated with me: [Words that made an impact during the previous meeting]
The next steps I would like to propose are: [Specific actions]

condition:
- Begin with a phrase from our previous conversation that "really struck a chord" with me.
- Avoid sounding like you're trying to sell something.
- Include a single line at the end that provides a natural transition to the next step.
- A concise email of 200 characters or less

Template ③: Follow-up email categorized by emotional temperature (for those who are cool/calm)

The following customers are targeted at increasing the level of relationship
Please create a follow-up email without any pressure.

Customer Name: [Contact Person's Name]
Emotional Temperature: Cool ([Explain the reason/circumstances for becoming cool in 1-2 sentences])
Last contact: [When and what happened]
Words that resonated with me previously: [Topics that were relevant before]
Objective of this meeting: To rebuild relationships. No sales pitches whatsoever.

condition:
- Instead of starting with a "It's been a while" type of greeting, use an opening that shows you're curious about what the other person has been up to.
- We will not discuss products or services at all.
- Include just one question at the end that makes it easy for the other person to reply.
A warm and heartfelt email of 150 characters or less.

Template ④: Formatting of IS → FS handover memo

The following narrative memo was used by the field sales team.
Please format the briefing sheet so that it can be read in 5 minutes before the initial visit.

[Original Narrative Memo]
[You can paste the narrative memo from EMOROCO CRM Lite directly.]

Conditions for cosmetic surgery:
- State the customer's "WHY" (why they are taking action) in one sentence.
- A list of things you should absolutely never say.
Three things you should confirm first during the initial consultation.
Three "language frameworks that resonate well"
- The entire content should fit within half a page of A4 paper.

Operational design for prompt asset creation

Once the combined operation of ChatGPT and EMOROCO CRM Lite is fully implemented, a design that "turns the prompts themselves into assets" will be necessary.

Building a prompt library

We'll consolidate the prompt templates used by the team into a shared document (Notion/Google Docs).

[Prompt Library Configuration]

Folder ①: Proposal Generation
　• Proposal template for the manufacturing industry
　- Proposal template for legal and accounting professionals
　Real estate proposal template

Folder ②: Follow-up emails
　- Templates categorized by emotional temperature (hot/warm/cool)
　- Follow-up after the experience (e.g., tutoring centers, home care services)
　- Warm-up emails to customers who have not been contacted for a long time

Folder ③: Handover/Summary
　- IS → FS handover briefing sheet
　- Summary of activities after the business negotiation
　- Automatic generation of monthly reports

Prompt quality control

Three principles of output checking:

① Always check whether "contextual elements are reflected."
　Does it contain words that resonate with people? Does it reflect the personality of the person in charge?

② Delete any phrases that are "commonplace."
　All generic phrases such as "Our company has a top-class track record in the industry" have been removed.

③ Before sending, ask yourself, "Would this person be happy if they read this?"
　I filter the text generated by AI based on my own sensibilities.
　This final human filtering process determines the quality.

The most important lesson: "The quality of the narrative determines the quality of the ChatGPT output."

There's one crucial thing we've realized from continuing to use ChatGPT and EMOROCO CRM Lite together.

The quality of the narrative memos entered into EMOROCO CRM Lite determines the quality of the ChatGPT output.

The narrative "Warm. In continued contact" will only generate generic follow-up emails.
"Mr. Tanaka prioritizes making things easier for the staff on site over the numbers. His perspective changed when he heard the phrase 'making it easier for staff to go home' during our meeting last month."
A narrative like, "Competitor A seems to be competing on price, but we can differentiate ourselves through UX," generates an email that makes the reader feel like they "know this person."

In other words, the emergence of ChatGPT, a user-friendly tool, has increased the value of meticulous record-keeping in EMOROCO CRM Lite.

The habit of "inputting emotional temperature" and "writing down words that resonated with the narrative" in CRM 4.0—these habits will create the strongest competitive advantage in the age of AI.

Summary: "Before using AI, create the habit of recording information."

ChatGPT is a tool. The effectiveness of a tool depends on how it's used.

There will be a huge difference in the quality of proposals and emails generated one year later between companies that carefully record emotional temperature, narrative, and ICX capture data using EMOROCO CRM Lite and companies that only use ChatGPT without recording this data.

First, create the habit of keeping records.
Next, we'll design a system to pass that record to ChatGPT.
This is the ultimate operational solution combining EMOROCO CRM Lite and ChatGPT.

Start by creating a "habit of recording" with our 30-day free trial.
Digitalization and AI Implementation Subsidy 2026 Compatible Tool Number: DL07-0022934
Product Info:https://www.emoroco.com/

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Person who wrote this article
Shinsuke Matsubara

Arcus Japan Representative Director / CRM Consultant
Click here for detailed profile
He has worked as a system engineer, architect, and consultant at Accenture and other companies, an evangelist at Infragistics (Microsoft MVP for Dynamics CRM (now Microsoft MVP for Business Solutions)), and a solutions specialist at Microsoft (in charge of Dynamics CRM products).He currently leads a service team specializing in CRM, supporting CRM implementation and business launches for companies of all sizes.At the same time, he works as a CRM evangelist, spreading the idea of "true" CRM through events and article contributions.
Having learned CRM at Accenture, and having advocated and globally popularized CRM 2.0 (platform-based CRM) at Microsoft, he is a legitimate successor to CRM and the longest-serving active CRM expert (CRM consultant/CRM doctor), having received an award at Worldwide.
Since then, as a leading expert in CRM who advocates CRM 3.0 (Personalized CRM) and CRM 4.0 (Creative CRM), he has been interviewed and received numerous awards both domestically and internationally from publications such as The Wall Street Journal, Newsweek, TIME, WORLDCOM, Mainichi Shimbun (Weekly Economist), and Nippon Cultural Broadcasting. He has also been selected as a representative company of the Kansai business community by "Keizaikai" for four consecutive years.
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