📧 Email Generation
Master the email wizard and communication styles
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Email Generation Overview
The email wizard is where JetInbox transforms your brief context into professional, aviation-appropriate communication. It’s designed to understand aviation scenarios, detect missing information, and adapt tone based on who you’re writing to.
How It Works
When you submit a request, JetInbox follows a structured process:
Pre-Flight Analysis
JetInbox scans your input for missing information, audience mismatches, and conflicting details. If something’s unclear, you’ll be prompted before generation begins.
Context Understanding
The system identifies the type of communication (AOG emergency, routine quote, compliance request), relevant aviation terminology, and the appropriate tone.
Email Generation
Using your organisation’s glossary and brand voice settings, JetInbox generates a complete email with subject line, greeting, body, and closing.
Review & Refine
You can copy the email directly or use refinement options to make it shorter, longer, more direct, or change the style entirely.
Supported Modes
- New Email — Start fresh with a new email to any recipient
- Reply — Respond to an existing email thread with context awareness
- Enhance — Improve an existing draft you’ve written
Audience Selection
Selecting the right audience tells JetInbox how to adjust tone, formality, and terminology. Each audience type has specific expectations in aviation communication.
Aviation-Specific Audiences
✈️ Parts Supplier/Trader
Context: Parts trading, component sales, AOG support, inventory requests, pricing negotiations.
Tone: Direct, technical, and transactional. Time is critical in aviation parts.
Typical scenarios: AOG requests, RFQ responses, parts availability inquiries, condition reports.
🏢 Aircraft Lessor
Context: Lease agreements, redelivery inspections, maintenance reserves, technical records, compliance.
Tone: Formal, precise, and contract-aware. Lessors are financially and legally focused.
Typical scenarios: Lease negotiations, redelivery coordination, maintenance findings, records requests.
🔧 MRO Customer
Context: Maintenance scheduling, inspections, findings, repairs, certifications, TAT commitments.
Tone: Professional, technically competent, and service-oriented.
Typical scenarios: Maintenance proposals, inspection reports, finding notifications, TAT updates.
🛫 Airline Operations
Context: Flight operations, scheduling, technical delays, crew coordination, operational readiness.
Tone: Efficient, clear, and operationally focused. Every minute counts.
Typical scenarios: AOG notifications, technical delay updates, aircraft readiness confirmations.
🏭 OEM/Manufacturer
Context: Technical support, warranty claims, service bulletins, engineering inquiries, part sourcing.
Tone: Technically precise and formal. OEMs expect detailed documentation.
Typical scenarios: Technical queries, warranty claims, AD compliance, service bulletin coordination.
Internal Audiences
👔 Manager
Context: Updates, approvals, accountability, project status, resource requests.
Tone: Professional, concise, and respectful. Get to the point quickly.
Typical scenarios: Status updates, approval requests, problem escalations, resource needs.
👥 Colleagues
Context: Collaboration, coordination, information sharing, project work.
Tone: Friendly yet professional, can be conversational.
Typical scenarios: Project updates, meeting coordination, information requests.
Customer/Sales Audiences
🤝 New Customer/Lead
Context: Outreach, onboarding, introductions, proposals, building relationship.
Tone: Warm, persuasive, and value-driven. Build trust and credibility.
Typical scenarios: Initial outreach, proposal presentations, onboarding communications.
⭐ Existing Customer
Context: Support, retention, relationship management, service delivery.
Tone: Helpful, reassuring, and relationship-focused.
Typical scenarios: Support requests, service updates, relationship check-ins, renewal discussions.
When JetInbox detects urgent aviation situations (like AOG), it automatically adjusts the tone regardless of audience selection. Emergency context takes priority over formality settings.
Communication Styles
Communication style controls how detailed and verbose your generated email will be. Choose based on the situation and recipient expectations.
Ultra-Brief
Best for: AOG situations, time-critical requests, quick internal updates, busy recipients who need facts fast.
Characteristics:
- Maximum brevity — essential information only
- No pleasantries or padding
- Direct action items
- Often 3-5 sentences total
Standard
Best for: Most business communication — quotes, proposals, follow-ups, routine coordination.
Characteristics:
- Balanced approach — professional and complete
- Appropriate context without being verbose
- Standard business email structure
- Clear action items and next steps
Comprehensive
Best for: Formal proposals, compliance matters, documentation, new customer communications, complex technical explanations.
Characteristics:
- Detailed and thorough
- Full context and background
- Explanations where helpful
- Professional formality throughout
You can set your preferred default communication style in Preferences. This will be pre-selected each time you generate an email, but you can always change it per email.
When to Use Each Style
| Situation | Recommended Style |
|---|---|
| AOG / Emergency | Ultra-Brief |
| Quick internal update | Ultra-Brief |
| Parts availability request | Ultra-Brief or Standard |
| Quote or RFQ response | Standard |
| Follow-up email | Standard |
| Meeting coordination | Standard |
| Formal proposal | Comprehensive |
| Compliance documentation | Comprehensive |
| New customer introduction | Comprehensive |
| Technical explanation | Comprehensive |
Pre-Flight Analysis
Before generating your email, JetInbox runs a “Pre-Flight” check — just like pilots do before takeoff. This catches issues that would result in a vague, incomplete, or misdirected email.
What Pre-Flight Checks
Missing Information
Detects when critical details are absent — part numbers, dates, quantities, prices, registration numbers.
Example: “Send quote for landing gear” → Missing: P/N, condition, quantity, customer name
Audience Mismatch
Identifies when your selected audience doesn’t match the content of your message.
Example: Selected “Aircraft Lessor” but context sounds like internal team coordination
Conflicting Details
Catches inconsistencies in your input that would confuse the recipient or generate an incoherent email.
Example: Mentioning two different MSN numbers or contradictory dates
Multiple Audience Detection
Alerts you when your context could apply to multiple audience types, letting you confirm the right one.
Example: Quote request could be for Parts Supplier OR MRO Customer
How to Respond to Pre-Flight Prompts
When Pre-Flight detects an issue, you’ll see a prompt explaining what’s needed. You have options:
- Add the missing information — Update your context with the requested details and regenerate
- Proceed anyway — If you intentionally want a general email, you can override (though results may be vague)
- Change audience — If audience mismatch is detected, switch to the suggested audience
In aviation, vague communication causes delays, misunderstandings, and compliance issues. A quote without a part number wastes everyone’s time. Pre-Flight ensures your emails get results on the first attempt.
Disabling Smart Detection
If you find Pre-Flight too aggressive for your workflow, you can disable “Smart Audience Detection” in your Preferences. This will reduce the number of prompts but may result in less accurate audience matching.
Keep Smart Detection enabled, especially when you’re new to JetInbox. It helps you learn what information makes for effective aviation communication.
Email Refinements
After JetInbox generates your email, you can refine it without starting over. Refinements modify the existing output while preserving aviation terminology and context.
Available Refinement Options
📉 Make it Briefer
Shortens the email by approximately 30%. Removes unnecessary explanatory text and redundant phrases while keeping all critical aviation information.
Keeps: Part numbers, prices, dates, aviation terminology, action items
📈 Make it More Detailed
Expands the email with additional context, technical specifications, and business background. Adds value without padding.
Adds: Technical context, clarifications, relevant background
🎯 Make it More Direct
Removes all pleasantries and padding. Gets straight to the point. Perfect for time-sensitive situations or recipients who prefer brevity.
Removes: “I hope this finds you well”, unnecessary thank-yous, filler phrases
🔄 Change Style
Switches between Ultra-Brief, Standard, and Comprehensive styles while keeping the same information. Useful when you realise a different verbosity level would work better.
Changes: Verbosity and detail level only
👥 Change Audience
Rewrites the email for a different recipient type. Adjusts tone, formality, and detail level to match the new audience’s expectations.
Changes: Tone, formality, terminology usage
✏️ Custom Refinement
Apply your own specific instruction. Tell JetInbox exactly what to change — add a paragraph, remove a section, adjust specific wording.
Example: “Add a paragraph about our 24/7 AOG support capability”
What Refinements Preserve
All refinement types are designed to maintain aviation integrity:
- Aviation terminology (ex-stock, TAT, MSN, P/N, serviceable, etc.)
- Critical business information (prices, dates, quantities)
- Aviation context and urgency level
- Professional email structure
You can apply multiple refinements in sequence. For example: Generate → Make Briefer → Make More Direct. Each refinement builds on the previous result.
Tips for Better Results
Get the most out of JetInbox’s email generation with these practices:
Writing Better Context
✅ Be Specific
Good: “Quote follow-up for 737NG main landing gear P/N 161A1100-5, customer is Delta, sent 2 weeks ago at $45,000”
Avoid: “Follow up on a quote we sent”
✅ Include Key Details
Include: Part numbers, registration numbers, MSN, customer names, dates, prices, quantities, conditions (serviceable, as-removed, overhauled)
✅ State Your Goal
Good: “Need to politely push for a decision before end of week”
Good: “Apologise for delay and confirm new delivery date of 15 March”
✅ Mention Urgency When Relevant
If it’s time-sensitive, say so: “AOG situation”, “deadline tomorrow”, “urgent response needed”
Common Mistakes to Avoid
- Too vague — “Send an email about the part” gives JetInbox nothing to work with
- Wrong audience — Double-check your selection matches who you’re actually emailing
- Missing recipient info — Include their name/company if you want a personalised greeting
- Style mismatch — Using Comprehensive for an AOG wastes the recipient’s time
If you can describe what you want to say in 30 seconds out loud, you’ve given JetInbox enough context. If you can’t, add more detail before generating.