> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.nekst.com/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Email Task Overview - How to send Pre-written Emails # Email Task Overview: Send Pre-Written Emails Email Tasks let you send pre-written ("canned") emails to any party on a transaction. Each one is both an email and a to-do: you send the email with the **Preview & Send** button, then mark the task complete when you're satisfied it's done. ## How email tasks are formatted Every email task is pre-built with [SmartTags](https://help.nekst.com/en-us/article/smart-tags-pre-fill-your-emails-sms-messages-with-personalized-transaction-information-1w4f4be/): * **The transaction name appended to the subject** — e.g., "Time to Transfer Utilities - 456 Main St." Nekst adds the address automatically. * **A greeting** you set with a SmartTag like `#recipients.to.firstName`. Multiple recipients format as "Mike & John & Jimmy." * **A signature** via `#signature.sender`, so the correct signature is used based on who sends it. || Team accounts: pick a team member's role from the task's sender dropdown to send on their behalf. ## Write your email with AI Nekst can write and rewrite your email tasks for you. Look for the **Sparkle icon** in the top-right of any Email task. Clicking it opens the AI email assistant, where you set a tone, add optional instructions, and let Nekst draft the message. It works in Workflows and in live Transactions, and it keeps your SmartTags intact. ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/ai-email-assistant_1qtvlm5.gif =700x393) ### How to use it 1. Open an Email task and click the **Sparkle icon** in the top-right. 2. Choose a **Tone**: Professional, Friendly, Casual, or Formal. 3. (Optional) Add **Instructions** for this email — for example, "keep it short" or "mention the inspection deadline." Leave it empty to draft or rewrite the email automatically. 4. Click **Write with AI**. If the email body is empty, Nekst writes a complete email from scratch. If the task already has a template, Nekst rewrites it to read better. ### Empty SmartTags are cleaned up automatically When a SmartTag has no matching data for the transaction, Nekst leaves it out instead of printing "N/A." You don't have to do anything — the AI removes those empty labels and values for you every time. ### SmartTags, not real values The AI inserts **SmartTags, not real values** — you'll see `#recipients.to.firstName`, not "John." That lets you confirm each piece of data is pulling from the right source. Use **Preview & Send** to see the final message with real values filled in before it goes out. ### Set your defaults in Settings ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/ai-email-assistant-settings_1jbmf02.png =700x421) To control how the AI writes every email, go to **Settings > AI Email Assistant**: * **Global Instructions** — optional rules applied to every AI-written email on your account: sign-offs, word limits, tone preferences, and things to always or never say. You can also use this to override how the AI behaves by default. (Empty SmartTags are already removed automatically, so you don't need an instruction for that.) * **Default Tone** — the tone pre-selected whenever you open the AI email assistant. Click **Update** to save. || The AI email assistant is available on Email tasks only, not SMS tasks. ### How AI usage works Writing emails with AI draws from the same monthly AI allowance shared across your account. For how the allowance works, along with warnings and limits, see [Nekst AI: Your Chat Assistant Overview](https://help.nekst.com/en-us/article/nekst-ai-your-chat-assistant-overview-9f94c8/). ## Review and send You can edit any email before it goes out. Click **Preview & Send** to see the full message — subject, sender, recipients, and body with real values filled in — then send. ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/email-task-item-preview-and-se_1ojz3ob.png =700x92) ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/email-task-opened_37tgba.png =500x480) ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/email-task-preview_cl27ro.png =500x593) ## Send from your own email address [Configure your email](https://help.nekst.com/en-us/article/send-email-messages-using-your-email-address-1vi9csy/) so messages come from your address instead of "noreply@nekst.com." This removes Nekst branding, improves inbox deliverability, and routes every reply back to your inbox. ![](https://storage.crisp.chat/users/helpdesk/website/f43f5e89d91dd000/screenshot-2024-12-02-at-10235_16oqzdr.png) ## Email statuses * **Unsent** — a blue email icon to the left of the task. ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/screenshot-2026-05-28-at-44711_kn8gv9.png =700x84) * **Sent** — the icon turns green and the button turns yellow and says "Re-Send". ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/screenshot-2026-05-28-at-44723_1xzrmwu.png =700x84) * **Read** — for a single recipient, you're notified once the email is opened. (Not available with multiple recipients, since Nekst can't tell who opened it.) ![](https://storage.crisp.chat/users/helpdesk/website/-/f/4/3/f/f43f5e89d91dd000/screenshot-2026-05-28-at-44830_1ajdw9k.png =700x83) ## Ways to use email tasks * Tell a buyer to order a home inspection * Request an update from the lender or title company * Request HOA documents from the listing agent * Remind a seller to transfer utilities * Nudge the co-op agent for contract documents