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:

• 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.

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.

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

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.

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.

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.

Send from your own email address

Configure your email 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.

Email statuses

• Unsent — a blue email icon to the left of the task.

• Sent — the icon turns green and the button turns yellow and says "Re-Send".

• 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.)

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

Updated on: 07/02/2026