Use Gmail's AI Smart Compose to Speed Up AMC Communications
What This Does
Gmail's Smart Compose uses AI to predict and auto-complete your email text as you type — and Gmail Templates (formerly Canned Responses) let you store your most common email types for one-click reuse. Together, these cut the time you spend on routine AMC and client emails by 50–70%.
Before You Start
- You use Gmail for your appraisal email
- Smart Compose is enabled (check Settings → General → Smart Compose)
- You have 10 minutes to set up 3–4 templates you'll use daily
Steps
1. Enable Smart Compose (if not already on)
Click the gear icon (⚙️) in Gmail → See all settings → General tab. Scroll to "Smart Compose" and select "Writing suggestions on." Scroll to "Smart Compose personalization" and enable it. Click Save Changes at the bottom.
What you should see: When you start typing an email, light gray text will appear suggesting how to complete your sentence. Press Tab to accept a suggestion.
2. Start typing and accept AI suggestions
Open a new compose window. Start typing: "Thank you for the assignment at" — Gmail will suggest the address or a standard completion. Press Tab to accept. Continue typing and use Tab to accept relevant suggestions.
Smart Compose learns from your email history. It quickly adapts to your common appraiser phrases: "I will have this report completed by," "I was unable to gain access," "I am requesting a," etc.
3. Enable Templates (Canned Responses)
Go to Settings → Advanced tab. Find "Templates" and click Enable. Save Changes.
4. Create your first template: Extension Request
Compose a new email with your standard extension request language:
Subject: [Order Number] - Extension Request
I am writing to request a [X]-day extension on the appraisal report for [address]. The reason for this request is [reason]. I expect to have the completed report submitted by [new date]. Please advise if this extension can be accommodated. Thank you for your understanding.
Go to the three-dot menu (⋮) in the compose window → Templates → Save draft as template → Save as new template. Name it "Extension Request."
5. Create additional templates for common situations
Repeat for:
- Inspection Confirmed: "This confirms the inspection is scheduled for [date] at [time]. Please ensure the property is accessible."
- Access Issue - Reschedule: "I was unable to complete the inspection at [address] on [date] due to [reason]. I have rescheduled for [new date/time]."
- Report Submitted: "Please be advised that the appraisal report for [address] has been submitted to the portal. Report reflects an effective date of [date]."
6. Use a template
When writing a new email, click the three-dot menu (⋮) → Templates → select your template. Customize the bracketed fields and send.
Real Example
Scenario: A tenant refused access to your scheduled inspection at 123 Oak Street. You need to notify the AMC and reschedule.
Without templates: Open email, think through what to say, write 4–5 sentences, review for professional tone. ~8 minutes.
With templates: Click Templates → "Access Issue - Reschedule." Fill in: address = "123 Oak Street," date = "today," reason = "tenant refused access," new date = "Thursday at 2pm." Send. ~90 seconds.
Tips
- Create a template for your most common AMC (if one AMC sends you most of your work, customize the template to match their preferred format).
- Smart Compose learns from your sent emails — the more you use Gmail, the better its suggestions become for your specific communication style.
- Add a keyboard shortcut for your most-used template: in template settings, you can pin templates to appear at the top of the list.
Tool interfaces change — if a button has moved, look for similar AI/magic/smart options in the same menu area.