How do I create a Send Email tool for AI agents?

Last updated: November 5, 2026

Create a Send Email action tool when an AI agent should send a structured email during or after a conversation.

Before you start

  • Decide who should receive the email.

  • Prepare the reply-to address.

  • Decide whether the email should use fixed content or AI-generated content.

  • Define when the agent should be allowed to send the email.

Steps

  1. Open Agents.

  2. Select Tools.

  3. Select Create Tool.

  4. Choose Execute Actions as the tool type.

  5. Enter a tool name and save it.

  6. Add a clear label and description.

  7. Configure timeout and speech settings.

  8. In Actions, select Add Action.

  9. Choose Send Email.

  10. Select a content mode: Static or Prompt.

  11. Enter the required To and Reply-To addresses.

  12. Add optional CC or BCC addresses.

  13. If using Static mode, enter the exact subject and body.

  14. If using Prompt mode, write instructions for generating the subject and body.

  15. Create the action and save the tool.

  16. Enable the tool for the agent.

  17. Update the agent instructions with when to send the email, required preconditions, and information to collect before sending.

Tips

  • Use Static mode for fixed confirmations or templates.

  • Use Prompt mode when email content should adapt to the conversation.

  • Be specific and structured when writing prompts.

  • Make sure the Reply-To address is monitored.

  • Test the flow before production use.

Troubleshooting

  • If Create Action is disabled, complete required To, Reply-To, and Body fields.

  • If email is not sent, confirm the tool is assigned to the agent.

  • If subject or body is wrong, refine Prompt mode instructions.

  • If variables do not render, review variable syntax.

  • If replies are not received, update the Reply-To address.