Why Does AI Writing Sound So… Robotic?
Let’s get one thing straight. Large Language Models (LLMs) like the one behind ChatGPT aren’t creative geniuses. They’re incredibly powerful pattern-matching machines. According to a report by The Washington Post, these models are trained on a colossal diet of online text, much of it academic papers, news articles, and dry government documents. They learn to write by statistically predicting the next most likely word in a sentence.
The result? Writing that’s often grammatically perfect but emotionally vacant. It’s wordy, overly formal, and stuffed with transitional phrases (“Furthermore,” “Moreover,” “In conclusion”) that make it feel clunky and unnatural. It’s the linguistic equivalent of a corporate stock photo—technically fine, but completely devoid of personality. For sales, where HubSpot reports that a simple, conversational tone is key to building relationships, this is a deal-breaker.
Common AI Giveaways in Sales Outreach
It’s not just about single words anymore. Prospects are getting wise to the tell-tale signs of a bot-written email. Here are the biggest red flags that scream “written by AI”:
The Overly Formal Opening: Phrases like “I trust this email finds you well” or “Greetings” are dead on arrival. Nobody talks like that in real life. It’s an immediate signal that the email is automated and impersonal.
Vague, Buzzword-Heavy Value Props: Sentences packed with empty words like “revolutionize,” “synergize,” “leverage,” and “unlock potential” mean nothing. They promise the world but say nothing specific about the prospect’s actual problems.
Repetitive Sentence Structure: Does every sentence start with “Our product…” or “We offer…”? AI often falls into a monotonous rhythm. A human writer varies sentence length and structure to keep the reader engaged.
The Complete Lack of Personality: The biggest giveaway is the absence of a human touch. No humor, no personal observations, no unique point of view. It’s just a dry recitation of features, which is the fastest way to get your email deleted.
The Human Touch: 7 Ways to Make Your Writing Less AI, More You
So, how do you fix it? The answer isn’t to ditch AI, but to use it as a first-draft assistant. Your job is to be the human editor, injecting the personality and relevance that machines can’t replicate. Here’s how to do it.
1. Ditch the Corporate Jargon
First things first, run a search-and-destroy mission on robotic words. Let's be honest, no one wants to 'embark on a journey' with your SaaS product. They just want to know if it will stop their pipeline from drying up. Swap out the fluff for simple, direct language. For a deeper dive into this topic, see the most common AI words to avoid in sales outreach).
Instead of “Utilize,” say “Use.”
Instead of “Enhance,” say “Improve.”
Instead of “Comprehensive,” say “Complete.”
Instead of “Leverage,” just describe what you’re actually doing with the thing.
2. Use Anecdotes and Personal Stories
Humans connect through stories. A short, relevant anecdote can be far more powerful than a list of features. Did you recently help a client in their industry solve a specific problem? Mention it. It shows you understand their world.
Example: “I was talking to another Series B fintech founder last week, and she mentioned her team was spending 15 hours a week just on lead list building. It reminded me of your company’s recent growth…”
3. Inject (Appropriate) Humor and Personality
Your personality is your greatest competitive advantage. A little wit or a self-aware comment can break through the noise. You don’t have to be a stand-up comedian, but showing you’re a real person with a sense of humor goes a long way.
Example: “Hope you’re surviving the pre-holiday project rush. I’m currently powered by coffee and the sheer will to clear my inbox.”
4. Write Like You Talk (Professionally, of Course)
Read your email out loud. Does it sound like something you would actually say to another person? If you stumble over words or it feels stiff, rewrite it. Use contractions (like “you’re” and “it’s”). Keep sentences short and clear. The goal is confident and conversational, not academic. For more practical advice, see this complete guide on how to not sound like an AI.
5. Ask Provocative Questions
Generic AI often ends with a weak call to action like “I would love to connect.” A better approach is to ask a thoughtful question that makes the prospect think. It shows you’ve done your research and are genuinely curious about their business.
Example: “I saw you’re hiring five new SDRs. How are you planning to handle onboarding and ramp-up time without slowing down your current team’s momentum?”
6. Show, Don’t Just Tell
Instead of saying your product is “powerful” or “efficient,” prove it with a specific data point or a sharp observation. This demonstrates credibility and makes your claims tangible.
Instead of: “Our tool enhances sales productivity.”
Try: “Our customers cut their time spent on data entry by an average of 8 hours per week.”
7. Adopt a Strong Point of View
AI is designed to be neutral and agreeable. You are not. Have an opinion. A strong point of view shows you’re a leader in your space, not just another vendor. Challenge a common assumption or offer a contrarian insight.
Example: “Everyone’s focused on lead quantity right now, but we believe that’s a trap. The real win comes from focusing on fewer, hyper-relevant leads. Here’s why…”
Real-World Examples: Before & After Humanizing AI Text
Talk is cheap. Let’s see these principles in action. Here’s a typical, robotic sales email generated by AI, followed by a humanized version that’s far more likely to get a reply.
The Robotic “Before” Email
Subject: Revolutionize Your Sales Process
Dear [Prospect Name],
I trust this email finds you well. My name is [Your Name] and I am with [Your Company].
In today's fast-paced business world, it is imperative to leverage cutting-edge technology to enhance operational efficiency. Our comprehensive software solution is designed to augment your sales team’s capabilities, facilitating a paradigm shift in how you engage with prospects.
We would be delighted to embark on a journey to explore how our platform can help you achieve your goals. Would you be available for a brief 15-minute call next week to discover more?
Best regards,
[Your Name]
Ouch. It’s a masterclass in what not to do. It’s generic, full of jargon, and has zero personalization. Now let’s fix it.
The Human-Powered “After” Email
Subject: Question about your SDR team growth
Hi [Prospect Name],
Saw on LinkedIn that you’re looking to hire three more SDRs in Austin this quarter—congrats on the growth.
I was talking to another VP of Sales at a B2B SaaS company last week, and she mentioned the big challenge with scaling that fast is ramp time. Her new reps were spending more time building lists than actually selling.
Usually, teams in your position are trying to figure out how to get new hires booking meetings in their first 30 days. We help them do that by automating the worst parts of prospecting (research and data entry) so they can focus on conversations.
What’s your strategy for ramping up the new hires without your pipeline taking a hit?
Cheers,
[Your Name]
Why it works:
(Personalized Opening) It starts with a specific, relevant observation.
(Anecdote) It uses a short story to build rapport and show empathy.
(Simple Language) No jargon. It’s direct and easy to read.
(Provocative Question) The CTA is a thoughtful question, not a demand for a meeting.
Top Tools to Humanize AI Writing (And How They Stack Up)
If you’re still struggling, several tools claim to “humanize” AI text. They work by rephrasing sentences and swapping out common AI words. But be warned: they are not a silver bullet. They can often introduce errors or make your text sound even weirder. Manual editing is still king.
Here’s a pragmatic look at a few popular options:
Tool | Best For | Pros | Cons |
|---|---|---|---|
Grammarly | Grammar, clarity, and tone suggestions. | Excellent for catching errors and suggesting clearer phrasing. The tone detector is helpful. | It’s a writing assistant, not a sales tool. Won’t help with personalization or strategy. |
Quillbot | Rephrasing sentences and entire paragraphs. | Offers multiple modes (e.g., Formal, Simple, Creative) to quickly generate alternative wording. | Can easily lose the original meaning or sound unnatural. Prone to creating that “spun content” feel. |
SurferSEO / Jasper | SEO-focused content generation and rewriting. | Good for creating blog content that aligns with search intent and includes keywords. | Overkill for sales emails. Their focus is on long-form content, not concise, personalized outreach. |
Topo’s Approach: Blending AI Precision with Human Relevance
This is where we take a different view. The problem isn’t that you need another tool to rewrite your AI’s bad writing. The problem is that your AI wasn’t built for sales outreach in the first place.
Topo isn’t an “AI humanizer.” It’s an intelligent sales engine designed from the ground up for one purpose: booking meetings. We blend AI automation with human strategy. Our AI agents are trained on your playbook, your ICP, and your brand voice. They use real-time intent signals—like a company hiring for a specific role—to make outreach relevant from the start.
Most importantly, Topo is built on a human-in-the-loop system. You set the strategy, you approve the messaging, and you provide feedback. The AI handles the execution and scales what works. It’s not about tricking someone into thinking a human wrote an email; it’s about delivering a genuinely valuable message, powered by the best of both worlds.
Ethical Considerations: Should You Hide Your AI Use?
Let’s address the elephant in the room: AI detectors and the ethics of it all. Some people think the goal is to write AI text that can “pass” as human. We think that’s asking the wrong question.
Your goal isn’t to fool a machine. Your goal is to start a conversation with a human. Does a prospect care if you used AI to help draft an email? No. They care if the email is relevant to them. They care if it wastes their time. They care if it’s another generic, self-serving pitch clogging their inbox.
Our stance is pragmatic: focus on quality and relevance, not deception. If your outreach is personalized, insightful, and genuinely helpful, the “how” doesn’t matter. The obsession with bypassing AI detection stems from a desire to scale low-quality outreach. We believe in scaling high-quality outreach. Authenticity isn’t about whether a human or an AI typed the words; it’s about the relevance and value of the message itself.
Conclusion: The Future is AI and Human
The debate over AI versus human in sales is a false choice. The best sales teams of tomorrow won’t be the ones that replace their SDRs with bots, nor will they be the ones who stubbornly stick to 100% manual processes. The winners will be the teams that master the synergy between AI and human expertise.
Use AI for what it’s good at: processing data, automating repetitive tasks, and generating first drafts at lightning speed. But use your human team for what they’re good at: strategy, creativity, empathy, and building real relationships. By blending AI’s efficiency with a genuine human touch, you don’t just avoid sounding like a robot—you create a scalable sales engine that actually works.
Ready to see how Topo blends AI precision with human creativity in a way that generates real pipeline? See it in action.
Why Does AI Writing Sound So… Robotic?
Let’s get one thing straight. Large Language Models (LLMs) like the one behind ChatGPT aren’t creative geniuses. They’re incredibly powerful pattern-matching machines. According to a report by The Washington Post, these models are trained on a colossal diet of online text, much of it academic papers, news articles, and dry government documents. They learn to write by statistically predicting the next most likely word in a sentence.
The result? Writing that’s often grammatically perfect but emotionally vacant. It’s wordy, overly formal, and stuffed with transitional phrases (“Furthermore,” “Moreover,” “In conclusion”) that make it feel clunky and unnatural. It’s the linguistic equivalent of a corporate stock photo—technically fine, but completely devoid of personality. For sales, where HubSpot reports that a simple, conversational tone is key to building relationships, this is a deal-breaker.
Common AI Giveaways in Sales Outreach
It’s not just about single words anymore. Prospects are getting wise to the tell-tale signs of a bot-written email. Here are the biggest red flags that scream “written by AI”:
The Overly Formal Opening: Phrases like “I trust this email finds you well” or “Greetings” are dead on arrival. Nobody talks like that in real life. It’s an immediate signal that the email is automated and impersonal.
Vague, Buzzword-Heavy Value Props: Sentences packed with empty words like “revolutionize,” “synergize,” “leverage,” and “unlock potential” mean nothing. They promise the world but say nothing specific about the prospect’s actual problems.
Repetitive Sentence Structure: Does every sentence start with “Our product…” or “We offer…”? AI often falls into a monotonous rhythm. A human writer varies sentence length and structure to keep the reader engaged.
The Complete Lack of Personality: The biggest giveaway is the absence of a human touch. No humor, no personal observations, no unique point of view. It’s just a dry recitation of features, which is the fastest way to get your email deleted.
The Human Touch: 7 Ways to Make Your Writing Less AI, More You
So, how do you fix it? The answer isn’t to ditch AI, but to use it as a first-draft assistant. Your job is to be the human editor, injecting the personality and relevance that machines can’t replicate. Here’s how to do it.
1. Ditch the Corporate Jargon
First things first, run a search-and-destroy mission on robotic words. Let's be honest, no one wants to 'embark on a journey' with your SaaS product. They just want to know if it will stop their pipeline from drying up. Swap out the fluff for simple, direct language. For a deeper dive into this topic, see the most common AI words to avoid in sales outreach).
Instead of “Utilize,” say “Use.”
Instead of “Enhance,” say “Improve.”
Instead of “Comprehensive,” say “Complete.”
Instead of “Leverage,” just describe what you’re actually doing with the thing.
2. Use Anecdotes and Personal Stories
Humans connect through stories. A short, relevant anecdote can be far more powerful than a list of features. Did you recently help a client in their industry solve a specific problem? Mention it. It shows you understand their world.
Example: “I was talking to another Series B fintech founder last week, and she mentioned her team was spending 15 hours a week just on lead list building. It reminded me of your company’s recent growth…”
3. Inject (Appropriate) Humor and Personality
Your personality is your greatest competitive advantage. A little wit or a self-aware comment can break through the noise. You don’t have to be a stand-up comedian, but showing you’re a real person with a sense of humor goes a long way.
Example: “Hope you’re surviving the pre-holiday project rush. I’m currently powered by coffee and the sheer will to clear my inbox.”
4. Write Like You Talk (Professionally, of Course)
Read your email out loud. Does it sound like something you would actually say to another person? If you stumble over words or it feels stiff, rewrite it. Use contractions (like “you’re” and “it’s”). Keep sentences short and clear. The goal is confident and conversational, not academic. For more practical advice, see this complete guide on how to not sound like an AI.
5. Ask Provocative Questions
Generic AI often ends with a weak call to action like “I would love to connect.” A better approach is to ask a thoughtful question that makes the prospect think. It shows you’ve done your research and are genuinely curious about their business.
Example: “I saw you’re hiring five new SDRs. How are you planning to handle onboarding and ramp-up time without slowing down your current team’s momentum?”
6. Show, Don’t Just Tell
Instead of saying your product is “powerful” or “efficient,” prove it with a specific data point or a sharp observation. This demonstrates credibility and makes your claims tangible.
Instead of: “Our tool enhances sales productivity.”
Try: “Our customers cut their time spent on data entry by an average of 8 hours per week.”
7. Adopt a Strong Point of View
AI is designed to be neutral and agreeable. You are not. Have an opinion. A strong point of view shows you’re a leader in your space, not just another vendor. Challenge a common assumption or offer a contrarian insight.
Example: “Everyone’s focused on lead quantity right now, but we believe that’s a trap. The real win comes from focusing on fewer, hyper-relevant leads. Here’s why…”
Real-World Examples: Before & After Humanizing AI Text
Talk is cheap. Let’s see these principles in action. Here’s a typical, robotic sales email generated by AI, followed by a humanized version that’s far more likely to get a reply.
The Robotic “Before” Email
Subject: Revolutionize Your Sales Process
Dear [Prospect Name],
I trust this email finds you well. My name is [Your Name] and I am with [Your Company].
In today's fast-paced business world, it is imperative to leverage cutting-edge technology to enhance operational efficiency. Our comprehensive software solution is designed to augment your sales team’s capabilities, facilitating a paradigm shift in how you engage with prospects.
We would be delighted to embark on a journey to explore how our platform can help you achieve your goals. Would you be available for a brief 15-minute call next week to discover more?
Best regards,
[Your Name]
Ouch. It’s a masterclass in what not to do. It’s generic, full of jargon, and has zero personalization. Now let’s fix it.
The Human-Powered “After” Email
Subject: Question about your SDR team growth
Hi [Prospect Name],
Saw on LinkedIn that you’re looking to hire three more SDRs in Austin this quarter—congrats on the growth.
I was talking to another VP of Sales at a B2B SaaS company last week, and she mentioned the big challenge with scaling that fast is ramp time. Her new reps were spending more time building lists than actually selling.
Usually, teams in your position are trying to figure out how to get new hires booking meetings in their first 30 days. We help them do that by automating the worst parts of prospecting (research and data entry) so they can focus on conversations.
What’s your strategy for ramping up the new hires without your pipeline taking a hit?
Cheers,
[Your Name]
Why it works:
(Personalized Opening) It starts with a specific, relevant observation.
(Anecdote) It uses a short story to build rapport and show empathy.
(Simple Language) No jargon. It’s direct and easy to read.
(Provocative Question) The CTA is a thoughtful question, not a demand for a meeting.
Top Tools to Humanize AI Writing (And How They Stack Up)
If you’re still struggling, several tools claim to “humanize” AI text. They work by rephrasing sentences and swapping out common AI words. But be warned: they are not a silver bullet. They can often introduce errors or make your text sound even weirder. Manual editing is still king.
Here’s a pragmatic look at a few popular options:
Tool | Best For | Pros | Cons |
|---|---|---|---|
Grammarly | Grammar, clarity, and tone suggestions. | Excellent for catching errors and suggesting clearer phrasing. The tone detector is helpful. | It’s a writing assistant, not a sales tool. Won’t help with personalization or strategy. |
Quillbot | Rephrasing sentences and entire paragraphs. | Offers multiple modes (e.g., Formal, Simple, Creative) to quickly generate alternative wording. | Can easily lose the original meaning or sound unnatural. Prone to creating that “spun content” feel. |
SurferSEO / Jasper | SEO-focused content generation and rewriting. | Good for creating blog content that aligns with search intent and includes keywords. | Overkill for sales emails. Their focus is on long-form content, not concise, personalized outreach. |
Topo’s Approach: Blending AI Precision with Human Relevance
This is where we take a different view. The problem isn’t that you need another tool to rewrite your AI’s bad writing. The problem is that your AI wasn’t built for sales outreach in the first place.
Topo isn’t an “AI humanizer.” It’s an intelligent sales engine designed from the ground up for one purpose: booking meetings. We blend AI automation with human strategy. Our AI agents are trained on your playbook, your ICP, and your brand voice. They use real-time intent signals—like a company hiring for a specific role—to make outreach relevant from the start.
Most importantly, Topo is built on a human-in-the-loop system. You set the strategy, you approve the messaging, and you provide feedback. The AI handles the execution and scales what works. It’s not about tricking someone into thinking a human wrote an email; it’s about delivering a genuinely valuable message, powered by the best of both worlds.
Ethical Considerations: Should You Hide Your AI Use?
Let’s address the elephant in the room: AI detectors and the ethics of it all. Some people think the goal is to write AI text that can “pass” as human. We think that’s asking the wrong question.
Your goal isn’t to fool a machine. Your goal is to start a conversation with a human. Does a prospect care if you used AI to help draft an email? No. They care if the email is relevant to them. They care if it wastes their time. They care if it’s another generic, self-serving pitch clogging their inbox.
Our stance is pragmatic: focus on quality and relevance, not deception. If your outreach is personalized, insightful, and genuinely helpful, the “how” doesn’t matter. The obsession with bypassing AI detection stems from a desire to scale low-quality outreach. We believe in scaling high-quality outreach. Authenticity isn’t about whether a human or an AI typed the words; it’s about the relevance and value of the message itself.
Conclusion: The Future is AI and Human
The debate over AI versus human in sales is a false choice. The best sales teams of tomorrow won’t be the ones that replace their SDRs with bots, nor will they be the ones who stubbornly stick to 100% manual processes. The winners will be the teams that master the synergy between AI and human expertise.
Use AI for what it’s good at: processing data, automating repetitive tasks, and generating first drafts at lightning speed. But use your human team for what they’re good at: strategy, creativity, empathy, and building real relationships. By blending AI’s efficiency with a genuine human touch, you don’t just avoid sounding like a robot—you create a scalable sales engine that actually works.
Ready to see how Topo blends AI precision with human creativity in a way that generates real pipeline? See it in action.
FAQ
How do you make a sales email not sound like AI?
Use AI as a first-draft assistant, not a final writer. The key is to edit heavily by ditching corporate jargon for simple words, adding personal anecdotes, injecting appropriate humor, writing conversationally (read it out loud!), asking provocative questions that show you've done research, and using specific data instead of vague claims.
How do you make a sales email not sound like AI?
Use AI as a first-draft assistant, not a final writer. The key is to edit heavily by ditching corporate jargon for simple words, adding personal anecdotes, injecting appropriate humor, writing conversationally (read it out loud!), asking provocative questions that show you've done research, and using specific data instead of vague claims.
How do you make a sales email not sound like AI?
Use AI as a first-draft assistant, not a final writer. The key is to edit heavily by ditching corporate jargon for simple words, adding personal anecdotes, injecting appropriate humor, writing conversationally (read it out loud!), asking provocative questions that show you've done research, and using specific data instead of vague claims.
How do you make a sales email not sound like AI?
Use AI as a first-draft assistant, not a final writer. The key is to edit heavily by ditching corporate jargon for simple words, adding personal anecdotes, injecting appropriate humor, writing conversationally (read it out loud!), asking provocative questions that show you've done research, and using specific data instead of vague claims.
What are the biggest red flags that an email was written by a bot?
The most common giveaways are overly formal openings like 'I trust this email finds you well,' sentences packed with vague buzzwords like 'synergize' and 'leverage,' repetitive sentence structures, and a complete lack of personality, humor, or a unique point of view.
What are the biggest red flags that an email was written by a bot?
The most common giveaways are overly formal openings like 'I trust this email finds you well,' sentences packed with vague buzzwords like 'synergize' and 'leverage,' repetitive sentence structures, and a complete lack of personality, humor, or a unique point of view.
What are the biggest red flags that an email was written by a bot?
The most common giveaways are overly formal openings like 'I trust this email finds you well,' sentences packed with vague buzzwords like 'synergize' and 'leverage,' repetitive sentence structures, and a complete lack of personality, humor, or a unique point of view.
What are the biggest red flags that an email was written by a bot?
The most common giveaways are overly formal openings like 'I trust this email finds you well,' sentences packed with vague buzzwords like 'synergize' and 'leverage,' repetitive sentence structures, and a complete lack of personality, humor, or a unique point of view.
Is it unethical to use AI for sales outreach?
It's not about tricking someone; it's about the quality of the message. A prospect doesn't care if AI helped write an email—they care if it's relevant and valuable. The goal should be to produce high-quality, personalized outreach that works, not to deceive an AI detector. Authenticity comes from the value you provide, not the tool you used.
Is it unethical to use AI for sales outreach?
It's not about tricking someone; it's about the quality of the message. A prospect doesn't care if AI helped write an email—they care if it's relevant and valuable. The goal should be to produce high-quality, personalized outreach that works, not to deceive an AI detector. Authenticity comes from the value you provide, not the tool you used.
Is it unethical to use AI for sales outreach?
It's not about tricking someone; it's about the quality of the message. A prospect doesn't care if AI helped write an email—they care if it's relevant and valuable. The goal should be to produce high-quality, personalized outreach that works, not to deceive an AI detector. Authenticity comes from the value you provide, not the tool you used.
Is it unethical to use AI for sales outreach?
It's not about tricking someone; it's about the quality of the message. A prospect doesn't care if AI helped write an email—they care if it's relevant and valuable. The goal should be to produce high-quality, personalized outreach that works, not to deceive an AI detector. Authenticity comes from the value you provide, not the tool you used.
Sources and references
Topo editorial line asks its authors to use sources to support their work. These can include original reporting, articles, white papers, product data, benchmarks and interviews with industry experts. We prioritize primary sources and authoritative references to ensure accuracy and credibility in all content related to B2B marketing, lead generation, and sales strategies.
Sources and references for this article
Sources and references
Topo editorial line asks its authors to use sources to support their work. These can include original reporting, articles, white papers, product data, benchmarks and interviews with industry experts. We prioritize primary sources and authoritative references to ensure accuracy and credibility in all content related to B2B marketing, lead generation, and sales strategies.
Sources and references for this article
Sources and references
Topo editorial line asks its authors to use sources to support their work. These can include original reporting, articles, white papers, product data, benchmarks and interviews with industry experts. We prioritize primary sources and authoritative references to ensure accuracy and credibility in all content related to B2B marketing, lead generation, and sales strategies.
Sources and references for this article
Sources and references
Topo editorial line asks its authors to use sources to support their work. These can include original reporting, articles, white papers, product data, benchmarks and interviews with industry experts. We prioritize primary sources and authoritative references to ensure accuracy and credibility in all content related to B2B marketing, lead generation, and sales strategies.
Sources and references for this article