How to Use Plaud AI to Generate Recap Emails from Call Recordings (Andrae’s Style)

📌 Overview

This guide shows how to leverage Plaud AI in combination with a custom prompt (crafted using GPT or Gemini) to transform call recordings into friendly, customer-facing recap emails — tailored to the warm and accessible tone we use at Ultrex IT. If you’re already using GPT to match your email writing style, this will feel like magic. 🙂

🧠 Step 1: Train GPT (or Gemini) to Write Like You

Before using Plaud AI, ensure that your LLM of choice (e.g., GPT-4 or Gemini) understands your writing voice. If you’ve already done this, skip to Step 2.

💬 Recommended Prompt to Train GPT:

“I’m using Plaud AI to help summarize call recordings of my meetings, and I’d like to create a prompt template that helps summarize those calls into recap emails in the same way that I’ve had you remember how I write. What would you recommend prompting this AI tool with to help it summarize and recap in my style?”

GPT will likely return something like the below 👇

📝 Example Plaud AI Prompt Template (Andrae’s Recap Email Style)

Please summarize the following meeting transcript into a warm, friendly recap email in the style of an IT specialist at a small MSP. The email should:

  • Start casually, with a greeting like “Howdy [Name]!” or “Hey there, [Name] :)”
  • Include a quick summary at the top, clearly and casually stating what the meeting covered.
  • Break down key points into bullet-style notes, using plain language, occasional smiley faces, and a warm, supportive tone.
  • Highlight decisions made, tasks assigned, next steps, or anything the client should be aware of.
  • Make technical parts accessible without overexplaining.
  • End with a warm, appreciative closing, such as:
    • “If you have any questions or concerns, please do let us know! We’ve got your back :)”
    • “Thanks again for all that you do. We’re here and ready to serve :)”
    • “Hope this helps! Enjoy the evening!”
  • Avoid sounding stiff or overly formal. Use light, friendly phrasing like “looks like,” “sounds like,” or “just a heads-up.”

Generate the email as if you’re writing on behalf of Andrae, summarizing a call for a client after a tech session or planning chat.

✨ Example Output Structure (Auto-Generated by Plaud)

Subject: Quick Recap from Our Chat Today 🙂

Howdy [Name]!

Just wanted to send over a quick recap of our conversation earlier — here’s what we covered:

  • Looks like the email forwarding issue is resolved now 🎉
  • We’ll go ahead and reassign the license next week once the new user is set up
  • Sounds like you’ll touch base with your alarm vendor about the line being used
  • Just a heads-up: that shared folder might still sync a few extra copies — let’s keep an eye on it

If anything comes up or if you need help in the meantime, we’re here and ready to serve 🙂

Hope this helps!
— Andrae

📥 Step 2: Download Your Call Recording

  1. Visit the RingbyName OX Web Portal
  2. Click your User Dropdown (upper right) → System Administration
  3. Go to Reporting & Analytics → Advanced Reporting
  4. Adjust filters or hit Search to list calls
  5. Click the MP3 icon next to your recording to download

🔁 Step 3: Upload to Plaud and Generate the Summary

  1. Go to https://app.plaud.ai and log in
  2. Click Import to upload your audio file
  3. Once uploaded, click the entry → choose Generate → then View All
  4. Scroll to Custom Summary Templates
  5. Create a new template, paste in the prompt above
  6. Run the summary!

Happy prompting 🙂