For businesses hiring
Someone starts Monday. They will sound like you by lunchtime.
The slowest part of a new customer-facing hire is not the software. It is the six weeks they spend learning how your business talks: what you promise, what you never say, how firm to be with a supplier and how warm with a customer. ReciteMail learns that from the sent mail of whoever did the job before them. The new person drafts in your voice from day one. Every draft carries their own name and nothing connects to anyone's inbox.
The daily reality
The three emails every new starter dreads
None of them are hard once you know how the business handles them. The problem is that a new person does not know yet. The customer on the other end does not care that it is their first week.
The refund they are not sure about
A customer wants money back and the new hire does not know the returns window, whether the boss makes exceptions or how apologetic to be. ReciteMail drafts the reply from your company facts and in the voice of the person who answered these for years, with the actual policy stated rather than guessed. The new starter reads it, checks it and sends it. No wrong promise goes out in week one.
The supplier that needs chasing
Firm without being rude is a tone that takes months to learn. A new hire either grovels or snaps. Because the previous person's supplier emails are in the house voice, the draft comes out the way your business has always chased: polite, specific and clear about what happens next. The supplier never notices the person changed.
The delay they have to announce
Nobody wants their first email to a good customer to be bad news. The draft owns the delay the way you would, gives the new date plainly and skips the waffle. The new starter learns your standard for hard emails by sending one, not by reading a rules document.
Why the design matters here
Why they get the voice and not the mailbox
The usual way to onboard a support hire is to hand over the old inbox, share a password and hope they read enough old threads to absorb the tone. That is slow. It also means a person in their first week holds the keys to every customer conversation you have ever had. ReciteMail is import-only. The new hire brings in an export of the previous person's Sent folder, ReciteMail asks whether to treat it as the house voice and from then on drafts learn from it. There is no password to share, nothing to connect and nothing to revoke when they move on.
One file sets up the rest. On your machine, export a team pack: your templates, company facts, banned words, contacts and the house voice list, with your own name and signature left out. The new starter imports it, imports the old Sent folder, types their name and is drafting replies that sound like your business before lunch on day one.
The same three steps every time
From their email to your reply in under a minute
1. Bring in one message
The new hire pastes or snips the customer's email in and says the gist of the answer in a line. That single message is the only thing the system ever sees, never the mailbox around it.
2. Read the draft
It arrives in your business voice, learned from the previous person's sent mail, with the new hire's own signature attached and your real policies stated from company facts.
3. Send it yourself
Copy into your own email client and press send. Nothing can send on its own, because nothing is connected to anything.
Questions
Common questions
How long does it take to set up a new starter?
About an afternoon, most of it on your side. Export a team pack from your own machine (templates, company facts, banned words, contacts and the house voice list), export the previous person's Sent folder from their mail app. The new hire imports both after installing ReciteMail and signing in. They are drafting the same day.
Do they need the previous person's password?
No. They need an export of the previous person's Sent folder, which is a file that the person leaving (or you) can make from Outlook, Gmail or any mail app in a few minutes. The built-in export guide covers each one. Nobody signs in to anybody else's mailbox.
What if there was no previous person?
Use your own sent mail. The owner's emails are usually the best example of how the business talks anyway. Add yourself under House voice on the new starter's machine and drafts learn from how you write, while still carrying their name.
Can the new hire see my inbox or my old emails?
No. ReciteMail never connects to any inbox. What they import is the Sent folder export you chose to give them, stored encrypted on their own PC. It is used only to shape the tone of drafts. If you would rather not hand over the whole folder, export a date range or a few hundred representative emails.
What happens when they leave?
Remove their account from your team and the house voice stays with the business. Their machine holds nothing that connects to your mail and there is nothing to revoke. The next starter imports the same team pack and picks up where they left off.
Can I check what they send?
However you do today. ReciteMail writes a draft; the new starter reads it, changes what they like and sends it from their own mail app. Nothing sends without a person pressing send. Company facts and banned words keep the policy and the tone inside the lines before a draft is ever read.
Set up your next hire in an afternoon
Export the Sent folder of whoever did the job before, hand the new starter one team pack and let them answer their first customer in your voice on day one. Free for 7 days, no credit card and nothing to connect.
Start your free trial€29.99 a month or €299 a year after the free week. Windows 10 and 11. Reads and replies in 60+ languages.