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Crafting custom AI responses to align with your brand voice


With AI becoming the front line of customer interactions, AI has been expected to power 95% of all customer interactions by 2025. However, the last thing any brand wants is for its chatbots to sound like emotionless robots. 

Picture this: a customer reaches out for help, and in return, they get a response so cold and mechanical that it's as if someone programmed a fridge to talk. 

Not exactly the best way to win hearts, right? 

Customers are looking for connections, not a game of 20 questions gone wrong. In this article, you'll learn how to tailor AI responses for your brand besides using AI in your brand strategy and some challenges you might face along the way.

Plus, we’ve got a solution up our sleeve that’s way simpler and more effective than the usual method many brands use for AI customization. 

Limitations of AI customer support

limitation of ai customer support

Have you ever wondered why some customers hate when it comes to AI customer support? Its because AI has promised to make our lives easier, offering continuous customer support and instant responses. Yet, the reality often falls short of expectations, leaving customers more frustrated than relieved. 

The main concerns around AI are a lack of empathy, understanding, and personalization, inaccurate answers, and making every interaction feel like a step back rather than forward, which is why customers don’t like talking to bots. 

Let’s dive into what really turns customers off when dealing with AI in customer support.

1. AI responses sound robotic & emotionless

ai responses

Customers crave genuine and empathetic interactions, not exchanges that remind them they’re speaking with a machine. The robotic, emotionless nature of some AI generated responses can leave users feeling cold and disconnected, longing for a human touch. 

2. The never-ending loop of AI responses

Being trapped in a cycle of unhelpful AI-generated responses is as aggravating as being stuck in a phone menu without an option to speak to a human. This loop of frustration can make customers feel unheard and unvalued, leading to a sour perception of the brand.

3. Lack of accurate answers

Incorrect information can be more damaging than no information at all. Sometimes, certain AI tools that are not properly updated provide inaccurate answers. When AI provides erroneous answers, it frustrates customers and can lead to further complications, eroding trust in the brand.

4. The dislike for talking to bots


Despite technological advances, the simple truth remains: customers don’t like talking to bots. The impersonal nature of these interactions can leave customers feeling like they’re just another ticket number rather than a valued individual with unique needs and concerns. This fundamental disconnect can be a significant barrier to customer satisfaction and loyalty.

How to use AI for your brand strategy?

ai for brand strategy meeting

AI can be a game-changer for your brand strategy, offering innovative ways to enhance customer experience, streamline operations, and personalize marketing efforts. 

By integrating AI into your brand strategy, you can leverage data-driven insights to:

  • make more informed decisions

  • automate routine tasks

  • create more engaging & personalized customer interactions

Let's look into how you can effectively utilize AI to elevate your brand.

Define the voice and tone of your brand

tone of brand

Think of your brand's voice as its signature—distinct and recognizable. AI-driven communications must mirror this voice, whether authoritative, playful, or somewhere in between. 

Start by knowing what makes your brand unique and how it speaks to its audience. This understanding should guide the AI's language in chatbots, customer service interactions, and automated content.

Remember, consistency is key. Even as the tone adapts to context—be it a congratulatory message or a problem-solving exchange—it should always feel authentically "you." This approach ensures that AI doesn't just talk; it speaks your brand's language

Set up a brand guideline (If you do not already have it)


Brand guidelines are your roadmap, ensuring that every aspect of your brand's presentation is coherent and aligned—from visuals to voice. 

If AI is part of your strategy, your guidelines must encompass how it interacts within your brand's ecosystem. These guidelines should detail language style, engagement approaches, and the nuances of communicating your brand's values and personality through AI. 

Creating or refining these guidelines is crucial before deploying AI tools. They act as a reference point to keep AI interactions on-brand, ensuring a seamless, integrated experience that reinforces your brand identity with every customer interaction.

Choose a suitable AI tool

The market is brimming with AI solutions, but the key is finding the one that aligns perfectly with your brand's needs and objectives. Start by clarifying what you aim to achieve with AI. Is it enhanced customer service, personalized marketing, profound insights into customer behavior, etc?

Evaluate AI tools based on their ability to meet these goals, scalability, ease of integration, and compliance with privacy regulations. Opt for tools that offer customization, enabling you to tailor AI interactions that resonate with your brand's voice and guidelines. 

Don't shy away from experimenting with demos or trial versions; they can offer valuable insights into how well a tool fits your brand before making a commitment.

Feed your AI with better prompts

ai prompts

Why doesn’t everyone create better AI content? Why do we see only a few of them? It's because people lack an understanding of prompts and their importance. 

Crafting precise and effective prompts is key to truly leveraging AI for your brand. Think of prompts as directions you give to a skilled artisan; the more specific you are, the better the masterpiece.

Here’s how to write better AI prompts with examples.

1. Be specific in your requests

Specificity in AI prompts helps narrow down the AI's focus, leading to more accurate and relevant outputs. By detailing exactly what you want, AI can process your request more efficiently.


  • Generic prompt: "Create a social media post."

  • Specific prompt: "Create a 150-word social media post targeting health-conscious individuals, emphasizing the benefits of our organic juice range for a morning routine."

2. Incorporate brand voice

Your brand's unique voice and personality should shine through in every AI-generated piece of content. Customizing prompts to include elements of your brand voice ensures consistency across all communications.


  • Generic prompt: "Write a customer service email."

  • Branded prompt: "Write a compassionate and reassuring customer service email for a customer who received a late shipment, using our brand's friendly and apologetic tone."

3. Focus on desired outcomes


Directing AI prompts towards the desired outcome can significantly improve the effectiveness of the response. By framing prompts with the end goal in mind, you guide the AI to produce results that meet your objectives.


  • Generic prompt: "Generate a list of blog topics."

  • Outcome-focused prompt: "Generate a list of 5 blog topics that will drive engagement among young professionals interested in sustainable living, aiming to increase website traffic by 20%."

4. Include contextual information

Providing context in your prompts can significantly enhance the AI's understanding and the relevance of its output. Context helps the AI grasp the bigger picture and tailor its responses accordingly.


  • Generic prompt: "Answer FAQ about the product."

  • Contextual prompt: "Provide detailed answers to FAQs for our newest smartwatch model, focusing on its health-tracking features and compatibility with various smartphones, targeting tech-savvy fitness enthusiasts."

5. Assign roles to AI

Assigning roles to the AI when crafting your prompts can significantly enhance the specificity and relevance of the output. By defining a role, you essentially set the tone, style, and perspective from which the AI should generate content, aligning it more closely with your intended audience or objective.

  • Generic prompt: "Write a marketing message." 

  • Role-specific prompt: "Act as a professional marketer for a luxurious brand and craft a WhatsApp marketing message for the launch of our new high-end skincare line. The message should convey exclusivity, appeal to the brand's sophisticated audience, and highlight the product's unique natural ingredients. Aim for a tone that is elegant and persuasive, enticing recipients to visit our flagship store for a personalized skin assessment.

AI adapts according to performance

The best part of AI is its ability to learn and adapt, making continuous improvement a cornerstone of using AI in your brand strategy. 

Review your AI tools' performance regularly, using metrics such as customer satisfaction scores, engagement rates, and conversion data. 

Let's say your AI-driven email campaign has a lower-than-expected open rate. Analyze the subject lines, content, and send times. Experiment with different variables, and let the AI learn from this feedback to optimize future campaigns. 

Similarly, if your chatbot's responses lead to repeated questions on the same topic, it might be time to refine those answers or the prompts leading to them.

Regularly updating your AI based on performance ensures it remains an effective and dynamic part of your brand strategy, constantly evolving to meet your audience's needs and expectations.

Possible challenges you might face when customizing AI

Using AI for your brand is exciting but also challenging. With the global AI market expected to grow by 37% annually until 2030, understanding these challenges will prepare you to anticipate and create a solution for them. 

  1. Capturing your brand voice exactly as it is: AI might struggle to mimic your brand's unique voice and tone, risking interactions that don’t feel true to your identity.

  2. Consistency across platforms: Ensuring AI delivers a uniform brand experience across all customer touchpoints can be tricky due to the varying communication styles required on different platforms.

  3. Keeping pace with AI developments: The rapid evolution of AI technology demands continuous learning and flexibility, which can be demanding regarding time and resources.

  4. Data limitations for AI training: Having enough relevant data to effectively train AI models can be a significant challenge, particularly for smaller brands or those with niche offerings.

  5. Measuring AI’s effectiveness: Determining AI's actual impact on your brand strategy involves identifying appropriate metrics and analyzing the data, which can be complex.

Suppose you feel that all these are enormous challenges, and it is quite hard for you to comprehend them, and you find it difficult to integrate AI into your brand. In that case, you might need a ready-made AI customization solution that does everything for your business. 

How to customize your brand voice on SleekFlow?

sleekflow homepage inbox

SleekFlow offers solutions to help you adapt AI to work for your business and ensure your messages hit the mark every time with SleekFlow AI and the AI-powered omnichannel inbox.

SleekFlow AI uses the same advanced tech behind ChatGPT, thanks to OpenAI's GPT model. It's made for customer support pros to boost their chatbots. This means creating chatbots that don't just talk but really get what your customers need, offering smart, spot-on answers that match your brand’s style.

With these tools, SleekFlow isn’t just helping you chat; it’s ensuring every message strengthens your brand. They’re built for today's digital world, where being clear, quick, and on-brand in your replies can set you apart.

Let’s examine what these SleekFlow features mean for your brand and how they can help you connect more with your customers.

1) Communicate with your customers of different languages

chatgpt for customer support- response enrichment

Struggling to chat with someone who speaks another language? SleekFlow AI makes it easy. Our tool translates your messages in the inbox into various languages, simplifying communication for you.

2) Craft messages with the right tone

SleekFlow AI credits

Texting lacks the face-to-face cues we rely on, like expressions or tone of voice, so we use punctuation, capitalization, and specific words to convey our message. 

Recognizing how these nuances can shape perceptions of customer service quality, we've simplified the process for users to fine-tune their messages. 

In your SleekFlow Inbox, you can make your text sound more formal and professional or warm and friendly. This is especially useful when calming an upset customer.

By modifying your message's tone, you can make them feel understood and valued, transforming a potential negative encounter into a positive one.

You know, mistakes happen, but SleekFlow AI keeps your messages clear, error-free, and just the right length. Whether you need to condense information, extend your explanations, or simplify complex details, we've got you covered.

3) Upload your very own database to SleekFlow AI

chatgpt for customer support - recommended replies

SleekFlow AI is designed to streamline the training process for your support team. It integrates your training materials and policy updates into a single, accessible chat interface. With SleekFlow AI, you can easily upload help documentation and website content, including your entire help center, creating a centralized AI knowledge base. 

When customers ask questions, the AI sifts through this information to accurately identify and suggest the correct answers. SleekFlow AI utilizes conversational AI to send impactful messages across all your social messaging platforms.

Conversational AI will transform how businesses interact with their customers, improving personalization, customer journey at each touch point, and overall engagement.

Sharmilli Ghosh

Sharmilli Ghosh

Data, AI, ML Storyteller and Product Builder

SleekFlow AI also understands customer intent, ensuring it can offer relevant solutions even for imprecisely asked questions. 

This capability improves response times and overall customer support quality. 

If a question is too complex, SleekFlow AI can pass it to your customer service team. While SleekFlow AI uses your guides to give reliable answers, it knows when to ask your team to step in.  All you have to do is to set up an automated flow. 

4) Simplify messaging across platforms

Pristine Aroma's Shopify integration on SleekFlow

With SleekFlow, you can easily connect with customers on various channels, such as WhatsApp, Facebook Messenger, Instagram, and more, all from one place. 

Managing conversations and building relationships across different platforms can be tricky, but SleekFlow makes it straightforward by showing all your messages in one spot. This helps you keep up with messages, work better with your team, and keep your brand's voice the same everywhere.

You can also link SleekFlow with your Shopify store to quickly see customer orders and history while you chat.

Our customers love using SleekFlow, and it has improved their business dramatically.

SleekFlow is like a train, where everyone can get on board and head to the same destination.

Rebecca Yu

Rebecca Yu

Founder of EVRbeauty

Learn how to build an auto-reply chatbot in three steps with SleekFlow Flow Builder by reading our guide. 

Remember, as AI becomes a larger part of customer support, tailoring it to fit your brand is essential for maintaining connections and standing out in the digital age. 84% of businesses consider AI chatbots a crucial element for B2C communication in the coming years.

AI can transform customer engagement with the right approach, making every interaction more meaningful.

Ready to make your customer engagement more impactful with AI? Explore SleekFlow today and take the first step towards transforming your brand's digital presence.

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