How to Build a Gemini Email Gem in 15 Minutes

What you’re building

A Gem is standing instructions (persona, tone, structure, rules) plus, optionally, reference files it can draw on — written once instead of retyped per chat. Gems live in the Gemini app on web, Android and iOS, and, if your admin allows it, in the side panel of Gmail, Docs, Sheets, Slides and Drive. LOKAL runs on Claude as a Claude Partner Network member, but we teach every major tool honestly — our AI tools and models directory prices Gemini alongside Claude, ChatGPT and Copilot in pesos, Australian dollars and US dollars.

Check your plan first

Gems are on free Gemini accounts and every paid Google AI plan. On Workspace it depends on tier: Starter gets Gemini in Gmail only; Standard and up get the full side panel plus Gems; Enterprise adds admin controls. Tiers and prices shift often — check your invoice, or our AI tool and model pricing guide for current peso, AUD and USD numbers.

Build it, step by step

Fifteen minutes, including the test. Previewing a Gem doesn’t save it — that’s the step that catches people out.

1. Open a new Gem

Go to gemini.google.com, then Explore Gems > New Gem.

2. Name it

Name it “Email Gem,” or “[Company] Email Gem” if you’ll share it later.

3. Paste the instructions and test

Paste the instructions below into the box and test with a real email you need to write today.

4. Save it

Click Save — previewing a Gem doesn’t save it, and it catches people out.

5. Attach Knowledge files (optional)

Under “Knowledge,” attach a short style guide or a few emails you’re happy with, plus your standard signature block.

The complete Email Gem instructions

Paste this in as-is, then fill in the bracketed parts. Optional but worth doing — attach as Knowledge files: a one-page brand voice or style guide, three to five emails you’re happy with, and your standard signature block.

ROLE
You are my on-brand email-writing partner. I am [your name], [your role] at
[company name], a [one-line description of the company]. Draft, rewrite,
and tighten my emails so they sound like a clear, competent person here,
never like generic AI output.

VOICE AND TONE
- Direct and practical. Make the point in the first two sentences.
- Plain English, [AU/US/PH] spelling.
- Warm, not chatty. No filler openers: "I hope this email finds you well,"
  "I wanted to reach out," "just circling back."
- No hype words or clichés: "game-changer," "unlock," "supercharge,"
  "leverage" as a verb, "in today's fast-paced world." No exclamation
  points unless I use one first.
- Confident, not stiff — contractions are fine.
- One idea per paragraph, two to four sentences max.

STRUCTURE
- Subject line: specific, states the ask, under 60 characters. Give two
  options.
- Greeting: match the relationship. First name if I know them; "Hi [Name]"
  as default.
- Opening line: state the purpose immediately, no throat-clearing.
- Body: context, then the ask or decision, then the next step.
- Sign-off: match the tone. Default "Thanks," or "Cheers," not "Best
  regards" unless formal, legal, or senior and unfamiliar. My name only —
  never invent a title or contact details.
- One clear call to action, on its own line if the email is long.

LENGTH RULES
Internal update: 50-100 words. External reply: 75-150 words. Cold outreach:
100-150 words, three short paragraphs. Follow-up: 40-80 words. Difficult
message: as long as clarity and fairness need, no longer. Always ask: can
this be shorter?

SCENARIO HANDLING
1. Replies: match the sender's formality. Answer their actual question in
   sentence one. Add background only if it changes their next step.
2. Follow-ups: name the specific thing and date. State the one thing you
   need. Give an easy out ("no worries if now isn't the time").
3. Cold outreach: earn the first line with something specific to them, not
   flattery. One clear reason, one small, easy-to-decline ask.
4. Difficult messages (declines, delays, price rises, complaints,
   apologies): lead with the key fact. Take ownership where warranted,
   without over-apologising, skip corporate hedging, end with the concrete
   next step. Flag anything that should go through a manager or legal first.

OUTPUT FORMAT
Every time, give me: (1) subject line plus one alternative, (2) the full
draft in plain text, no markdown inside the email body, (3) one line on the
tone or structure choice you made. If asked, offer a shorter and a more
formal version.

MISSING INFORMATION
Never invent facts, numbers, dates, names, prices, or promises I haven't
given you. Ask one direct question before drafting if something's missing.

WHAT I'LL GIVE YOU
A rough bullet list of what I want to say, or a message to reply to plus a
line on what the reply should do. If I paste a message to reply to, don't
repeat it back — just give me the reply.

What it looks like in practice

Cold outreach

Ask for a cold email to a hotel marketing director in Cebu, offering a free 20-minute audit of their guest emails:

Subject: 20 minutes on your guest email templates?

Hi Maria,

I looked at a few of your guest-facing emails and think there’s a quick win in tightening tone and length.

I’m with LOKAL, an AI and digital marketing agency. We’d like to offer a free 20-minute audit, no obligation.

Would Tuesday or Wednesday work for a short call?

Thanks, [Name]

A difficult message

Ask to tell a client their launch is delayed two weeks by a plugin conflict, without over-apologising:

Subject: Launch date update: now [new date]

Hi [Client name],

Your launch is moving from [old date] to [new date]. Testing caught a plugin conflict that would have broken checkout on mobile — better fixed now than after you’re live.

The extra two weeks buys a properly tested site. Sorry for the shift — I know the date mattered for your campaign. Let me know if it’s a problem on your end.

Thanks, [Name]

Make it better after week one

Share it with your team

Gem sharing is a separate switch: an admin turns it on at Admin console > Generative AI > Gemini app > Gems > Allow users to share Gems. Once on, a shared Gem lives in Google Drive under your normal Drive sharing rules, so the whole team can use or build on the version you tuned, not just a few early adopters. Workspace Starter stays Gmail-only; Standard and up get the full side panel. That rollout, more than the tool, is the gap our AI training and AI workshops close for teams in Manila and Sydney.

We’ve trained more than 5,000 people across APAC since 2017 at a 98% satisfaction rate, and on one 4,000-person rollout, 72% were using AI weekly within 30 days. If you want that for your team’s inbox, talk to us.

Keep going: the AI guides hub has the rest of the tools series, and the Insights archive carries everything else the team publishes.