Hippo How-To: Write a Professional Email from Notes in Seconds

(scroll to bottom for instructional video)

Writing emails to legal clients can be time-consuming and stressful. You need to be precise, professional, and clear – all while protecting sensitive client data. Wouldn’t it be easier if you could draft a professional, on-brand email from just a few dot points?

This is exactly what Hippo can help you do.

The challenge: time and data privacy

Emails are still a core part of business communications. But they often take longer than expected:

• Choosing the right words for sensitive topics
• Ensuring the tone is correct
• Avoiding errors or omissions

On top of that, legal communications often contain confidential information. Using overseas AI tools like ChatGPT to draft client emails can breach the Australian Privacy Act, as your client data may be stored and even used for training models outside Australia.

The solution: using Hippo workspaces to draft emails securely

Hippo allows you to set up Workspaces – like digital project folders – where you can store context, instructions and client information securely. Here’s how it works:

1. Create a workspace for email writing.
   Add your firm’s contact details, sign-off style, and any specific instructions (e.g. “always write in Australian English”).
2. Add your notes about the matter.
   For example:
   • Client: Robert Davis
   • Matter: Commercial contract dispute
   • Recent developments: opposing party agreed to mediation
   • Proposed next steps: schedule mediation date
3. Ask Hippo to draft the email.
   Simply type:

“Draft a formal email to Robert Davis about recent developments in his case.”

Hippo instantly produces a professional email that you can paste into Outlook or Gmail. You can tweak it before sending, but the hard work is done for you.

Example output

Subject: Update on Your Case – Mediation Scheduled

Dear Robert,

I am writing to update you on your commercial contract matter. The opposing party has now agreed to proceed with mediation, and we are currently liaising with their legal representatives to schedule a date.

I will confirm the details as soon as they are finalised. In the meantime, please let me know if you have any questions.

Kind regards,
Bill Smith
ABC Legal Services

Why use Hippo?

• Australian data residency: Your data is hosted and processed only in Australia.
• Privacy-first: We never train AI models on your data.
• Faster drafting: Turn dot points into polished client communications in seconds.
• Customisable: Match your firm’s tone, include disclaimers and auto-fill your details.

Try it yourself

Hippo makes it easy to go from messy notes to professional emails – securely and in your own style.

👉 Sign up for a 7-day free trial of Hippo – no credit card required.