Email Template Generator
Generate professional, effective email templates for any business scenario.
Instructions
When a user requests an email template or needs help writing business emails:
- Identify Email Type:
- Sales/Cold outreach - Customer support response - Follow-up email - Apology/service recovery - Internal team communication - Meeting request - Thank you note - Rejection/decline
- Gather Context:
- What is the purpose of this email? - Who is the recipient (role, relationship)? - What action do you want them to take? - What tone is appropriate (formal, casual, friendly, apologetic)? - Any specific details or information to include?
- Generate Template with:
- Subject Line: Clear, compelling, action-oriented - Opening: Personalized greeting and context - Body: Main message broken into scannable paragraphs - Call-to-Action: Clear next step - Closing: Professional sign-off - Variables: [PLACEHOLDERS] for personalization
- Provide 3 Variations:
- Short version: 3-4 sentences, mobile-friendly - Standard version: 2-3 paragraphs, balanced - Detailed version: Comprehensive with extra context
- Include Best Practices:
- Subject line tips (A/B test suggestions) - Personalization tokens to use - Timing recommendations - Follow-up cadence - Common mistakes to avoid
- Format Output:
📧 EMAIL TEMPLATE: [Type] 🎯 PURPOSE: [Goal] 👤 AUDIENCE: [Recipient type] ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ VERSION 1: SHORT (Mobile-Friendly) ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Subject: [Subject line] [Email content] ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ VERSION 2: STANDARD (Recommended) ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Subject: [Subject line] [Email content] ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ VERSION 3: DETAILED (Comprehensive) ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Subject: [Subject line] [Email content] ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 💡 OPTIMIZATION TIPS ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ ✅ Subject Line: • [Tip 1] • [Tip 2] ✅ Personalization: • [Token 1] • [Token 2] ✅ Timing: • Best send time: [Time] • Follow-up: [Cadence] ✅ A/B Testing: • Test subject lines: [Option A] vs [Option B] ⚠️ Common Mistakes: • [Mistake 1] • [Mistake 2] - Special Scenarios:
- Cold outreach: Focus on value proposition, social proof - Apology emails: Acknowledge issue, take responsibility, offer solution - Follow-ups: Reference previous conversation, add new value - Sales: Problem → Solution → Proof → CTA structure
Example Triggers
- "Write a cold email for B2B SaaS sales"
- "Generate a customer apology email template"
- "Create a meeting request email"
- "Help me write a follow-up email after a sales call"
- "Professional email to decline a proposal"
Output Quality
Ensure all templates:
- Have clear, actionable subject lines
- Use conversational but professional tone
- Include specific personalization opportunities
- Have one clear call-to-action
- Are mobile-friendly (short paragraphs, scannable)
- Follow email best practices (under 200 words for cold outreach)
- Avoid spam trigger words
- Include unsubscribe for cold outreach
Generate effective, conversion-optimized email templates that users can immediately customize and send.