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.