Email Template Generator

Email Template Generator

Generate professional, effective email templates for any business scenario.

Instructions

Follow this workflow to generate an email template or help write business emails:

1. 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

2. Gather Context. Determine:

• The purpose of the email
• The recipient (role, relationship)
• The action the recipient should take
• The appropriate tone (formal, casual, friendly, apologetic)
• Any specific details or information to include

3. 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

4. Provide 3 Variations:

• Short version: 3-4 sentences, mobile-friendly
• Standard version: 2-3 paragraphs, balanced
• Detailed version: Comprehensive with extra context

5. Include Best Practices:

• Subject line tips (A/B test suggestions)
• Personalization tokens to use
• Timing recommendations
• Follow-up cadence
• Common mistakes to avoid

6. Format Output using this structure:

   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]

7. Handle 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 then Solution then Proof then 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.