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:

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

1. 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?

1. 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

1. Provide 3 Variations:

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

1. Include Best Practices:

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

1. 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]

1. 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.