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:
-
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. 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 -
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 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]
```
- 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.
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