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.