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
2. •

   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?
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:

   code

   📧 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. •

   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.