email-template-generator

name: email-template-generator description: Generate professional email templates for various business scenarios including sales outreach, customer support, internal communications, follow-ups, and apologies. Creates personalized, tone-appropriate templates with subject lines and formatting. Use when users need to write business emails, cold outreach, or professional communications.

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.