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.