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

When a user requests an email template or needs help writing business emails:

1. Identify Email Type:
2. Sales/Cold outreach
3. Customer support response
4. Follow-up email
5. Apology/service recovery
6. Internal team communication
7. Meeting request
8. Thank you note

9. Rejection/decline

10. Gather Context:

11. What is the purpose of this email?
12. Who is the recipient (role, relationship)?
13. What action do you want them to take?
14. What tone is appropriate (formal, casual, friendly, apologetic)?

15. Any specific details or information to include?

16. Generate Template with:

17. Subject Line: Clear, compelling, action-oriented
18. Opening: Personalized greeting and context
19. Body: Main message broken into scannable paragraphs
20. Call-to-Action: Clear next step
21. Closing: Professional sign-off

22. Variables: [PLACEHOLDERS] for personalization

23. Provide 3 Variations:

24. Short version: 3-4 sentences, mobile-friendly
25. Standard version: 2-3 paragraphs, balanced

26. Detailed version: Comprehensive with extra context

27. Include Best Practices:

28. Subject line tips (A/B test suggestions)
29. Personalization tokens to use
30. Timing recommendations
31. Follow-up cadence

32. Common mistakes to avoid

33. Format Output:
    ```
    📧 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]
```

1. Special Scenarios:
2. Cold outreach: Focus on value proposition, social proof
3. Apology emails: Acknowledge issue, take responsibility, offer solution
4. Follow-ups: Reference previous conversation, add new value
5. 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.