Why you need this
Email takes up hours every day. Drafting responses, following up with contacts, writing cold outreach, thanking clients—it's repetitive, time-consuming, and often formulaic. Yet each email still needs a personal touch to feel genuine.
The problem: Staring at a blank email draft is exhausting when you're sending 20-50 emails per day. You know what you want to say, but finding the right words for each scenario slows you down.
This library solves that. It provides 50 AI-powered email templates for common business scenarios—each with customizable prompts to generate personalized, professional emails in seconds.
Perfect for:
- Professionals drowning in email
- Sales and business development teams
- Customer success managers
- Anyone who writes similar emails repeatedly
What's inside
50 Email Templates Across Categories
Professional Communication:
- Meeting requests and confirmations
- Follow-up after meetings
- Introduction emails (self-intro, introducing two people)
- Thank you emails (after meeting, after help, post-interview)
- Apology and accountability emails
Sales & Business Development:
- Cold outreach (first contact)
- Value proposition emails
- Follow-up after no response
- Pricing and proposal emails
- Closing and next steps
Customer Relations:
- Onboarding new customers
- Check-in emails
- Addressing complaints
- Requesting feedback
- Renewal and upsell
Internal Communication:
- Project status updates
- Request for help/resources
- Delegation and task assignment
- Feedback to team members
- Announcement emails
Networking & Partnerships:
- LinkedIn connection requests
- Asking for referrals
- Partnership proposals
- Event invitations
- Speaking/guest appearance requests
Each Template Includes:
AI Prompt: Specific prompt to generate the email
Context Variables: What information to provide (recipient name, context, goal)
Tone Guidance: Professional, friendly, formal, concise, etc.
Sample Output: Example of AI-generated email
Customization Tips: How to adapt for your situation
Common Mistakes: What to avoid
Example Templates:
Template 1: Cold Outreach Email
AI Prompt:
"Write a cold outreach email to [Name], [Title] at [Company]. I'm reaching out because [specific reason]. Our [product/service] helps [their role] with [specific benefit]. Tone should be professional but warm, under 150 words, with a clear call-to-action to [specific ask]."
Sample Output:
Subject: Quick idea for [Company]'s [specific challenge]
Hi [Name],
I noticed [Company] recently [specific observation about their business]. Congrats on [achievement]!
I'm reaching out because we help [similar companies/roles] [specific benefit]. For example, [Client X] used our [solution] to [specific result].
Would you be open to a 15-minute call next week to explore if this could work for [Company]?
Best,
[Your Name]
Template 2: Follow-Up After No Response
AI Prompt:
"Write a friendly follow-up email to [Name]. I sent an email [timeframe] ago about [topic]. Acknowledge they're busy, add additional value or insight, and ask if they're interested. Keep it brief and non-pushy."
Template 3: Apology Email
AI Prompt:
"Write a sincere apology email for [mistake/issue]. Take full responsibility, explain what happened without excuses, outline steps to prevent recurrence, and offer to make it right. Tone should be professional and genuinely apologetic."
Time-Saving Workflows:
Daily Email Routine:
- Identify email type (cold outreach, follow-up, thank you, etc.)
- Find matching template in library
- Customize AI prompt with specific details
- Generate email with ChatGPT/Claude
- Review and personalize (add specific details, adjust tone)
- Send
Batch Email Generation:
- Use same template for multiple recipients
- Create spreadsheet with variables (name, company, specific detail)
- Generate all emails at once
- Review and customize each before sending
Best Practices:
- Always personalize: Add specific details about the recipient/situation
- Review for accuracy: AI can't know your specific relationships/context
- Adjust tone: Match your actual communication style
- Don't copy-paste blindly: Use as starting point, not final draft
- Test what works: Track response rates and refine templates
How to use it
- Daily email writing — Pick template, customize prompt, generate in seconds
- Team standardization — Share templates for consistent communication
- Training new hires — Teach best practices through template examples
- A/B testing — Generate variations to test what gets responses
Example use case
Scenario: You need to follow up with a prospect who ghosted after initial interest
Template: Follow-Up After No Response (Value Add)
AI Prompt:
"Write a brief follow-up email to Sarah, VP of Marketing at TechCo. I emailed 2 weeks ago about our marketing analytics platform. Add value by sharing a relevant insight about [recent industry trend]. Ask if now is a better time. Keep under 100 words, friendly but professional tone."
AI Output:
Subject: Thought you'd find this interesting
Hi Sarah,
I know you're swamped—I saw TechCo just launched [new product], congrats!
Quick insight: we're seeing 40% of marketing teams struggle with [specific challenge] during product launches. [Your platform] addresses this by [brief benefit].
Is now a better time to chat? If not, I'll check back in a month.
Best,
[Name]
Result: Non-pushy follow-up that adds value and respects their time
Want to go deeper?
This library provides templates. For writing better emails with AI:
- Guide: Prompting 101 — Craft better email generation prompts
- Guide: AI at Work Basics — Using AI for professional communication
- Resource: AI Content Calendar — Plan content strategy
License & Attribution
This resource is licensed under Creative Commons Attribution 4.0 (CC-BY). You're free to:
- Use templates for your email communication
- Share with teams and colleagues
- Adapt prompts for your industry/style
Just include this attribution:
"AI Email Templates Library" by Field Guide to AI (fieldguidetoai.com) is licensed under CC BY 4.0
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