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General Inquiry Template
Formal Request Template
Can't find the right template?
Our AI can generate a custom email template tailored exactly to your specific situation in seconds.
How to Use Email Templates
Choose a Template
Browse our collection and find a template that matches your email purpose.
Customize It
Replace placeholders with your specific details, names, dates, and context.
Copy & Send
Paste into your email client, review once more, and hit send!
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The Complete Guide to Email Templates
Email templates save time, ensure consistency, and help you communicate more effectively. Whether you're sending business inquiries, job applications, or sales outreach, having the right template makes all the difference.
Why Use Email Templates?
The average professional sends 40+ emails per day. Templates help you maintain quality and save hours every week without sacrificing personalization.
- Time Savings: Stop writing the same emails from scratch repeatedly
- Consistency: Maintain the same professional quality across all communications
- Best Practices: Templates encode proven structures and phrases that work
- Reduced Errors: Pre-written content means fewer typos and mistakes
- Scalability: Handle high email volumes without quality degradation
Types of Email Templates
Business Templates
- • Meeting requests and scheduling
- • Project updates and status reports
- • Formal inquiries and requests
- • Proposals and quotations
- • Internal announcements
Sales Templates
- • Cold outreach and introduction
- • Follow-up sequences
- • Demo and meeting requests
- • Proposal and pricing emails
- • Win-back and re-engagement
Career Templates
- • Job application cover letters
- • Interview follow-ups
- • Thank you notes
- • Networking and introductions
- • Resignation letters
Customer Service Templates
- • Welcome and onboarding
- • Support responses
- • Complaint resolution
- • Feedback requests
- • Account updates
Templates vs. AI-Generated Emails
While templates provide a solid starting point, they can feel generic if not personalized. AI-powered email generation combines the efficiency of templates with dynamic personalization—giving you the best of both worlds. Each email is unique while following proven structures.
How to Customize Email Templates
The key to effective template use is personalization. Here's how to make templates feel personal:
1. Replace Placeholders
Fill in [Name], [Company], [Date], and other bracketed placeholders with specific information.
2. Add Context
Include relevant details about recent interactions, shared connections, or specific circumstances.
3. Adjust Tone
Match the formality level to your relationship with the recipient and your industry norms.
Essential Elements of Great Email Templates
Structure
- ✓ Clear, specific subject line
- ✓ Appropriate greeting
- ✓ Concise opening paragraph
- ✓ Main content with clear purpose
- ✓ Single, clear call-to-action
- ✓ Professional closing
Content
- ✓ Value proposition upfront
- ✓ Recipient-focused language
- ✓ Specific details and examples
- ✓ Appropriate level of detail
- ✓ Error-free grammar and spelling
- ✓ Mobile-friendly formatting
Template Best Practices
- Keep templates short: Aim for 50-125 words for the best response rates
- Update regularly: Review and refresh templates every few months
- Test variations: Create A/B versions to see what performs best
- Organize by category: Build a library with clear naming conventions
- Include placeholders: Mark areas that need customization clearly
- Document use cases: Note when each template works best
Common Template Mistakes to Avoid
Don't
- ✗ Forget to replace placeholders
- ✗ Use the same template for everyone
- ✗ Sound robotic or impersonal
- ✗ Include outdated information
- ✗ Ignore recipient's context
Do
- ✓ Double-check all customizations
- ✓ Adapt tone to each recipient
- ✓ Add personal touches
- ✓ Keep content fresh and relevant
- ✓ Reference specific details
Frequently Asked Questions
Everything you need to know about Email Templates
What is WriteMail.ai?
WriteMail.ai is the AI-powered email writing platform that powers these Email Templates. Trusted by 500,000+ professionals worldwide, WriteMail.ai helps you write perfect emails in seconds—even better than templates. Visit writemail.ai to try it free.
Can I use these templates for free?
Yes, all templates on this page are free to use for personal and commercial purposes. No attribution required.
How do I customize a template?
Copy the text and replace the bracketed placeholders like [Name] or [Date] with your specific information. You can also adjust the tone and add details.
Do you have templates for Gmail/Outlook?
These templates work with any email provider including Gmail, Outlook, Apple Mail, Yahoo, and corporate email systems.
What types of email templates do you offer?
We have templates for business inquiries, job applications, follow-ups, thank you notes, apologies, meeting requests, sales outreach, and many more professional scenarios.
Can I save templates for later use?
You can bookmark this page or copy templates to your notes app. For advanced template management, try our AI email generator which remembers your preferences.
How do I know which template to use?
Consider your relationship with the recipient, the formality required, and your goal. When in doubt, err on the side of being more formal—you can always adjust.
Can AI generate a custom template for me?
Yes! If you can't find the right template, our AI email generator can create a custom email tailored to your exact situation in seconds.
Are these templates mobile-friendly?
Yes, all templates are designed to read well on both desktop and mobile devices. We use short paragraphs and clear formatting.
Have more questions? Feel free to contact us!
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