AI Email Templates
A free guide by Kamran Imam — Instagram · TikTok · YouTube
20 ready-to-paste EMAILS prompts for follow-ups, cold outreach, negotiations, and more. Just fill in the blanks and send.
01 — How to Use These Email Prompts
Each prompt uses [brackets] as placeholders for your specifics. The system is simple: fill in the brackets, paste the completed prompt into Claude, read the output, tweak anything that doesn’t sound like you, and send.
A few things that make a big difference: always tell Claude your word count target — “under 100 words” prevents the rambling that AI emails are known for. Give it relationship context — “we’ve worked together for two years” produces a very different tone than “we met once at a conference.” And if you have a specific voice, use the tone trick: add “Match the tone of this previous email I wrote: [paste example]” at the end of any prompt. Claude will pick up your cadence, word choices, and level of formality — and the output will actually sound like you.
When the first draft isn’t quite right, don’t start over. Say “Make it shorter” or “Less formal, more direct” or “Cut everything before the main ask.” One or two steering messages almost always gets you to a send-ready email.
02 — Follow-Up Emails
01 — Post-meeting follow-up
Write a professional follow-up email after a meeting. Context: I met with [Name] at [Company] on [Date]. We discussed [main topic]. The agreed next steps are [list next steps]. I want to reference [one specific detail from the conversation] to make it feel personal, not templated. Keep it under 100 words, warm and clear.Filled example
Write a professional follow-up email after a meeting. Context: I met with Sarah at Meridian Design on Tuesday. We discussed redesigning their onboarding flow. The agreed next steps are: I send a proposal by Friday, she loops in their dev lead. I want to reference her comment about the 40% drop-off at step three to make it feel personal, not templated. Keep it under 100 words, warm and clear.
02 — Checking in without sounding generic
Write a "checking in" email to [Name] about [Topic]. Don't open with "I wanted to check in" — that's a cliché. Instead, reference [a specific detail or update relevant to them] as the reason for reaching out. End with a clear, low-pressure question. Under 80 words.Filled example
Filled exampleWrite a "checking in" email to Marcus about the partnership proposal I sent three weeks ago. Don't open with "I wanted to check in" — that's a cliché. Instead, reference that their Q3 campaign just wrapped, which is exactly the timing window we discussed. End with a clear, low-pressure question. Under 80 words.
03 — Follow-up after no response
Write a polite follow-up email to [Name] who hasn't responded to my previous email about [Topic], sent [X days/weeks] ago. Don't guilt them. Instead, add something new: [a relevant update, resource, or piece of value]. Keep a light, confident tone. Under 90 words.Filled example
Write a polite follow-up email to Dana who hasn't responded to my previous email about joining our advisory board, sent two weeks ago. Don't guilt them. Instead, add something new: I can now offer a small equity stake that wasn't on the table before. Keep a light, confident tone. Under 90 words.
04 — Post-event / conference follow-up
Write a follow-up email to [Name] I met at [Event]. Reference [something specific we talked about or experienced together] so it doesn't read like a mass email. I want to [propose next step — call, share a resource, meet for coffee, etc.]. Warm and brief, under 100 words.Filled example
Write a follow-up email to Priya I met at the Founder Summit last Thursday. Reference our conversation about the pricing page debate during the afternoon panel — she had a strong take I genuinely agreed with. I want to suggest a 20-minute call to swap notes on what's working. Warm and brief, under 100 words.
05 — Follow-up on a proposal or pitch
Write a follow-up email on a proposal I sent to [Name/Company] [X time ago] about [what the proposal covers]. Restate the core value in one sentence. Create gentle urgency by mentioning [a real reason — timeline, capacity, upcoming change] without being pushy. End with a single easy question. Under 110 words.Filled example
Write a follow-up email on a proposal I sent to Lakeview Media two weeks ago about a three-month content strategy engagement. Restate the core value in one sentence. Create gentle urgency by mentioning I'm taking on one more client in Q3 and their slot would be ideal. End with a single easy question. Under 110 words.03 — Cold Outreach
01 — Cold email to a potential client
Write a cold outreach email to [Name] at [Company]. Open with something specific about their work — [a recent launch, article, or move they made]. My value prop: I help [type of company] achieve [specific outcome] by [brief method]. The ask is [one small next step — a call, a question, a reply]. No fluff, under 100 words, no "I hope this finds you well."Filled example
Write a cold outreach email to James at Hollow Oak Studio. Open with something specific about their work — they just launched a rebrand for a fintech startup that I saw covered in Fast Company. My value prop: I help design studios win more retainers by building scalable proposal systems. The ask is a 15-minute call to see if there's a fit. No fluff, under 100 words, no "I hope this finds you well."
02 — Cold email to a podcast host
Write a cold email to [Podcast Host Name], host of [Podcast Name]. Show I'm a real listener by referencing [a specific episode or topic they covered]. My pitch: I'd be a good guest because [what I do + my relevant experience or angle]. The unique angle I'd bring to their audience: [one specific topic or insight]. Keep it short — under 120 words.Filled example
Write a cold email to Lex, host of The Operator Podcast. Show I'm a real listener by referencing his episode on solo founder burn-out — specifically his point about calendar design. My pitch: I'd be a good guest because I've scaled two service businesses to $1M+ without a team. The unique angle I'd bring to their audience: how I use AI agents to run operations solo. Keep it short — under 120 words.
03 — Cold email for partnership or collaboration
Write a cold email proposing a partnership between my company [My Company, brief description] and [Their Company, brief description]. The overlap I see: [where our audiences or capabilities complement each other]. The specific idea I want to propose: [concrete collaboration — co-marketing, bundle, referral arrangement, etc.]. Frame it as exploratory, not a hard pitch. Under 110 words.Filled example
Write a cold email proposing a partnership between my company (an AI workflow consultancy for law firms) and LegalStack (a legal tech SaaS with 8,000 users). The overlap I see: their users want to automate document review but LegalStack doesn't offer implementation support. The specific idea I want to propose: a co-marketing arrangement where they refer customers to us and we recommend their tool. Frame it as exploratory, not a hard pitch. Under 110 words.
04 — Cold email for an informational interview
Write a cold email asking [Name] for a 20-minute informational interview. Explain briefly who I am: [your role/background in one line]. Be specific about why I'm reaching out to them specifically: [what they've done or built that I admire]. My ask: [what I'd like to learn]. Make it easy to say yes. No flattery, no resume dump. Under 90 words.Filled example
Write a cold email asking Mia Chen for a 20-minute informational interview. Explain briefly who I am: I'm a product manager at a Series A startup pivoting into enterprise. Be specific about why I'm reaching out to her: she led the enterprise transition at Notio and wrote openly about what broke. My ask: 20 minutes to understand what she'd do differently. Make it easy to say yes. No flattery, no resume dump. Under 90 words.04 — Professional Situations
01 — Declining a request gracefully
Write an email declining [the request — speaking at an event, taking on a project, joining a committee, etc.] from [Name]. Acknowledge why I can see the value in it. Be honest about why I can't: [real reason — capacity, timing, fit]. If appropriate, offer [an alternative or referral]. No guilt, no over-explaining. Under 80 words.Filled example
Write an email declining a request to join the advisory board of a friend's startup. Acknowledge why I can see the value in it — I believe in what they're building. Be honest about why I can't: I'm at full capacity with advisory commitments and I'd be a bad advisor right now. Offer to make one strong intro instead. No guilt, no over-explaining. Under 80 words.
02 — Asking for a deadline extension
Write an email to [Name/Team] asking for a deadline extension on [Project/Deliverable]. The original deadline was [date]. I need until [new date]. Brief, honest reason: [what happened, without over-explaining]. Reassure them the work will be worth the extra time. Confident and professional, not apologetic. Under 90 words.Filled example
Write an email to the editorial team asking for a deadline extension on the Q3 strategy report. The original deadline was Friday. I need until Monday. Brief, honest reason: the customer interview data came in late and I want to include it — it changes the recommendations. Reassure them the work will be worth the extra time. Confident and professional, not apologetic. Under 90 words.
03 — Addressing a billing or pricing issue diplomatically
Write an email addressing a billing issue with [Company/Vendor]. The issue: [what happened — unexpected charge, wrong amount, missing credit, etc.]. I want to [resolution I'm looking for]. Keep the tone professional and factual, not emotional. State the facts clearly, make the ask, and leave the door open for a quick resolution. Under 100 words.Filled example
Write an email addressing a billing issue with our software vendor Stackform. The issue: we were charged for two seats we cancelled in writing 45 days ago and have confirmation emails to prove it. I want a full refund for three months of over-billing. Keep the tone professional and factual, not emotional. State the facts clearly, make the ask, and leave the door open for a quick resolution. Under 100 words.
04 — Introducing two contacts who should meet
Write a double-opt-in introduction email connecting [Person A: name and one-line description] and [Person B: name and one-line description]. Explain why they should talk: [the specific overlap or opportunity]. Keep it short — give them just enough context to say yes to a conversation. Under 100 words.Filled example
Write a double-opt-in introduction email connecting Tom Reeves (founder of a supply chain analytics startup) and Carla Nguyen (VP of Operations at a mid-market retailer who's been complaining about inventory visibility). Explain why they should talk: Carla has the exact problem Tom's product solves, and Tom's customers are exactly Carla's company size. Keep it short — give them just enough context to say yes to a conversation. Under 100 words.05 — Negotiations
Email vs. live conversation: Use email for salary negotiations when you want to give the other person time to process numbers without putting them on the spot — and when you need a paper trail. But never have a first negotiation conversation over email if you can avoid it. Use email to confirm what was agreed live, not to open the negotiation cold.
01 — Salary negotiation counter-offer
Write a salary negotiation email responding to an offer of [offered amount] for [Job Title] at [Company]. I'm targeting [target amount] based on [market data / my experience / competing offer]. Acknowledge the offer positively, state my counter confidently, and explain the rationale briefly without over-justifying. Professional and warm. Under 120 words.Filled example
Write a salary negotiation email responding to an offer of $115,000 for Senior Product Manager at Brightline. I'm targeting $130,000 based on market data for this level in SF and my seven years of experience shipping B2B products. Acknowledge the offer positively, state my counter confidently, and explain the rationale briefly without over-justifying. Professional and warm. Under 120 words.
02 — Scope or pricing negotiation with a client
Write an email to [Client Name] who wants to [expand scope / reduce price / change terms] on our current engagement. I'm willing to [what I'll flex on] but I need [what I'm holding firm on]. Frame it as a collaborative problem to solve, not a standoff. Propose [a specific alternative structure or trade]. Under 120 words.Filled example
Write an email to Arcadian Group who wants to add two additional deliverables without adjusting the budget. I'm willing to take on one of the two additions but I need to push the timeline by three weeks if I do. Frame it as a collaborative problem to solve, not a standoff. Propose two options: add both deliverables with a revised budget, or add one with a timeline extension. Under 120 words.
03 — Vendor or contractor rate negotiation
Write an email negotiating a lower rate with [Vendor/Contractor] for [service]. Their current rate: [rate]. My budget target: [target]. My leverage: [volume, long-term relationship, prompt payment, referrals, etc.]. I want to keep the relationship strong and make this feel like a fair conversation, not a squeeze. Under 110 words.Filled example
Write an email negotiating a lower rate with our video editor for ongoing monthly content. Their current rate: $3,500/month. My budget target: $2,800. My leverage: I'm committing to a 12-month retainer with net-15 payment, and I'll refer them to two other founders in my network. I want to keep the relationship strong and make this feel like a fair conversation, not a squeeze. Under 110 words.06 — Internal & Team Emails
01 — Project status update to leadership
Write a project status update email for [Project Name] to [leadership / my manager / the exec team]. Current status: [on track / delayed / at risk] because [brief reason]. Key progress this week: [2-3 bullet points]. What I need from them if anything: [decision / unblock / awareness only]. Confident and concise, no burying the lead. Under 130 words.Filled example
Write a project status update email for the CRM migration to the exec team. Current status: slightly delayed because the data audit revealed 12,000 duplicate records we need to clean before import. Key progress this week: completed mapping of all legacy fields, finalized vendor contract, onboarded two new team members. What I need from them: approval to extend the timeline by two weeks. Confident and concise, no burying the lead. Under 130 words.
02 — Giving constructive feedback to a teammate
Write an email giving constructive feedback to [teammate's name / role] about [the specific behavior or work issue]. Context: [brief background on the situation]. I want to acknowledge what's going well, name the specific issue without being harsh, and suggest a concrete change going forward. Empathetic but direct. Under 120 words.Filled example
Write an email giving constructive feedback to our junior designer about consistently missing the Thursday handoff deadline for dev review. Context: this has happened three weeks in a row and it's blocking the engineering sprint. I want to acknowledge that their design work is genuinely strong, name the deadline issue specifically, and suggest we set up a Wednesday check-in to catch problems earlier. Empathetic but direct. Under 120 words.
03 — Proposing a new idea or initiative to your manager
Write an email proposing [the idea/initiative] to my manager [Name or just "my manager"]. The problem it solves: [what's broken or missing]. What I'm proposing: [brief description]. Why now: [why this is the right time]. What I'm asking for: [resources, time, approval, a conversation]. Frame it as a proposal, not a request for permission. Under 130 words.Filled example
Write an email proposing a monthly AI tools review session to my manager. The problem it solves: our team is adopting tools ad hoc with no shared knowledge, creating duplicate subscriptions and inconsistent outputs. What I'm proposing: a 45-minute monthly session where one person demos what they've learned. Why now: we've added four new AI subscriptions in the last quarter with no coordination. What I'm asking for: 30 minutes to discuss and a small budget if we formalize it. Frame it as a proposal, not a request for permission. Under 130 words.
04 — Announcing a change or decision to your team
Write an email announcing [the change or decision] to my team. Lead with the what, not the why — people want to know what's changing first. Then explain the reasoning briefly: [key reason]. Address the most likely concern: [what they'll worry about]. End with clear next steps. Confident and transparent. Under 120 words.Filled example
Write an email announcing that we're switching our project management tool from Asana to Linear to my team. Lead with the what, not the why. Then explain the reasoning briefly: Linear integrates directly with our engineering workflow and cuts our status meeting time. Address the most likely concern: all existing projects will be migrated for them — they won't need to rebuild anything from scratch. End with clear next steps. Confident and transparent. Under 120 words.07 — Pro Tips for AI-Assisted Emails
01
Always specify a word count. “Under 100 words” prevents the bloated, over-explained output that makes AI emails easy to spot. Short emails get read. Long ones get skimmed or ignored.
02
Include tone guidance in every prompt. “Professional but warm,” “direct, not aggressive,” “casual — we’ve worked together for years” dramatically shifts the output. Don’t leave tone to Claude’s default.
03
Give Claude context on your relationship with the recipient. How long have you known them? What was your last interaction? Did it go well? This context shapes formality, familiarity, and the right amount of explanation to include.
04
Chain instead of regenerate. Draft → “Make it shorter” → “Add a warmer opening” → Final. Each step refines. Regenerating from scratch throws away good work and resets Claude’s context.
05
Use the reply trick. Paste the email you’re responding to and say “Write a reply that [your goal].” Claude reads the original email for tone, context, and specifics — the output will be far more natural than starting from a blank prompt.
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