Generate Email Templates with AI

The Problem

You write similar emails repeatedly: meeting requests, project updates, client outreach. Each time you start from scratch, spending time on routine communication that could be templated.

The Workflow

Step 1: Identify Your Common Email Types

Think about the emails you send most frequently. Common categories include:

• Meeting requests
• Project status updates
• Client follow-ups
• Introduction emails
• Thank you notes
• Request for information

Step 2: Generate a Template

Ask Claude to create a template based on your needs and tone preferences.

Prompt to use:

Create an email template for requesting a meeting with a
potential client. Make it:
- Professional but warm
- Brief (under 100 words)
- Include placeholders for [CLIENT_NAME], [TOPIC], and [TIME_OPTIONS]

Step 3: Review and Refine

Claude will generate a customizable template.

Example output:

Subject: Quick call about [TOPIC]?

Hi [CLIENT_NAME],

I hope this message finds you well. I've been following
[COMPANY_NAME]'s work in [INDUSTRY] and would love to
discuss how we might collaborate on [TOPIC].

Would you have 20 minutes for a quick call? I'm available:
[TIME_OPTIONS]

Looking forward to connecting.

Best regards,
[YOUR_NAME]

Step 4: Save to Notes

Store your template in Apple Notes for easy access later.

Prompt to use:

Save this template to my Notes app in a folder called
"Email Templates" with the title "Client Meeting Request"

Step 5: Use the Template

When you need to send this type of email, ask Claude to fill in the placeholders.

Prompt to use:

Use my "Client Meeting Request" template for Sarah at TechCorp.
Topic is "AI integration for their product". Suggest times
for next Tuesday or Wednesday afternoon.

Expected Result

You'll build a library of professional email templates that maintain consistency in your communication while saving significant time. Templates can be customized on the fly while keeping your core messaging intact.

Tools Used

This workflow uses multiple toolboxes:

Mail toolbox:

Tool	Purpose
mail_compose_message	Send emails using templates

Notes toolbox:

Tool	Purpose
notes_write_note	Save templates to Notes
notes_read_note	Retrieve templates

Tips

• Create 5-10 templates covering your most common email types
• Include your signature style in each template
• Review and update templates quarterly to keep them fresh

Related Workflows

• Smart Email Replies - Quick responses without templates
• Bulk Email Organization - Organize template-based campaigns