Draft a marketing email message to [RECIPIENT AND RELATIONSHIP] about [OFFER OR TOPIC]. Use only the facts and proof I provide. Goal and single ask: [GOAL AND ASK] Recipient context: [RECIPIENT CONTEXT] Offer details and proof: [OFFER DETAILS AND PROOF] Tone and constraints: [TONE AND CONSTRAINTS] First, state the recipient's likely decision in one sentence. Then write:
1. Three subject lines, each 35 to 55 characters, with no fake urgency, clickbait, or “Re:” framing. 2. One email of 110 to 170 words with a specific opening relevant to the recipient, one concise value proposition, one concrete proof point or reason to care, and one clear low-friction CTA. 3. A 45-word follow-up email to send 4 to 7 business days later if there is no reply. 4. A short note identifying any fact, claim, permission, pricing detail, or promise I need to confirm before sending. Match the level of familiarity in [RECIPIENT AND RELATIONSHIP]. Do not describe a feature as a result; distinguish what the product does from evidence of customer impact. Avoid long introductions, stacked questions, vague requests to “connect,” and more than one primary CTA. If the ask is a meeting, propose a reason and a time commitment, not a calendar link alone. If it is a purchase or reply, make the requested action explicit. Self-check before answering: verify that every claim is supported by [OFFER DETAILS AND PROOF], and ensure the email can be understood if the recipient reads only the subject line, first sentence, and CTA. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [RECIPIENT AND RELATIONSHIP] | Enter who will receive the email and how well you know them. | Dana Wu, operations director at a 40-person architecture firm; met once at a local business breakfast. |
| [OFFER OR TOPIC] | Enter the product, proposal, event, update, or topic the email concerns. | A 30-day trial of Fieldnote, a project handoff checklist tool. |
| [GOAL AND ASK] | State the single outcome you want and the exact action requested from the recipient. | Ask Dana to reply if she wants a 20-minute walkthrough with one project manager. |
| [RECIPIENT CONTEXT] | Provide relevant role, company, current priorities, or prior interactions without guessing personal details. | Her firm manages renovation projects and mentioned inconsistent closeout packages during the breakfast conversation. |
| [OFFER DETAILS AND PROOF] | List verified features, pricing, availability, customer evidence, and constraints that may be mentioned. | Fieldnote creates reusable handoff checklists and exports a PDF package. Trial is free for 30 days. One beta customer reduced missing closeout documents from 12 to 4 on a single project. |
| [TONE AND CONSTRAINTS] | Describe the desired voice and limits such as word count, prohibited claims, or legal review needs. | Professional and direct; no claims about saving time; no emojis; keep the email under 150 words. |
How to use
- Define one recipient decision before drafting; an email with two competing asks usually loses both.
- Paste only proof you can substantiate, including exact pricing and availability if they are relevant.
- Check the first two lines and CTA on a phone-sized preview; they should make sense without the rest of the email.
- Follow up with: “Rewrite this for a recipient who knows nothing about us, keeping the same supported claims.”
Variations
Cold outreach
Use this for a first email to someone with no established relationship.
Write a cold email to [RECIPIENT ROLE] at [COMPANY] about [OFFER]. Use [RELEVANT OBSERVATION], [VERIFIED PROOF], and [ASK]. Produce three subjects and a 90 to 130 word email. The opening must connect the observation to a plausible work problem without pretending I know their internal priorities. Explain one relevant capability, include one supported proof point, and ask for one small action. Flag unsupported personalization and claims before drafting. Ask up to 3 questions only if a required input is missing.
Customer launch email
Use this to announce a release to existing customers.
Draft a customer email announcing [RELEASE] to [CUSTOMER SEGMENT]. Use [WHAT CHANGED], [WHO BENEFITS], [AVAILABILITY], [MIGRATION OR ACTION], and [KNOWN LIMITATIONS]. Produce a subject line, preview text, 150-word email, and concise FAQ with three questions. Lead with the customer outcome, then explain what changes in practical terms. Do not call a feature available if access, pricing, or rollout is uncertain. Self-check that every customer action has a deadline or condition when needed. Ask up to 3 questions if necessary.
Partnership request
Use this to propose a concrete collaboration.
Write a partnership email from [SENDER] to [PARTNER] proposing [COLLABORATION]. Use [SHARED AUDIENCE OR FIT], [WHAT WE WILL PROVIDE], [WHAT WE ARE ASKING FOR], [TIMELINE], and [TERMS OR CONSTRAINTS]. Produce a 140 to 180 word email and a five-bullet internal checklist of approvals needed before sending. State the reciprocal value plainly, identify ownership for each deliverable, and avoid implying agreement where none exists. Flag commitments, exclusivity, fees, and audience-data issues. Ask up to 3 questions only if material facts are missing.
Tips
- Put the ask in a form that can be answered in one reply, such as “Would a 20-minute walkthrough next week be useful?”
- Use customer proof only when the conditions are clear; a result from one pilot is not a universal promise.
- Keep one offer per email; product explanation, meeting request, and partnership proposal should not compete in the same message.
- For cold outreach, use an observation about public work or stated priorities, not invented personal familiarity.
FAQ
How long should a marketing email be?
For a first outreach email, 90 to 150 words is often enough. Existing customers may need more detail when an action or change affects them.
Should AI personalize every email?
Personalize only with facts you can verify. A generic but honest opening is better than a fabricated reference.
Can I use customer results in an email?
Yes if you have permission and can describe the result accurately, including any material context that affects the claim.