Write a marketing email I can send through Outlook to [AUDIENCE]. The campaign offer is [OFFER], and the single action I want readers to take is [CALL TO ACTION]. Campaign context and audience insight: [CAMPAIGN CONTEXT] Approved proof, terms, and required language: [APPROVED FACTS] Brand voice and sending constraints: [TONE AND CONSTRAINTS] Ask up to 3 clarifying questions only if a required input is missing. Otherwise, deliver: 1. Three subject lines, each 35 to 55 characters, plus matching preheader text of no more than 90 characters. Do not use false urgency or misleading “Re:” and “Fwd:” framing. 2. One plain-text email of 140 to 190 words, formatted for Outlook with short paragraphs and a single primary call to action. Start with the relevant audience problem or opportunity, explain the offer in concrete terms, include only approved proof, and make the action easy to understand. 3. A short optional P.S. only if it adds a supported deadline, eligibility detail, or useful next step. 4. A send checklist covering links, sender name, reply handling, audience exclusions, required footer or consent language, and mobile rendering. Use plain language and avoid stacking multiple offers, more than one primary link, vague hype, or claims that cannot be substantiated. Do not invent testimonials, results, scarcity, pricing, legal language, privacy assurances, or unsubscribe details. For regulated industries or offers with material terms, mark content for approval by the appropriate legal or compliance owner. Before answering, self-check that every claim and deadline appears in the approved facts and that the subject, body, and CTA all promise the same thing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [AUDIENCE] | Describe the recipient segment, relationship, and what they already know. | Existing trial users who created a workspace but have not invited a teammate; they received a welcome email three days ago. |
| [OFFER] | State the product, event, content, or promotion being marketed. | A 30-minute live onboarding workshop showing how to set up shared approval workflows. |
| [CALL TO ACTION] | Enter the single action recipients should take. | Register for the Thursday 1:00 p.m. ET session. |
| [CAMPAIGN CONTEXT] | Provide the audience need, campaign purpose, timing, and relevant prior messages. | Goal is to increase teammate invitations during trial. Recipients are operations managers at small professional-services firms. |
| [APPROVED FACTS] | List verified benefits, prices, eligibility, dates, proof, required wording, and prohibited claims. | Workshop is September 30 at 1:00 p.m. ET; free for active trial users; attendees receive a setup checklist; no recording will be sent. |
| [TONE AND CONSTRAINTS] | Describe the brand voice, sending limits, formatting requirements, and any compliance considerations. | Helpful and practical, not salesy. Use one registration link. Include the standard subscription footer supplied by marketing ops. |
How to use
- Define one audience segment and one action before writing; separate campaigns when the audiences need different reasons to act.
- Paste only claims, dates, and terms that have already been approved for use.
- After copying into Outlook, test the primary link, check mobile line breaks, and confirm the recipient list excludes ineligible contacts.
- Follow up with: "Create two A/B subject-line pairs that test curiosity versus utility without changing the offer or making unsupported claims."
Variations
Event invitation
Use to fill a webinar, workshop, or in-person event from a known list.
Write an Outlook event invitation for [AUDIENCE] to [EVENT]. Event details: [DATE, TIME, FORMAT, AND AGENDA]. Approved reasons to attend: [APPROVED VALUE]. The CTA is [CTA]. Provide three subject lines and a 130- to 160-word plain-text email. State the date, time zone, format, and intended attendee clearly. Include only confirmed speakers, agenda items, and availability details. Do not fabricate scarcity or say seats are limited unless supplied. Self-check that all logistical details are consistent and the reader can complete the CTA without needing more information.
Product announcement
Use when announcing a new feature to customers or prospects.
Draft a product-announcement email for [AUDIENCE] about [FEATURE]. Customer problem it addresses: [PROBLEM]. Verified capability and availability: [FACTS]. Required CTA: [CTA]. Write three subject lines, preheaders, and a 150-word plain-text Outlook email. Explain what changes for the reader, who can use it, and any setup or limitation that matters. Do not describe a roadmap item as available or imply outcomes that have not been measured. Self-check that every feature statement matches the approved facts and the action is singular.
Re-engagement email
Use for inactive recipients when you have a relevant, permitted reason to contact them.
Write a re-engagement marketing email for [AUDIENCE] around [RELEVANT OFFER]. Prior relationship and permission context: [CONTEXT]. Approved facts and terms: [FACTS]. Desired CTA: [CTA]. Produce two subject lines and a 100- to 140-word plain-text email that recognizes the prior relationship without pretending to know why they became inactive. Make the offer clear and provide a respectful opt-out or preference path if supplied. Do not use guilt, fabricated deadlines, or unsupported personalization. Self-check that consent-related language and claims match the provided facts.
Tips
- Segment by a behavior or need that changes the message, such as trial users who have not invited teammates, rather than sending one generic email to everyone.
- Keep the body focused on the action; secondary resources can distract unless they directly reduce a barrier to clicking.
- Use approved facts as a source of truth for pricing, availability, results, and deadlines, then reconcile them after any campaign change.
- Outlook recipients often read in preview panes and on mobile, so make the opening sentence and CTA understandable without elaborate formatting.
FAQ
Can I paste the generated email directly into Outlook?
Yes, but verify links, sender identity, recipient segment, footer language, and rendering before sending. Outlook formatting can change line breaks after pasting.
How many calls to action should a marketing email have?
Use one primary action for a focused campaign. Repeating the same linked action can be appropriate, but asking readers to choose among unrelated actions weakens the message.
Can AI write compliance language for my campaign?
It can format approved language, but it should not create legal, privacy, financial, or regulated-industry claims without review by the appropriate owner.