Building Email Templates

Learn to create sophisticated email templates that work for any situation. This tutorial builds on Your First Prompt and teaches you advanced techniques for creating flexible, professional email templates.

Prerequisites

This tutorial assumes you've completed Your First Prompt Tutorial and understand the basic PromptEverything workflow.

What You'll Build

By the end of this tutorial, you'll have created:

A customer support email template with conditional content
A meeting scheduling template with multiple options
A project update template for team communication

Tutorial 1: Customer Support Email Template

Let's create a template that handles different types of customer inquiries.

Step 1: Create the Template

Create a new prompt named "Customer Support Response"
Add this template:

Subject: Re: {{customer_subject}}

Dear {{customer_name}},

Thank you for contacting us {{contact_context}}.

{{response_opening}}

{{issue_resolution}}

{{additional_steps}}

If you have any further questions, please don't hesitate to reach out. {{response_timeline}}

{{closing_signature}}
{{support_agent_name}}
{{company_name}} Customer Support

Step 2: Create Variable Sets for Different Scenarios

For Billing Issues:

customer_subject: "Billing Question"
customer_name: "John Smith"
contact_context: "about your recent billing inquiry"
response_opening: "I've reviewed your account and I'm happy to help clarify your billing question."
issue_resolution: "Your subscription was automatically renewed on March 1st for $29/month. The charge you see is for your Pro plan which includes unlimited prompts and priority support."
additional_steps: "I've attached a detailed invoice to this email for your records."
response_timeline: "Our billing team is available 9 AM - 6 PM EST if you need further assistance."
closing_signature: "Best regards,"
support_agent_name: "Sarah Wilson"
company_name: "PromptEverything"

For Technical Issues:

customer_subject: "App Not Loading"
customer_name: "Mike Johnson"
contact_context: "regarding the technical issue you're experiencing"
response_opening: "I'm sorry to hear you're having trouble accessing your prompts."
issue_resolution: "This appears to be related to a temporary server issue that we resolved at 2:30 PM today. Please try clearing your browser cache and logging in again."
additional_steps: "If you're still experiencing issues, please try the following steps: 1) Clear your browser cache, 2) Disable browser extensions, 3) Try an incognito/private window."
response_timeline: "I'll follow up with you in 24 hours to ensure everything is working properly."
closing_signature: "Thank you for your patience,"
support_agent_name: "Alex Chen"
company_name: "PromptEverything"

Step 3: Test and Refine

Generate both versions and compare them
Notice how the same template creates completely different emails
Experiment with other scenarios: feature requests, account issues, general inquiries

Tutorial 2: Meeting Scheduling Template

Create a template that makes scheduling meetings effortless.

Step 1: Build the Template

Create a new prompt named "Meeting Scheduler":

Subject: {{meeting_type}} - {{meeting_topic}}

Hi {{attendee_name}},

{{meeting_context}}

I'd like to schedule {{meeting_duration}} to discuss {{meeting_topic}}. 

**Proposed times ({{timezone}}):**
{{time_slot_1}}
{{time_slot_2}}
{{time_slot_3}}

**Meeting format:** {{meeting_format}}
**Location/Link:** {{meeting_location}}

**Agenda:**
{{agenda_items}}

Please let me know which time works best for you, or suggest alternative times if none of these work.

{{additional_requests}}

Looking forward to our conversation!

{{meeting_organizer_signature}}

Step 2: Fill Variables for Different Meeting Types

For Client Consultation:

meeting_type: "Initial Consultation"
meeting_topic: "Your AI Content Strategy"
attendee_name: "Jennifer"
meeting_context: "Thanks for your interest in improving your content workflow with AI tools!"
meeting_duration: "a 45-minute call"
timezone: "PST"
time_slot_1: "• Tuesday, March 12th at 2:00 PM"
time_slot_2: "• Wednesday, March 13th at 10:00 AM"
time_slot_3: "• Thursday, March 14th at 3:30 PM"
meeting_format: "Video call (Zoom)"
meeting_location: "I'll send the Zoom link once we confirm the time"
agenda_items: "• Current content creation process\n• AI tool opportunities\n• Implementation roadmap\n• Q&A"
additional_requests: "Please bring any examples of content you'd like to streamline."
meeting_organizer_signature: "Best,\nDavid Martinez\nAI Strategy Consultant"

Step 3: Create Different Meeting Types

Try these variations:

Team standup: Quick 15-minute sync
Project kickoff: 60-minute planning session
Performance review: 30-minute one-on-one

Tutorial 3: Project Update Template

Build a template for keeping your team informed.

Step 1: Create the Structure

New prompt: "Project Status Update"

Subject: {{project_name}} - {{status_type}} Update (Week of {{update_date}})

Hi {{team_name}},

Here's this week's update on {{project_name}}.

## 📊 Current Status: {{overall_status}}

**Progress:** {{progress_percentage}}% complete
**Timeline:** {{timeline_status}}

## ✅ Completed This Week
{{completed_items}}

## 🔄 In Progress
{{in_progress_items}}

## 📅 Next Week's Goals
{{upcoming_goals}}

## 🚨 Blockers & Issues
{{current_blockers}}

## 💬 Team Highlights
{{team_highlights}}

---

**Next update:** {{next_update_date}}
{{questions_contact}}

{{project_manager_signature}}

Step 2: Fill for Different Project States

For On-Track Project:

project_name: "Mobile App Redesign"
status_type: "Weekly"
update_date: "March 4, 2024"
team_name: "Design Team"
overall_status: "On Track ✅"
progress_percentage: "65"
timeline_status: "On schedule for March 29th launch"
completed_items: "• User testing completed (15 participants)\n• Final wireframes approved\n• Color palette and typography finalized"
And so on...

Key Takeaways

After completing these tutorials, you've learned:

Variable organization: How to group related variables logically
Content adaptation: How one template can serve multiple purposes
Professional formatting: How to structure formal communications
Efficiency gains: How templates save time while maintaining quality

Next Steps

Organize your templates - Keep your growing library manageable
Learn advanced variables - Add logic to your templates
Integrate with tools - Streamline your workflow

Ready to explore more advanced features? Check out our How-To Guides for specific solutions to common challenges!

What You'll Build​

Tutorial 1: Customer Support Email Template​

Step 1: Create the Template​

Step 2: Create Variable Sets for Different Scenarios​

For Billing Issues:​

For Technical Issues:​

Step 3: Test and Refine​

Tutorial 2: Meeting Scheduling Template​

Step 1: Build the Template​

Step 2: Fill Variables for Different Meeting Types​

For Client Consultation:​

Step 3: Create Different Meeting Types​

Tutorial 3: Project Update Template​

Step 1: Create the Structure​

Step 2: Fill for Different Project States​

For On-Track Project:​

Key Takeaways​

Next Steps​