Email Template Generator

Pick the situation, fill the blanks, and the email is ready with its subject line

The email template generator collects 54 emails people write all the time: meeting requests, quote requests, resignation notices, questions to a professor and more. Each template comes with a subject line and a body. The parts that change from email to email, such as the recipient, the date or the amount, are left as blanks. Click a blank inside the email and type, and the email is finished. A blank with the same name is filled everywhere at once, so you only type it one time.

The body is split into six roles: greeting, purpose, details, request, closing and signature. Each paragraph is marked with a colored strip. The outline bar above shows how much of the text each role takes up, so you can see before sending that the purpose is buried at the bottom or that you never said what you want the reader to do.

When it helps

• Writing to someone for the first time: you spend less time deciding how to open, introduce yourself and get to the point. The introduction template gives the reason for contact in the first paragraph and proposes only one next step.
• Writing the email you are putting off: resignations, extension requests, turning down an offer or chasing an unpaid invoice all depend on tone. The templates are polite but direct. A decline says no clearly, and a payment reminder starts from the assumption that it was simply missed.
• Following up on an email nobody answered: the follow-up template restates the date and the request in one line and gives a new deadline, so the reader does not have to search for your first message.
• Writing to someone who expects a certain format: a professor wants the course name and your student ID, and a recruiter wants the role and your name. The subject lines and first sentences follow that pattern.
• Reusing the same details: type your name, company and phone number once and they are already filled in when you switch to another template.

How to use it

1. Type a word such as quote, resign or professor into the search box, or choose a category, to find the template.
2. Click a dotted blank in the email window and type. Press Enter to move to the next blank. The dots below fill in as you complete the blanks.
3. To change the wording, press Edit freely. The filled text turns into an editor with bold, italic, underline and list formatting, and each template keeps its own edited version.
4. Use Copy body and Copy subject to paste into your email program, or Open in email app or Open in Gmail to start a compose window with the subject and body already in it. If you entered an address, it goes along.
5. Click the star at the top left of the email window to add a template you use often to your favorites.

The skeleton of a work email: greeting, purpose, details, request, closing, signature

Most work emails have the same six parts. A reader looks at the first few lines to decide whether to read now and what is expected of them, so the purpose belongs right after the greeting, and what you need from them should be its own paragraph.

The colored strip beside each paragraph shows its role. If the Details role takes up most of the outline bar and there is no Request at all, the reader may not know what to do. If the greeting and closing grow long, the purpose is pushed below the first screen.

For the greeting, a widely used style guide gives a simple rule. Purdue OWL says that if you know the person and normally use their first name, it is acceptable to use the first name alone, as in “Dear Lucy:”. Otherwise it recommends a personal title and the last name, and a comma follows the closing when a colon follows the salutation. In email, most people end the greeting with a comma instead, so the templates use “Hi {Recipient name},” for colleagues and “Dear {Recipient name},” for formal messages. Change the greeting if you know the reader prefers something else.

The subject line is read first

In the inbox, people see only the sender and the subject. If the subject says what the email is about, what you need and by when, the reader can judge its priority before opening it, and you will find it more easily later.

“Re:” at the start of a subject marks a reply in an existing conversation. The templates that answer a message you received, such as declining an offer or confirming an interview time, begin with “Re:”.

54 templates by situation

Click a template name to open it in the workspace above.

Example: a filled-in meeting request

Fill in the blanks of the Meeting request template as below and you get this email. Your name and company are filled once and carry over to the other templates.

Hi Daniel,

I hope you're well. This is Maya Chen from Northwind Supply.

I'd like to set up a meeting to talk about the Q3 promotion budget.

- What we would cover: budget split by region and the spending schedule
- Length: 40 minutes
- Format: video call (I'll send the link once we've fixed a time)

These times work on my side:
- Wednesday, October 28, 10:00 am
- Thursday, October 29, 2:00 pm
- Friday, October 30, 4:00 pm

Could you let me know which one suits you by Tuesday, October 27? If none of them work, please suggest a time that does and I'll confirm it.

Thank you, and I look forward to hearing from you.

Best regards,
Maya Chen

Common mistakes before you hit send

• Sending the blanks as they are: an unfilled blank is copied with its braces, like {Recipient name}. After you copy, the status line names the blanks you left empty, so check it once more.
• Saying “attached” and forgetting the attachment: if the body mentions an attachment, count the files before sending. The sending-files template lists the file names in the body, so a missing file shows up straight away.
• Misspelling a name or title: copy the name and title exactly as they appear in the person's signature or business card.
• A date and weekday that don't match: “Wednesday, October 28” helps the reader check the date, but a wrong weekday causes confusion. Look at a calendar once.
• No reply-by date: “whenever you get a chance” usually means later. Put a date in the request paragraph.
• Putting strangers' addresses in To or Cc: everyone sees everyone else's address. For a notice to people who don't know each other, use Bcc.
• Hitting Reply all by accident: when you reply privately to a message sent to many people, check the recipient fields again.

To, Cc and Bcc

The three recipient fields are defined in the Internet Message Format standard (RFC 5322). Everyone listed in any of them receives the message. The standard says “the only difference between the three fields is how each is used.”

The To box in this tool fills only the To field. Add Cc and Bcc in your email program's compose window.

Limits

• A template is a starting point. If your company or school has a required form or process, such as a resignation form, a leave system, a certificate request or an attendance policy, that comes first.
• Open in email app launches whatever program your device uses for mailto links. If none is set, or the body is very long, it may not open or the text may be cut off. In that case, copy and paste. RFC 6068 requires line breaks in the body of a mailto link to be encoded as %0D%0A, and the tool does that for you.
• Opening in an email app or Gmail passes plain text only, with no formatting. Use Copy body if you want to keep bold. How formatted text pastes differs between mail services.
• The templates are worded so that any value fits in a blank, but if you rewrite a sentence around a blank, check singular and plural (“is” or “are”), and a or an before the word you typed.
• What you type is not saved and disappears when you refresh. Only the list of your favorite templates stays in this browser.

Sources

Basis: the recipient field definitions come from RFC 5322, the mailto link format from RFC 6068, the greeting and closing punctuation from the Purdue OWL business letter guide, and the notice period for resigning from the UK Employment Rights Act 1996. All were checked on the original pages on October 22, 2026.

• 01RFC 5322: Internet Message Format, 3.6.3 Destination Address FieldsDefinitions of To, Cc and Bcc
• 02RFC 6068: The 'mailto' URI Scheme, 5. EncodingSubject and body in a mailto link; line breaks in the body encoded as %0D%0A
• 03Purdue OWL: Writing the Basic Business LetterFirst name only if you know the person, otherwise title and last name; capitalize only the first word of the closing
• 04legislation.gov.uk: Employment Rights Act 1996, section 86An employee employed for one month or more must give at least one week's notice (England, Wales and Scotland)

Frequently asked questions

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