Email Template Generator

The tool offers seven types: complaint, request, thank you, follow-up, introduction, apology, and resignation. Pick the type that matches your goal, then choose a tone (formal, professional, or friendly), fill in the recipient, the topic, and any specific details, and the email assembles itself with the right opening, structure, and sign-off. The output is plain text ready to paste into Gmail, Outlook, or any email client.

Choosing well matters. Sending a 'request' template when you should have used 'follow-up' makes you look like you have forgotten the first message. Sending a 'formal' apology to your boss who you speak to daily reads as overcompensating. The default is professional tone with the thank-you template, which is the safest combination if you are not sure - polite, neutral, and unlikely to land badly.

Formal opens with 'Dear [Name],' and closes with 'Best regards' or 'Thank you for your consideration.' Use it for legal correspondence, complaints to large companies, resignation letters, and any first email to a senior person you do not know. Professional opens with 'Hi [Name],' and closes with 'Best' or 'Thanks.' Use it for almost everything else: colleagues, clients you have a relationship with, recruiters, peers in other companies. Friendly opens with 'Hey [Name],' and closes with 'Cheers.' Use it only with people you actually know well; using friendly tone with a stranger reads as unprofessional.

A common mistake is using formal tone for routine internal email. Writing 'Dear Sarah, I hope this email finds you well' to your direct colleague Sarah, who you spoke to in the kitchen 20 minutes ago, comes across as cold or sarcastic. The professional tone is right for 95% of work email; reserve formal for genuinely formal situations and friendly for actual friends.

The template uses three placeholders: recipient (the person's name, used in the greeting), details (the topic in a few words), and specifics (the meat of the email, 1-3 sentences of context). For a thank-you to a client, recipient is 'Sarah', details is 'introducing me to your finance team last week', specifics is 'the conversation with Mark led to a six-month engagement starting in May. I really appreciate you making the connection at the right moment.'

Keep specifics tight. The default templates work because they are short and let your specific words carry the message. Pasting in three paragraphs of explanation makes the email feel templated and sycophantic at the same time. If you need to write a long email with multiple sections, generate the structure here, then edit the result rather than trying to fit everything into one specifics field. The [word counter](/word-counter) is handy for keeping your final draft under 200 words, which is what most professional emails should be.

Templates are starting points, not finished emails. For high-stakes messages (negotiating a pay rise, breaking bad news to a client, declining a job offer) the template should anchor the structure but every sentence needs your own wording. Templates that are obviously templated read as low-effort, and the recipient can tell. The 'Hey {recipient}, I wanted to apologize for {details}' pattern is fine for a missed standup; it is not fine for apologising to a customer who lost data.

Also skip templates for emails where the relationship matters more than the content. A condolence message, a personal recommendation, a goodbye email to a long-term colleague: these need to sound like you, not like a generator. Use the resignation template to remember the structure (date, transition offer, thanks), then rewrite the entire body in your own words. For polished output, run the result through the [Instagram caption formatter](/instagram-caption-formatter) if you also want to share excerpts on social.