How to Write Better Emails Using AI (10+ Email Templates)

Table of contents

1. Writing the subject line with AI

2. Writing the preheader text with AI

3. Writing the body of the email with AI

4. Writing the footer or sign-off

Examples of effective emails

1. Writing the subject line with AI

If the subject isn’t clear and unique, the receiver whose inbox is already crowded by generic subject lines—will ignore your email too. Use a little creativity and, make sure your subjects are—concise, unique, and state the subject clearly.

Here are some examples of the most enticing subject lines from my inbox for your reference:

• That’s a write-off
• Get unstuck with jobs and coffee
• I almost didn’t send this

Pro Tip: Try to conclude your subject line in 5-6 words. This way the bold section of the subject line catches the reader’s eye.

2. Writing the preheader text with AI

You can use preheaders as effective CTAs. For example, “Follow us here: (your social handle) or start with a simple greeting like “Happy Spooky Friday 🎃!

One of the best ways to utilize preheaders is to summarize the body of the email. That way—when your receivers don’t have time to read the whole content, they’ll still go away with something actionable.

3. Writing the body of the email with AI

First things first—nobody likes a long waffling email. They simply don’t have the time and the attention span of human beings is very short. So remove what’s not needed.

The body of the email has three parts.

• Start your body with greetings and an overview of what your email will talk about.
• The middle section is where you answer the three Ws—what, why, and how of an email. Keep it strictly to the point but also entertaining.
• The last part of the body consists of the conclusion, where you add a final note or a call to action.

4. Writing the footer or sign-off

You can start a footer with a CTA and then follow regards, first and last name, and designation.
Tip: Add a question in this part—this will prompt the reader to reply to your email. A "P.S" is actually a very effective place to put your CTAs and get some nice click-through rates.

Examples of effective emails

1. Applying to an opportunity emails

These emails can help you score your biggest client, discover new collaboration opportunities, and reach out to dream clients.

Checklist

• Your email subject line needs to differentiate you: You need to stand out in your prospect’s inbox amongst a sea of applicants.
• Open with a personal comment about their work or company.
• Briefly explain why you would be a good fit and attach staples.
• Sign off with a question they can reply to.

Subject Line: A B2B Writer for Klaviyo, ActivTrak, and more Body Text: Hey Liv,

I was going through the XYZ blog and I love how helpful each content piece is—the case studies are intriguing, the videos are informative and the blogs are detailed.

A bit about me: I’m a B2B writer for brands like ActivTrak, and Klaviyo (among others) and I specialize in research-driven long-form content.

I’d love to write for you!

Here are some samples of my work:

Sign off: Have I provided everything you need?

Template

Subject line: A (your profession) (best clients)

Body Text: Hey (First name),

I just saw your (the work you’re talking about)—I loved (add a specific reason you loved their work).
A bit about me. I’m a (your profession) for brands like (mention key highlights of your portfolio) and I specialize in (add your USP here).
I would love to work with you.

Here are some samples of my work.

Sign off: Have I provided everything you need?
Regards,
Your name

Discovery call emails

Checklist

• Start with a summary of the call.
• Talk about your processes.
• Add casual facts about yourself that tie well with the opportunity in the sign-off.

Subject Line: A summary of our call
Body Text: Hey Kate,

It was great talking to you— and your team sounds lovely.

Here’s a brief of what we covered in the call:

(Attach a bullet list of all important points of the call here)

My processes:
Research process:
Sign off: If I could tell you just one thing about myself:
I'm very curious and a quick learner.
Have I covered everything you need? :)

2. Connection-building emails

Newsflash: You can’t write these unless you’re genuinely interested in building a relationship.

Checklist

• Reference their work in the subject line.
• Specify what you liked.
• Sign off with a question about their current plans.

Subject Line: Loved your piece for ConvertKit
Body Text:
Hey Dana,

Just writing to say I love your latest piece for ConvertKit, especially the intro.

Sign off
Where else can I read more of your blogs?

Apologize for canceling a call/meeting

Checklist

• Clarify whether you canceled or rescheduled a meeting/call.
• Give your reason upfront.
• Offer rescheduling flexibility.

Subject line: Apologies for rescheduling
Hey Michael,

Unfortunately, I had to cancel our appointment.
I have availability this Friday and would be happy to reschedule it for any time that works for you.

Sign off: Is there anything else you want me to add to the agenda of the meeting?
Regards,
Your name

Audience Building Emails

Newsletters

Brands and individuals use newsletters for sharing important information and valuable news. They should not be too comprehensive.

Welcome emails

These are the onboarding emails and the first email communication that you have with your reader or subscriber.

Newsletter by: Kat Boogard

Writing an email from scratch can be overwhelming—brainstorming the subject line, body, and sign-off. But with this guide, you can write impactful emails.