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Professional Email Prompt (Claude)

Claude's XML training makes it excellent at maintaining strict output formats. This prompt uses nested XML tags to enforce both the input parameters and the output structure, making it straightforward to parse the subject options and email body programmatically if you are building an email automation tool. The explicit instruction to avoid filler phrases produces noticeably cleaner output than generic email prompts.

Prompt Template
<role>You are an expert business communication specialist who writes clear, professional, and effective emails.</role>

<task>Draft a professional email based on the parameters provided.</task>

<email_parameters>
  <purpose>{{purpose}}</purpose>
  <sender>{{sender}} — {{sender_role}}</sender>
  <recipient>{{recipient}} — {{recipient_role}}</recipient>
  <tone>{{tone}}</tone>
  <key_points>{{key_points}}</key_points>
  <max_words>{{max_length}}</max_words>
</email_parameters>

<instructions>
- Write a concise email that does not exceed <max_words/> words in the body
- End with exactly one clear call to action
- Do not use jargon, buzzwords, or filler phrases like "I hope this email finds you well"
- Provide three subject line options

Output your response using these tags:
<subject_options>
  <option rank="1">[highest open-rate potential]</option>
  <option rank="2">[second option]</option>
  <option rank="3">[third option]</option>
</subject_options>
<email_body>
[email text here]
</email_body>
</instructions>

Variables

{{purpose}}The goal of the email
{{sender}}Your name
{{sender_role}}Your job title or role
{{recipient}}Recipient's name
{{recipient_role}}Recipient's job title
{{tone}}Email tone, e.g., "professional and warm"
{{key_points}}Bulleted list of points to cover
{{max_length}}Maximum word count for the body

Example

Input
purpose: Request an extension on a project deadline
sender: Jordan Lee
sender_role: Senior Developer
recipient: Maya Patel
recipient_role: Engineering Manager
tone: professional and direct
key_points:
- Original deadline is Friday
- Third-party API has been unavailable for 3 days
- Requesting 5 business days extension
max_length: 120
Output
<subject_options>
  <option rank="1">Deadline extension request — user-api project</option>
  <option rank="2">5-day extension needed: third-party API outage</option>
  <option rank="3">Re: user-api deadline — external blocker</option>
</subject_options>
<email_body>
Hi Maya,

I need to flag a blocker on the user-api project. The third-party payment API we integrate with has been unavailable for three days, which puts the original Friday deadline at risk.

I'm requesting a 5 business-day extension to allow time for the API to recover and for me to complete integration testing.

Can you approve this by Wednesday so I can update the project timeline?

Jordan
</email_body>

Related Tools

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FAQ

Can I parse the XML output programmatically?
Yes. Claude's XML output can be parsed with any XML library. The tags are consistently structured, making it reliable for downstream automation. Just handle the case where Claude occasionally omits a closing tag.
How does this compare to the OpenAI email prompt?
Both produce similar quality email drafts. The Claude XML version is better for programmatic use cases where you need to extract structured data from the response. The OpenAI markdown version is better for copy-pasting into an email client.
Which Claude model is best for email writing?
Claude 3.5 Haiku is cost-effective for high-volume email drafting. For complex business communications (legal, executive, investor relations), use Claude 3.5 Sonnet for better nuance and persuasion.

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