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Professional Email Draft Prompt (LLaMA / Ollama)

Effective professional emails require tone, brevity, and a single clear action. This prompt generates three subject line options (which you can A/B test) and enforces a word limit to prevent rambling. The sender and recipient roles help the AI calibrate the appropriate level of formality and the persuasion style. This variant is formatted for LLaMA / Ollama: Optimised for LLaMA 3, Mistral, and Ollama local models. Uses [INST] / <<SYS>> instruction format.

Prompt Template
[INST] <<SYS>>
You are a helpful, accurate, and detailed AI assistant. Follow the instructions carefully.
<</SYS>>

Write a professional email with the following parameters:

Purpose: {{purpose}}
From: {{sender}} ({{sender_role}})
To: {{recipient}} ({{recipient_role}})
Tone: {{tone}}
Key points to cover:
{{key_points}}

Constraints:
- Maximum length: {{max_length}} words
- Do NOT use jargon or buzzwords
- End with a clear, single call to action
- Subject line: provide 3 options ranked by open rate potential

Format the output as:
Subject options:
1. [option]
2. [option]
3. [option]

---
[email body] [/INST]

Variables

{{purpose}}The goal of the email, e.g., "follow up on unanswered proposal", "request a deadline extension"
{{sender}}Your name
{{sender_role}}Your job title or role
{{recipient}}Recipient's name
{{recipient_role}}Recipient's job title or context
{{tone}}Email tone, e.g., "polite but assertive", "warm and casual", "formal"
{{key_points}}Bulleted list of points to include in the email body
{{max_length}}Maximum word count for the email body, e.g., 150

Example

Input
purpose: Follow up on a software proposal sent 10 days ago with no response
sender: Alex Chen
sender_role: Account Executive at Acme Software
recipient: Sarah Williams
recipient_role: CTO at TechCorp
tone: polite but assertive
key_points:
- Sent proposal on March 15th
- Proposal covers data pipeline automation
- Happy to schedule a 20-minute call
max_length: 150
Output
Subject options:
1. Quick question about the Acme proposal — 10 min of your time?
2. Following up: data pipeline proposal for TechCorp
3. Re: Acme Software proposal (sent March 15)

---
Hi Sarah,

I sent over our data pipeline automation proposal on March 15th and wanted to check if you had a chance to review it.

I know your schedule is packed, so I've kept this brief. If you have questions or would like to walk through the numbers together, I'm happy to do a focused 20-minute call this week or next.

Would Thursday at 2pm work, or is there a better time?

Best,
Alex

Related Tools

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FAQ

Can this write cold outreach emails?
Yes. Set the purpose to "cold outreach" and add a key point describing your unique value proposition. Cold emails work best under 100 words, so set max_length to 80-100.
How do I write a difficult email, like a complaint or an escalation?
Set tone to "firm but professional" and include the timeline of events in the key_points field. The AI will frame the issue factually without sounding hostile.
Should I always use all three subject line options?
If you send newsletters or have email marketing software, run an A/B test with two options. For one-off emails, pick the option that feels most natural for your relationship with the recipient.

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