The Ultimate Guide to Creating a Generic Email Template for Your Business

If you’re like most people, email is likely an integral part of your daily routine. It’s how we communicate with colleagues and friends, catch up on important news, and keep our schedules organized. But with the sheer volume of messages we receive each day, it can be difficult to keep up with everything.

Enter the generic email template. These pre-written messages are a lifesaver for those moments when you need to respond quickly but don’t have the time or energy to craft a personalized message from scratch. And the best part? You can find examples of them all over the internet, which you can then edit to suit your specific needs.

Whether you’re looking for a template to send a job application, RSVP to an event, or follow up with a client, there’s likely a template out there that can help you get the job done efficiently and effectively. So the next time you find yourself staring at a blank email screen, don’t stress – just use a generic email template.

The Best Structure for a Generic Email Template

Emails are a vital part of any business’s communication strategy. Whether you’re sending a marketing email, a customer service response, or just touching base with a colleague, having a well-structured email can make all the difference. In this article, we’ll outline the best structure to use for a generic email template that can be used in a variety of contexts.

The first thing to consider when structuring a generic email template is the subject line. Your subject line should be short and to the point, providing a clear indication of what the email is about. Avoid using vague or overly clever subject lines, as they can often be ignored or misunderstood. Instead, use a subject line that is informative and straightforward.

Next, consider the opening sentence of your email. The first sentence should grab the reader’s attention and entice them to read on. This could be a personal anecdote, a witty remark, or a statement that provides context for the rest of the email. Whatever you choose, make it engaging and relevant to the rest of the email.

After the opening sentence, move on to the body of the email. The body should be divided into short paragraphs, each with a clear message or point. Use bullet points or numbered lists to break up longer sections of text, making it easier for the reader to scan and digest the information. Use clear and concise language, avoiding jargon or technical terms unless they are necessary.

Throughout the body of the email, it’s important to maintain a consistent tone and level of formality. This will depend on the context of the email and the relationship between the sender and recipient. However, as a general rule, it’s better to err on the side of professionalism and formality, especially when communicating with new contacts or clients.

Finally, conclude the email with a clear call to action. This could be a question for the recipient to answer, a request for a follow-up meeting, or an invitation to take a specific action. Whatever it is, make sure it is clear and concise, and make it easy for the recipient to respond if necessary.

In conclusion, structuring a generic email template requires careful consideration of the subject line, opening sentence, body, tone, and conclusion. By following these guidelines and tailoring them to your specific needs, you can create an email template that is professional, engaging, and effective in a variety of contexts.

Generic Email Template for Job Recommendation

Recommendation for John Doe for the position of accountant

Dear Hiring Manager,

I am writing this email to highly recommend John Doe for the position of accountant at your esteemed organization. I had the pleasure of working with John at XYZ Accounting Firm for over two years, and I was impressed with his impeccable accounting skills and attention to detail.

During his time at XYZ Accounting Firm, John worked tirelessly to ensure that the books were balanced and all accounts were accurately represented. He also took the initiative to implement new accounting software, which resulted in a significant reduction in human error and improved efficiency. John is always willing to lend a helping hand when it comes to assisting his colleagues and has excellent communication skills, which makes him an ideal team player.

Therefore, I highly recommend John Doe for the position of accountant at your organization and wish him all the best in his future career endeavors.

Best regards,

Jane Doe

Generic Email Template for Business Proposal

Proposal for Business Collaboration

Dear [Recipient’s Name],

I am writing this email to propose a business collaboration between [Your Company’s Name] and [Recipient’s Company Name]. Our organizations share a common goal of providing quality products/services to our customers, which is why I believe this collaboration will be mutually beneficial.

The proposed collaboration includes [list of proposed activities]. By working together, we can leverage our respective strengths and achieve our shared business goals. Furthermore, we can combine our expertise to develop new products/services and expand our customer base.

Please let me know if you are interested in exploring this collaboration further. I would be happy to schedule a call or meeting to discuss this proposal in detail.

Thank you for your time, and I look forward to your response.

Best regards,

[Your Name]

Generic Email Template for Reference Request

Reference Request for John Doe

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to request a reference for John Doe, who has recently applied for [position].

During his time working with me at [Company Name], John demonstrated excellent [list of skills]. He was an asset to our team and consistently delivered high-quality work. I believe that his skills and experience make him a strong candidate for the position he has applied for, and I highly recommend him for this role.

If you could provide a reference for John, I would be grateful. Please feel free to contact me if you have any questions or require further information.

Thank you for your time, and I look forward to hearing from you soon.

Best regards,

[Your Name]

Generic Email Template for Sales Proposal

Sales Proposal for [Product/Service Name]

Dear [Recipient’s Name],

Thank you for your interest in [Product/Service Name]. Our team at [Your Company’s Name] has developed a comprehensive sales proposal that outlines the benefits and features of [Product/Service Name] in more detail.

Our proposal includes [list of what’s included in the proposal]. Additionally, we have also included [list of optional add-ons]. We have priced our proposal competitively, and we believe it provides excellent value for money.

Please let us know if you have any questions or require any further information about our proposal. We would be happy to schedule a call or meeting to discuss this in more detail.

Thank you for your time, and we look forward to hearing back from you soon.

Best regards,

[Your Name]

Generic Email Template for Requesting Information

Request for Information Regarding [Topic]

Dear [Recipient’s Name],

I hope this email finds you well. I am writing to request information regarding [Topic]. I came across your company through [source of information], and I believe you might be able to help me with my query.

Specifically, I am looking for [list of what you’re looking for]. It would be great if you could provide me with [list of what you’re requesting] to help me understand [Topic] better.

If you require any additional information or have any questions, please let me know. I appreciate your time and consideration in this matter.

Best regards,

[Your Name]

Generic Email Template for Job Application

Job Application for [Position-Title]

Dear Hiring Manager,

I am writing to express my interest in the [Position] role at [Company Name] as advertised on [source of job advertisement]. I am excited about this opportunity and believe that I will be able to make a valuable contribution to your organization.

As an experienced [job title], I have [number of years’ experience] in [industry/profession]. My skills and experience include [list of skills and experience]. I am also [list of personal attributes that make you a good fit for the role/company].

Please find my resume attached for your review. I would appreciate it if you could consider my application and invite me to an interview to discuss my candidacy further. You can reach me at [contact details] if you have any questions or require further information.

Thank you for your time and consideration. I look forward to hearing back from you soon.

Best regards,

[Your Name]

Generic Email Template for Follow-up

Follow-Up on [Topic]

Dear [Recipient’s Name],

Hope this email finds you well. I am writing to follow up on [Topic] that we discussed during [event/meeting/conversation].

I wanted to check if you had any further questions or require additional information about [Topic]. Please let me know if you require further clarification, and I would be happy to arrange a call or meeting to discuss this in more detail.

Thank you for your time, and I look forward to hearing back from you soon.

Best regards,

[Your Name]

The Ultimate Guide to Crafting a Perfect Generic Email Template

Whether you’re a start-up founder looking to reach out to potential investors, a marketer trying to connect with new leads, or a job seeker trying to make a good first impression with your recruiters, sending a well-crafted email can make all the difference. Here are some tips to help you create a perfect generic email template that you can use for almost any purpose.

Keep it Concise and Structured

The reader’s time is a valuable resource. Thus, your email should be brief, to the point, and easy to skim. Keep your paragraphs short and use bullet points to highlight essential points. Most importantly, make sure the email is well-structured with a clear introduction, body, and conclusion. This helps the reader navigate through the email with ease and ensures that the critical points are not missed.

Make it Personal

Even if you are using a generic email template, it’s still essential to make it personal. Start by addressing the recipient by their name instead of using a generic salutation. Make reference to their past work or the project they are involved in. This ensures that your email does not appear as a generic mass mailer and helps establish a connection with the recipient.

Include a Clear and Compelling Call-to-Action

The ultimate goal of your email is to get the recipient to take action. Whether it’s, setting up a meeting, sharing information, signing up for a demo, or any other action, make sure to include a direct and clear call-to-action. Ideally, you want to be able to communicate the benefit of taking action and why it’s essential. This helps to increase the chances of getting a response.

Optimize it for Mobile

With many people using smartphones as their primary device for accessing email, you need to ensure that your email is optimized for mobile. Use a responsive design that adapts to different screen sizes and make sure to keep your email width less than 600 pixels. Also, keep in mind that some email providers block images, so make sure that your email is readable even if the images are disabled.

Add a Professional Signature

A professional email signature with your name, job title, and contact information is an essential element of a well-crafted email. It helps to establish your brand identity, provides useful information, and makes it easy for recipients to contact you. You can also add links to your social media profiles or relevant blog posts to showcase your expertise.

In conclusion, a well-crafted generic email template can make a significant impact in your communication efforts. By keeping it concise, personal, and optimized for mobile, you can create a compelling message that resonates with your audience. Including a clear call-to-action, and a professional signature adds the final touch of professionalism that helps to build relationships and drive conversions.

Frequently Asked Questions about Generic Email Templates


What is a generic email template?

A generic email template is a pre-designed email format that can be used for various purposes by an organization. It contains pre-written content, placeholders, and design elements that can be customized according to the email campaign’s needs.

Can I customize a generic email template?

Yes, you can customize a generic email template by replacing the pre-written content and images with your own. You can also modify the design elements, such as fonts, colors, and layout, to align them with your brand guidelines and campaign goals.

What are the benefits of using a generic email template?

Using a generic email template saves time and resources as you don’t have to start designing and writing the email content from scratch. It also allows you to maintain consistency in your email campaigns’ look and feel, which helps in building brand recognition and trust among your subscribers.

Are there any drawbacks of using a generic email template?

The major drawback of using a generic email template is that it may not be tailored to your specific target audience’s needs and preferences. Hence, it may not be as effective in engaging them as a custom-tailored email would be. Additionally, if hundreds of other organizations are using the same template, it may not stand out and catch the subscribers’ attention as much.

Where can I find a good generic email template?

You can find a good generic email template by searching online on websites that specialize in providing email marketing tools and templates. Alternatively, you can hire a professional email designer or email marketing agency to create a customized email template for your organization.

Can a generic email template work for every business?

A generic email template can be used by most businesses, but its effectiveness may vary depending on their target audience, industry, and campaign goals. It is always best to test multiple email templates and find the one that works best for your organization and yields the desired results.

How often should I update my generic email template?

You should update your generic email template periodically, especially if there is a major change in your brand image, target audience, or campaign goals. However, it is best not to make drastic changes too frequently, as it may confuse the subscribers and affect their engagement rates.

That’s a Wrap!

And that’s all for our talk about generic email templates! I hope you gained some valuable insights and can apply them to your work. Remember, these templates are just guidelines, and you can always put your own spin on them to make them unique to your brand and voice. Thanks for taking the time to read through this article, and feel free to come back later for more informative content. Until then, keep writing those killer emails!