How to generate sales email templates with an AI assistant: A 5-step guide

Let's be real, writing a good sales email is hard. Trying to write hundreds of them? Even harder. You're trying to be personal, hit the right notes, and stay on-brand, but who has the time?

This is exactly where an AI assistant can step in, not just to help you write faster, but to help you write smarter. We're going to walk through a simple 5-step process to generate sales email templates with an AI assistant that genuinely sound like you and, more importantly, get replies. This isn't about generic prompts; it's about building a reliable system for your outreach.

What you’ll need

Before we dive in, let's get your toolkit ready. To get great templates out of an AI, you need to put the right stuff in. It’s not magic; it’s about giving the AI the right ingredients to work with.

Here's what you'll need:

• An AI assistant or platform: This could be a tool you already use or a new one. The main thing is to find one that can tap into your company's knowledge, because a generic AI will just give you generic emails.

• A clear goal for your template: You need to know what you want this email to do. Is it for booking a demo, a follow-up, or waking up a cold lead?

• Your "sources of truth": This is the big one. The best AI-generated content comes from learning from your best human-written content. Pull together things like:

  • Past sales emails that actually got a good response.

  • Your internal company docs (think product one-pagers or sales FAQs).

  • Your public help center or knowledge base articles.

How to generate sales email templates with an AI assistant in 5 steps

Here’s a straightforward framework you can use to create sales email templates that are effective, easy to reuse, and simple to personalize with AI.

1. Define your goal and audience

First things first, get really specific about what you're trying to accomplish. A template for a first-touch cold email needs a completely different vibe than a follow-up after a great demo. Nailing this down from the start stops you from creating a vague template that doesn't really work for anything.

Ask yourself these quick questions:

• Who am I emailing? Are they a tech expert, a budget holder, or someone who just attended a webinar?

• What’s the one thing I want them to do? Should they reply with their availability, click a link, or book a meeting?

• What’s their biggest headache right now? A solid template solves a problem, it doesn't just list your features.

Once you have those answers, you can jot down a simple brief. Something like this:

• Goal: Book a 15-minute discovery call.

• Audience: Marketing managers at B2B SaaS companies who downloaded our SEO ebook.

• Pain Point: They're having a hard time proving the ROI of their content.

2. Connect your knowledge sources

This is the step that really separates the generic AI emails from the great ones. Instead of just telling the AI what to write, you need to show it how your team actually talks. An AI that knows your business, your brand voice, and what’s worked in the past is going to give you way better results.

Your goal here is to give the AI the same info you'd give a new sales hire on their first day. You'd show them the ropes, right? Same idea here. Give your AI access to:

• Past Sent Emails: The AI can sift through your most successful emails to pick up on your tone, phrasing, and the value props that people respond to.

• Internal Wikis and Docs: Hook it up to your company knowledge in places like Confluence, Notion, or Google Docs, where all your product info and case studies are stored.

• Help Desk Conversations: If you use a tool like Zendesk or Intercom, the way your team explains things to customers is a goldmine for getting the tone just right.

This infographic illustrates how eesel AI centralizes knowledge from different sources to power support automation.

3. Craft your starter prompt

Alright, your AI has done its homework and has all the context. Now it's time to write your prompt. Think of a good prompt as a recipe, not a one-word command. You need to give it clear instructions.

Here’s a simple structure that works well:

• Role: "You are a helpful and concise sales rep for [Your Company Name]."

• Context: "I'm writing to a [Audience Persona] at [Company Name]. They just [Action they took, e.g., downloaded our ebook]."

• Goal: "The point of this email is to [Your Goal, e.g., book a 15-minute discovery call]."

• Key Information to Include: "Make sure to mention that our product helps solve [Pain Point]. Touch on [Specific feature or benefit]."

• Tone: "Keep the tone professional but friendly and confident. No marketing fluff."

• Call to Action: "Wrap it up with a clear, easy CTA asking if they're open to a quick chat next week."

Here's how that might look all put together:

"You are an SDR for eesel AI. I am writing to a Marketing Manager at a SaaS company who downloaded our ebook on 'Scaling Customer Support'. The goal is to book a 15-minute call. Mention that our AI platform helps support teams reduce ticket volume by automating frontline support. The tone should be helpful and professional. End by asking if they're open to a brief chat to see how it works."

4. Generate and refine the template

Hit 'generate' and see what comes back. Quick warning: the first draft probably won't be perfect, and that's totally fine. Your job now is to put on your editor hat and polish it up.

Look for things like:

• Is it too wordy? Ask the AI to "Make this more concise" or "Cut this down to three short paragraphs."

• Is the tone off? Try commands like "Make this sound more casual" or "Rewrite this with a more confident tone."

• Is the main point clear? If the key benefit is buried, tell the AI to "Rewrite the first sentence to focus on how we solve [Pain Point]."

Once you've got a version you're happy with, save it as your base template. Make sure it has placeholders for the personal touches, like "[Prospect Name]", "[Company Name]", and "[A personalized opening line]".

5. Test and store your templates

A great template is useless if it's buried in someone's private folder. The final step is to make sure your whole team can find and use what you've created.

• Keep your templates in one place: Store them somewhere everyone can access, whether that’s a shared Google Doc, a company wiki, or your sales engagement tool.

• Test it out first: Don't just unleash a new template on the entire team without seeing how it works. A little testing goes a long way.

Common mistakes to avoid when you generate sales email templates with an AI assistant

As you get going, try to steer clear of these common trip-ups:

• Feeding it generic prompts: If your prompt is vague, your email will be vague. The better the info you give the AI, the better the email you'll get back.

• Forgetting a human check: Never, ever send an AI-generated email without reading it over first. The AI is your assistant, not your replacement. Always give it a quick scan for accuracy, tone, and anything that just feels a bit off.

• Automating everything: Use AI for the heavy lifting, but always leave a little room for real, manual personalization. The best emails are often a mix: an AI-generated template with a custom first sentence that shows you actually did your homework.

Build a system to generate sales email templates with an AI assistant

Using an AI assistant for sales templates isn't just a time-saver. It's about building a smarter, scalable way to do outreach.

The real trick is using an AI that understands your business, not just the internet at large. When your AI has learned from your team's best work, every template it creates is already a step ahead. A platform like eesel AI is built for this. It helps you create an assistant trained on your company's unique knowledge, so your messaging always stays on point.

This video shows you how to use AI to design and draft better emails, clean up filler words to make your content more concise, and save time.

Ready to build a smarter email system? See how eesel AI can help.