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How to Write Effective AI Email Draft Templates

AI Email Draft Templates work differently from other AI templates in LeadCenter. Instead of using placeholders, you write instructions that tell the AI what the follow-up email should include and how it should sound.

Think of it like briefing an assistant on how you want your follow-up emails written — the AI reads the meeting transcript and drafts the email based on your guidance.

What Is an Email Draft Template?

An Email Draft Template is a set of written instructions that guide the AI when creating a follow-up email after a meeting or call.

The template tells the AI:

• What sections to include in the email
• What information to extract from the conversation
• What tone and style to use
• How to structure and format the content

The AI then generates a personalized draft using the actual meeting transcript.

Key Elements of a Good Email Draft Template

1. Opening / Thank You

Tell the AI how to open the email:

• Thank the client for their time
• Acknowledge any personal updates shared (if appropriate)
• Set a warm, professional tone

2. Meeting Recap

Specify what the AI should summarize from the conversation:

• Main topics discussed
• Key decisions made
• Recommendations provided

3. Action Items

Clearly define who needs to do what:

• Client tasks — documents to provide, decisions to make, forms to complete
• Advisor tasks — follow-ups or actions you committed to
• Deadlines — timelines mentioned during the meeting

4. Next Steps

Guide how the email should look ahead:

• Confirm the next meeting date (if scheduled)
• Mention when you will follow up
• Invite questions or clarification

5. Closing

Define how the email should end:

• Professional sign-off
• Contact information
• Relevant links or resources (if applicable)

6. Tone Guidance

Be explicit about the tone you want. Common examples include:

• Professional but warm
• Friendly and personable
• Concise and action-oriented

Example Email Draft Template

Below is an example of well-written instructions for an email draft template:

Draft a professional follow-up email for a client meeting. The email should:

• Thank the client for their time and acknowledge any personal updates they shared
• Provide a brief recap of the main financial topics discussed
• Highlight key decisions made and recommendations provided
• List action items for the client (documents needed, decisions to make)
• List action items I (the advisor) will complete
• Confirm the next meeting date if one was scheduled
• Offer availability for questions

Keep the tone professional, personable, and action-oriented. Make action items easy to find using a bulleted list.

Tips for Writing Great Email Draft Templates

Be Clear About Tone

The same information can sound formal or casual depending on tone. If you don’t specify, the AI has to guess.

Specify What to Include and Exclude

If there are topics you never want included (for example, fee discussions), explicitly tell the AI to exclude them.

Keep Action Items Prominent

Clients often skim emails. Instruct the AI to clearly separate and highlight action items.

Use Conditional Instructions

Not every meeting covers every topic. Use phrases like:

• “Include this section only if discussed”
• “Reference the next meeting date if one was scheduled”

Create Templates for Different Situations

Different meetings benefit from different follow-up styles:

• Client meeting follow-up — relationship-focused and comprehensive
• Prospecting call follow-up — welcoming and next-step oriented
• Allocation call follow-up — focused on decisions and changes
• Plan review follow-up — detailed progress and recommendations

Common Mistakes to Avoid

Being Too Vague

Avoid generic instructions like “summarize the meeting.” Be specific about what should be summarized and how detailed it should be.

Forgetting the Personal Touch

Emails feel more human when they reference personal details. Tell the AI to acknowledge personal updates when appropriate.

Overloading the Template

If you ask for too much, emails become long and unfocused. Prioritize what truly matters in every follow-up.

Not Specifying Formatting

Tell the AI how to format the email — lists, sections, or short paragraphs — to improve readability.

Remember: This Is a Draft

AI-generated emails are a starting point, not a final send. Always review before sending to:

• Add your personal voice
• Confirm accuracy
• Remove irrelevant sections
• Add context the AI may have missed

Questions?

• How detailed should my instructions be?
  Be specific but focused. Include the elements you want in every email plus tone guidance.
• Can I edit templates later?
  Yes. Updates apply to future drafts only.
• What if I keep editing the same parts?
  Add those instructions directly to your template so the AI handles them automatically.