AI prompt to build a library of email templates
Fast, accurate answers to everyday requests keep clients loyal and free up staff time. AI helps write replies, scripts and templates, and chat or phone AI tools can handle routine requests around the clock.
Below is a ready-to-copy prompt to build a library of email templates, a detailed version that asks you clarifying questions first, and 6 specialized AI tools (GoHighLevel, HubSpot, AgencyBloc, Salesforce Financial Services Cloud, Wealthbox and Redtail CRM) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.
The prompt
Create 10 short email templates for common agency service requests (ID cards, certificate request, payment question, address change, add driver). Use placeholders.
Detailed version (asks clarifying questions first)
Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (the type of policy, whether it's an email, text or call, and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team. Task: Create 10 short email templates for common agency service requests (ID cards, certificate request, payment question, address change, add driver). Use placeholders.
What a good result looks like
A good template library covers the requests you answer every day, with a clear subject line, a short body, placeholders for the details and a note on what to attach. Each template should be easy to edit for the client in front of you.
Common mistakes and watch-outs
Templates go stale; review them when your process, carriers or forms change. Don't let a template promise coverage ('your new driver is covered') before the change is processed, and keep the claims-reporting instructions accurate.
How to adapt the prompt
Add your top requests (payment plans, mortgagee changes, cancellation requests) and your agency's sign-off. Grammarly can keep tone consistent if several people use the templates.
Template 1 - ID card request Subject: Your insurance ID cards "Hi [First Name], your ID cards for [Vehicle] are attached. You can also find them anytime at [Portal Link]." Template 2 - Address change Subject: Confirming your address change "Hi [First Name], we've received your new address, [New Address]. We'll update your policy and confirm by [Date]. Moving may change your premium; we'll let you know if it does."
How to use it
- Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
- Add your details. Add the details for your situation (line of business, audience, tone). Keep it de-identified; never paste client personal information.
- Run it in the right tool. Paste it into ChatGPT, Claude, Gemini or Copilot, or use GoHighLevel, HubSpot and AgencyBloc as described below.
- Review before you use it. Check every fact, name and number yourself.
- Take the next step. Next, see: Automate follow-ups in a CRM.
Best AI tools for this task
Specialized tools first, ordered by fit for this task (never by payout), then any general AI assistant.
GoHighLevel site ↗ Affiliate link
All-in-one sales and marketing automation platform (CRM, SMS/email follow-up, funnels).
Suggested from the related task Automate follow-ups in a CRM.
Build the follow-up messages from this task as a GoHighLevel workflow with timed email and SMS steps.
HubSpot site ↗
CRM and marketing platform with AI features.
Suggested from the related task Automate follow-ups in a CRM.
Build these follow-ups as a HubSpot sequence (timed emails plus call tasks) and use Breeze Assistant (HubSpot's AI) to draft each message; review before enrolling contacts.
AgencyBloc site ↗
Agency management, commissions processing and quoting platform for life & health agencies.
Suggested from the related task Automate follow-ups in a CRM.
In AgencyBloc AMS+, build this cadence as a lead-nurturing Automated Workflow (timed emails, texts and agent tasks). Where your plan includes AgencyBloc Intelligence, its Voicemail Activity Generator suggests the next follow-up step from a client voicemail for you to review and confirm.
Salesforce Financial Services Cloud site ↗
Salesforce CRM for financial services and insurance with built-in AI.
Suggested from the related task Automate follow-ups in a CRM.
In Salesforce Financial Services Cloud, set up the cadence as an automated workflow and use Agentforce (if your edition includes it) to draft personalized follow-up emails and create follow-up tasks after meetings. Review AI drafts before they go out.
Wealthbox site ↗
CRM hub for financial professionals to collaborate on clients and automate busywork.
Suggested from the related task Automate follow-ups in a CRM.
Ask Wealthbox's AI Assistant to draft each follow-up email and create the follow-up tasks (it shows a plan for your approval before changing anything), and save the request as a Playbook to reuse. Put the touches in a workflow template; Wealthbox workflows are started manually.
Redtail CRM site ↗
CRM for financial advisors and their teams.
Suggested from the related task Automate follow-ups in a CRM.
Describe this cadence to Redtail's AI Workflow Builder (Redtail AI, Growth plan, subject to broker-dealer approval) to get an editable workflow draft with steps, tasks and due-date offsets, then review it and publish it as a firm template.
Any AI assistant
ChatGPT Claude Google Gemini Microsoft Copilot
Paste the prompt above (short or detailed) into any of these.
Before you use it
- Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
- Review every AI output for accuracy and compliance before you use it.
Related tasks
More: All client service prompts · All AI prompts · CRM & Follow-up tools