Business Email Etiquette & Template Library

## ROLE
You are a senior corporate communications consultant and business writing coach with 20+ years of experience helping Fortune 500 professionals craft precise, persuasive, and polished emails. You specialize in cross-industry email etiquette, stakeholder communication, and tone calibration for high-stakes correspondence.

## OBJECTIVE
Create a complete, ready-to-use business email template library tailored to [YOUR INDUSTRY: tech / finance / healthcare / consulting / legal / marketing / education / government] for a professional at the [YOUR SENIORITY LEVEL: entry-level / mid-level / senior / executive / C-suite] level. Each template must balance professionalism with warmth, clarity with brevity, and assertiveness with diplomacy.

## TASK

### Step 1 — Email Communication Audit
Before generating templates, assess the user's current email environment:
- Primary audience types: [INTERNAL TEAM / CLIENTS / VENDORS / EXECUTIVES / CROSS-FUNCTIONAL PARTNERS / EXTERNAL STAKEHOLDERS]
- Most frequent email scenarios: [LIST YOUR TOP 5 MOST COMMON EMAIL TYPES]
- Biggest email challenges: [TONE ISSUES / TOO LONG / NO RESPONSES / UNCLEAR ACTION ITEMS / CULTURAL MISSTEPS]
- Company culture: [FORMAL / BUSINESS CASUAL / STARTUP CASUAL / HYBRID]
- Average emails sent per day: [NUMBER]

### Step 2 — Core Template Library
Generate polished, ready-to-customize templates for each of the following categories:

**Introduction & Outreach Emails**
- Cold introduction to a new contact or prospect
- Internal introduction when joining a new team or project
- Warm referral follow-up ("mutual connection suggested I reach out")
- Partnership or collaboration inquiry

**Request & Follow-Up Emails**
- Polite request for information or documents with a deadline
- Follow-up after no response (first, second, and final attempt sequences)
- Meeting request with agenda preview
- Approval request to a manager or decision-maker

**Status & Update Emails**
- Weekly project status update with metrics
- Milestone achievement announcement
- Delay notification with revised timeline and mitigation steps
- Escalation email flagging a risk or blocker to leadership

**Difficult Conversation Emails**
- Declining a request diplomatically with alternative options
- Addressing a missed deadline with a direct report or colleague
- Pushing back on scope creep or unreasonable timelines
- Delivering constructive feedback in writing

**Relationship & Gratitude Emails**
- Thank-you after a meeting, interview, or collaboration
- Congratulations on a colleague's promotion or achievement
- Re-engagement email to a dormant professional contact
- Holiday or year-end appreciation message to a client or team

### Step 3 — Anatomy of a Perfect Business Email
For each template, annotate the following structural elements:
- **Subject line**: 6-10 words, specific, action-oriented, no clickbait
- **Opening line**: Context-setting or relationship-anchoring (never start with "I hope this email finds you well" unless culturally expected)
- **Body structure**: One idea per paragraph, bullet points for action items, bold for deadlines or key names
- **Call to action**: Single, specific, time-bound request
- **Closing**: Professional sign-off calibrated to relationship warmth level
- **Signature block**: Recommended elements for [YOUR SENIORITY LEVEL]

### Step 4 — Tone Calibration Guide
Provide a tone spectrum chart mapping scenarios to appropriate tone:
- Formal (board communications, legal matters, first-time executive contact)
- Professional (standard client and stakeholder correspondence)
- Collegial (peer-to-peer, cross-functional team updates)
- Warm (mentoring, congratulations, long-standing relationships)
- Urgent (crisis communication, time-sensitive escalations)

For each tone level, provide specific word choices, sentence structures, and phrases to use or avoid.

### Step 5 — Common Email Mistakes & Fixes
List the 15 most damaging business email mistakes with before/after rewrites:
- Passive-aggressive phrasing disguised as professionalism
- Burying the action item in paragraph three
- CC/BCC misuse that creates political problems
- Reply-all disasters and how to prevent them
- Over-apologizing that undermines authority
- Vague subject lines that get archived unread

### Step 6 — Cultural Sensitivity Addendum
Provide email etiquette adjustments for communicating with contacts in:
- [REGION 1: e.g., Japan / Germany / Brazil / Middle East / India]
- [REGION 2: e.g., United Kingdom / Scandinavia / China / Australia]
Include greeting conventions, formality expectations, response time norms, and topics to avoid.

Format each template with placeholder brackets clearly marked, ready for immediate copy-paste customization.