---
schema_version: "1"
id: 1d66519b920884386e651a135427d14de1ffd42b17c76a249350e665fcd4071e
title: Best Practices for Sales Email Prompt Templates
collection: admin
version: current
locale: en-us
portal_url: https://docs.salesforce.com/admin/current/en-us/sales/264-0-0/sales_emails_prompt_templates_best_practices.md
canonical_url: https://help.salesforce.com/s/articleView?id=sales.sales_emails_prompt_templates_best_practices.htm&release=264.0.0&type=5
source_site: help.salesforce.com
content_type: documentation
content_hash: 7d9ecfdce608e6c842479787da2ff6b3003801b78994702fc16d71954c35e86a
description: Conside these best practices to get the most out of your sales email prompt templates.
products:
  - Sales Cloud
  - Cross Cloud
  - Service Cloud Voice
release: "264"
---
# Best Practices for Sales Email Prompt Templates

Conside these best practices to get the most out of your sales email prompt templates.

### Required Editions

<table class="slds-table slds-table_bordered slds-max-medium-table_stacked slds-m-bottom_small edition"><colgroup><col style="width:100%"></colgroup><tbody><tr class=""><td class="slds-cell-wrap" style="vertical-align:top;">Available in: Lightning Experience</td></tr><tr class=""><td class="slds-cell-wrap" style="vertical-align:top;">Available in: <strong>Performance</strong> and <strong>Unlimited</strong> Editions with the Einstein for Sales add-on.</td></tr></tbody></table>

## Email Body Structure

A good email is well structured and easy to navigate. In your prompt template, instruct the LLM to include these sections in the email.

- Header & Banner: A logo, brand visual, or headline text.
- Opening: A personalized greeting or hook.
- Body: The key value proposition, benefits, or offers.
- Call-to-action: A clear action for the user to take.
- Footer: Any legal diclaimer, unsubscribe link, or contact info.

![Example](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sales-sales_productivity-264-0-0-production-enus/b2f6c36a-fa61-4a3c-9752-032ce1818a69/images/icon_example.png)

Example “Generate an emai with a branded banner at the top. Include a personalized greeting with the recipient’s name, a conside 3 sentence value proposition, and a single call-to-action button. In the footer, include our business contact information.

## Sender and Recipient Responsibilities

Clearly define who’s sending the email, who the recipients are, and what the objective of the email is.

![Example](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sales-sales_productivity-264-0-0-production-enus/b2f6c36a-fa61-4a3c-9752-032ce1818a69/images/icon_example.png)

Example You're a Sales Development Representative (SDR) at Salesforce. Your role is to introduce sales features to potential customers, highlight key benefits, and schedule a demo call. The recipient is a VP of Sales at a midsized company who's struggling with sales forecasting and pipeline visibility. Encourage them to book a 30 minute demo call with us to showcase how we can help them with forecasting and pipeline visibility.

## Tone and Style

Establish a consistent tone of voice and writing style for your sales emails.

![Example](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sales-sales_productivity-264-0-0-production-enus/b2f6c36a-fa61-4a3c-9752-032ce1818a69/images/icon_example.png)

Example Use a professional yet approachable tone. Keep sentences short, energetic, and persuasive.

## Visuals

Explicitly specify where banners and visuals must be placed within the email.

![Example](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sales-sales_productivity-264-0-0-production-enus/b2f6c36a-fa61-4a3c-9752-032ce1818a69/images/icon_example.png)

Example Include a banner at the top with the company logo on the left and campaign slogan on the right. Keep layout clean and centered.

## Establish a Format to Follow

Input HTML code into the prompt template to provide the LLM with the exact formatting you want for your email. This works for legal disclaimers, branded messaging, or any content that must be word-for-word accurate.

![Example](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sales-sales_productivity-264-0-0-production-enus/b2f6c36a-fa61-4a3c-9752-032ce1818a69/images/icon_example.png)

Example Strictly follow the rules in the following HTML block. Don't modify layout, colors, fonts, or content unless instructed. {HTML code}.

## Testing and Refining Prompts

Thoroughly test and refine your prompts to verify consistency and effectiveness. Run multiple iterations of the email to identify any issues with style, image placement, or merge field usage. When reviewing AI-generated content, identify which part of the prompt may be causing an issue. If multiple problems appear, adjust one instruction at a time rather than changing everything at once. Because AI outputs can be unpredictable, incremental changes make it easier to see what improves results. This step-by-step approach helps you discover what wording produces the most consistent and reliable outcomes.

![Sample sales email prompt template that includes all of the best practices.](https://sf-zdocs-cdn-prod.zoominsoftware.com/tdta-sales-sales_productivity-264-0-0-production-enus/b2f6c36a-fa61-4a3c-9752-032ce1818a69/sales_productivity/images/sales_users_email/sales_emails_prompt_templates.jpg)