Capstone: Build Your Template Library

Putting It All Together

In the previous lesson, we explored email templates. Now let’s build on that foundation. You’ve learned the principles. Now build something you’ll actually use.

This capstone walks you through creating your personal email template library—a collection of proven templates customized for your specific work.

The Template Library Concept

A template library isn’t about sounding robotic. It’s about:

• Saving time on emails you write repeatedly
• Ensuring consistency in important communications
• Reducing decision fatigue when you’re tired or rushed
• Capturing what works before you forget

Think of it as your personal playbook for email.

Step 1: Audit Your Common Emails

Before creating templates, identify patterns. Look at your Sent folder from the past month.

List your top 10 most common email types:

Your templates should cover your actual high-volume emails.

Step 2: Create Your Core Templates

Build templates for your top 5-7 email types. For each one:

1. Write the template using course principles
2. Mark customization points with [brackets]
3. Include variations for common situations
4. Test it on real emails

Example: Your Meeting Request Template

Before this course:

Hey, can we meet sometime? I want to discuss some stuff about the project. Let me know when works.

After this course:

Subject: [Topic] – [Duration] this week?

Hi [Name],

Quick request: can we grab [15/30 minutes] to discuss [specific topic]?

I'd like to [cover/get your input on/align on]:
- [Item 1]
- [Item 2]

I'm free:
- [Option 1]
- [Option 2]
- [Option 3]

Would any of those work?

Thanks,
[Your name]

Step 3: Your Template Library Structure

Organize templates so you can find them quickly:

EMAIL TEMPLATES
├── Meetings
│   ├── Request meeting
│   ├── Reschedule meeting
│   └── Decline meeting
├── Requests
│   ├── Ask for information
│   ├── Ask for feedback
│   ├── Ask for approval
│   └── Ask for introduction
├── Updates
│   ├── Project status
│   ├── Decision made
│   └── Sharing results
├── Networking
│   ├── Cold outreach
│   ├── Thank you after meeting
│   └── Reconnecting
├── Follow-ups
│   ├── Quick bump
│   ├── Value-add follow-up
│   └── Final follow-up
└── Difficult
    ├── Saying no
    ├── Delivering bad news
    ├── Addressing a mistake
    └── Apologizing

Step 4: Your Capstone Exercise

Create 5 templates from scratch, applying everything you’ve learned.

Template 1: Your Most Common Request

Think of a request you make frequently. Build a template that:

• Has a clear, specific subject line
• Opens with context (1 sentence)
• States the request clearly (BLUF)
• Provides necessary context (2-3 sentences)
• Makes it easy to respond
• Ends with a clear close

Template 2: Your Weekly Update

Quick check: Before moving on, can you recall the key concept we just covered? Try to explain it in your own words before continuing.

If you send status updates, build a template that:

• Has a consistent subject line format
• Uses scannable formatting (bullets, headers)
• Covers: progress, blockers, needs
• Is appropriate for your audience

Template 3: Your Follow-Up

Build a follow-up template that:

• Doesn’t feel pushy
• Adds value or makes it easier to respond
• Works for your most common follow-up situation

Template 4: Your Networking Email

Whether cold outreach or reconnecting, build a template that:

• Has a compelling subject line
• Establishes relevance quickly
• Makes a specific, easy ask
• Respects their time

Template 5: Your Difficult Conversation

Pick one difficult email type you face. Build a template that:

• Is direct but empathetic
• Doesn’t bury the hard part
• Offers a path forward

Step 5: Store and Access

Put your templates somewhere you can access quickly:

Options:

• Text file – Simple, searchable, portable
• Note app (Notion, Evernote, Apple Notes) – Organized, accessible
• Gmail templates – Built into compose window
• Text expansion (TextExpander, Raycast) – Type shortcut, template appears
• Saved drafts – Keep unsent drafts as templates

Pro tip: Use consistent naming: [category] - [specific use]

• meeting - request 30 min
• follow-up - no response
• decline - meeting invitation

Course Review

What You’ve Learned

The Email Formula

Every effective email follows this pattern:

SUBJECT: [Topic] – [What you need/Why they should care]

[OPENING]: One sentence of context

[ASK]: What you need from them (specific, actionable)

[CONTEXT]: Just enough background (2-4 sentences or bullets)

[CLOSE]: Clear next step or deadline

Quick Reference: Before You Hit Send

• Subject line is specific and front-loaded
• Ask appears in first 3 sentences
• Formatted for scanning (short paragraphs, bullets)
• Tone matches relationship and content
• Easy to respond (specific questions, options given)
• One clear ask per email
• Read aloud—does it sound like you?

What’s Next

Your email game is now significantly better than average. Keep improving:

1. Track what works – Note which emails get quick responses
2. Refine your templates – Update based on real results
3. Share with your team – Templates can become shared assets
4. Keep learning – Email norms evolve; stay current

Go send some emails that actually get responses.

Key Takeaways

• Review the main concepts from this lesson and identify how they apply to your own work
• Practice the techniques covered here before moving on
• Remember that mastery comes from applying these ideas, not just reading about them