Chapter 11 — Business Systems Audit — Finding the 10 Hours/Week
Prompt 32 Design Your Email Template System
Rewriting the same five emails every week is pure overhead, and the rewrites are never quite as good as a well-built template would be. This prompt designs the template system. A wedding photographer lists every recurring message — inquiry, quote, follow-up, booking confirmation, pre-wedding logistics, gallery delivery, post-wedding check-in — and gets a consistent, personal-sounding template for each, with the variable slots marked and the studio voice already applied. The result is an inbox that answers in minutes without sounding automated, which is precisely what couples are judging when they compare photographers.
- Save this as a text expander or email template library.
- Combine with Prompt 31 for maximum system efficiency.
- Chained Prompting Tip: Run this prompt twice — first pass for raw templates, second pass with: "Now refine these templates. Make the language warmer, add placeholders I missed, and optimize subject lines."
A complete email system that prevents leads and clients from falling through the cracks.
The Prompt
Using the Studio Voice Blueprint and Linguistic Filter from Chapter 1, I'm a wedding photographer who sends a lot of the same emails. Help me build a complete email template system for these workflows: [LIST THE EMAILS YOU SEND REGULARLY — E.G., initial inquiry response, consultation follow-up, contract cover email, gallery delivery, review request] For each email, provide: - When to send it (trigger) - Subject line options (2 variants — one direct, one warm) - The email body with placeholders in [BRACKETS] - Signature and call-to-action notes Design this as a system—each email should flow logically into the next. Note where delays in one step cascade into the next. Apply the Linguistic Filter.