I used to spend 30-45 minutes writing important emails. Staring at the blank compose window. Writing a paragraph. Deleting it. Writing it again. Wondering if the tone was right. Sending it. Immediately regretting a sentence.
Then I realized I was writing the same 15-20 emails over and over. Just different names and details. So I built a swipe file. Twenty templates for the emails I send most. Now I open the template, change the specifics, and send. Five minutes instead of forty-five.
Here are the templates. Grab the full swipe file below.
Download the swipe file
Google Doc with 20 copy-paste email templates. Organized by category. Fill in the brackets and send.
Get the swipe file (free)Work emails
1. Asking for a raise
The template opens with your specific contributions ("In the past [6/12] months, I've [specific achievement]"), moves to market context, and ends with a clear ask. Not aggressive. Not apologetic. Just factual. Most people never ask because they don't know how to phrase it. This template removes that barrier.
2. Declining a meeting
"Thanks for the invite. I need to protect [specific time block] for [specific deliverable] this week. Could you send me a recap or loop me in async?" Short. Professional. No guilt. The template has three versions: polite decline, "this could be an email," and "I'm overcommitted this week."
3. Following up without being annoying
Three-part sequence. First follow-up (3 days later): brief and friendly. Second follow-up (7 days later): adds context or a deadline. Third follow-up (14 days later): gives an out ("If the timing isn't right, no worries. Let me know and I'll follow up next quarter.").
4. Pushing back on a deadline
"I want to deliver quality work on this. The current timeline would require [specific trade-off]. Could we adjust to [proposed date]? Here's what I can deliver by [original date] as a first pass." This reframes the pushback as a quality concern, not laziness.
5. Introducing yourself to someone new
Three sentences. Who you are. Why you're reaching out. What you're asking for. No life story. No "I hope this email finds you well." Just clarity and respect for their time.
Freelance / side hustle emails
6. Cold outreach to a potential client
Short. Specific. "I noticed [specific problem or opportunity with their business]. I helped [similar company] with [specific result]. Would a 15-minute call make sense?" The template has slots for the research you did on them. Generic outreach gets deleted. Specific outreach gets replies.
7. Sending a proposal
The email that accompanies your proposal document. Recaps the problem, your approach, timeline, and cost in 4 short paragraphs. Links to the full proposal. Ends with a clear next step. Use alongside your freelancer dashboard to track the pipeline.
8. Chasing an overdue invoice
Three-part sequence. Day 1 (gentle): "Just a friendly reminder that invoice #[X] was due on [date]." Day 7 (firm): "Following up on the outstanding balance of $[amount]. Could you confirm when payment will be processed?" Day 14 (final): "Per our agreement, a late fee of [X]% applies after [X] days. I'd like to resolve this before that kicks in." Direct but professional. Most invoices get paid after the first or second email.
9. Raising your rates
"Effective [date], my rate for [service] will be $[new rate]. This reflects [reason: increased experience, market rates, expanded scope]. Current projects will continue at the existing rate through completion." Clear. No apology. The template explains when to send this (30-60 days before the increase) and how to handle pushback.
10. Asking for a testimonial
"Would you be willing to share a brief testimonial about our work together? Here are 3 questions to make it easy: [What was the problem? What did we do? What was the result?]" Giving them specific questions doubles the response rate and produces better testimonials.
Personal emails
11. Negotiating a medical bill
"I received a bill for $[amount] for [service] on [date]. Could you provide an itemized breakdown? I'd also like to discuss payment options or any available financial assistance programs." Most hospitals will reduce the bill 20-40% if you ask. Most people never ask. The template has a second version for disputing charges that seem incorrect.
12. Disputing a charge
Credit card charge you don't recognize. Subscription you thought you cancelled. Incorrect billing. The template covers your rights under the Fair Credit Billing Act and includes the magic phrase that triggers a formal investigation.
13. Lowering your cable/internet bill
"I've been a customer for [X] years. I noticed my rate increased to $[amount]. I'm seeing offers from [competitor] at $[lower amount] for comparable service. Is there a retention offer available?" The template includes a phone script version too, since calling often works better than emailing for utility negotiations.
14. Responding to a recruiter
Three versions. Interested: "Thanks for reaching out. The role looks interesting. I'd love to learn more about [specific aspect]. What does the compensation range look like?" Not interested: "I appreciate you thinking of me. I'm not looking to move right now, but I'd be open to reconnecting in [timeframe]." Interested but not now: "The timing isn't right, but I'd love to stay in touch. Can I reach out in [Q2/Q3]?"
15. Asking for a recommendation
"Would you be willing to write a recommendation for me? I'm applying for [specific role/opportunity]. I've drafted a few bullet points about our work together that might be helpful." Always make it easy for the recommender. The template includes a bullet-point format they can reference.
School / kid emails
16-20: The parent communication pack
The swipe file includes templates for: requesting a parent-teacher meeting, asking about your child's behavior or progress, volunteering (and setting boundaries on volunteer time), excusing an absence, and pushing back on a policy or decision respectfully. Every one of these emails is one most parents agonize over for 30 minutes. The templates cut that to 5.
How to use the swipe file
Save it somewhere accessible. I keep mine in Google Drive. When I need to write one of these emails, I open the file, find the template, copy it into my email, change the bracketed fields, and send. The tone is already right. The structure is already there. I just fill in the details.
These work even better with an AI writing tool. Paste the template, tell the AI the specifics, and it generates a customized version in seconds. The template gives the AI the right structure and tone. You give it the details. It writes the email. You review and send.
Get all 20 templates
Google Doc. Copy-paste ready. Organized by category. Fill in the brackets and hit send.
Download the swipe file (free)