Free tool

Email Reply Templates: a Free Reply Generator

Pick a scenario and a tone, fill in a few details, and copy a reply you can send. These are written templates, not AI output, so you get the same clear wording every time. No account needed.

Your details

The kind of email you are replying to.
Warm for most customers, concise when they want the answer fast, formal for contracts and first contact.

Your reply

Anything still in [square brackets] needs a detail from you.

How this reply is built

Each scenario has one written template per tone. The page inserts what you typed into the marked gaps and changes nothing else. No AI is involved, and nothing you type leaves your browser.

Browse templates by scenario

Each scenario has its own page with the full template in every tone, plus tips for that kind of reply.

Refund request

Confirm a refund, the amount, and when it will arrive.

Pricing question

Answer "how much does it cost?" with the price, what is included, and a next step.

Meeting request

Accept a meeting, offer times, and confirm length and format.

Shipping delay

Tell a customer an order is late, with the new date and their options.

Invoice reminder

A polite payment follow-up with the invoice, amount, due date, and how to pay.

Polite decline

Say no to a request or offer clearly and kindly, with an alternative.

Support follow-up

Check that a fix worked and leave the door open.

Complaint response

Reply to an unhappy customer: acknowledge, apologize, and say what happens next.

Cancellation request

Confirm a cancellation, the end date, and what happens to billing.

Quote follow-up

Check in on a quote or proposal without being pushy.

Job application received

Confirm you received an application and say when the candidate will hear back.

These are written templates, not AI-generated text. Read each reply before you send it and adjust it to your own policies. Everything runs in your browser, and inboxr does not store what you enter.

Common questions

Are these templates written by AI?

No. Each template was written and edited by a person. The generator only swaps in the details you type, such as a name or a date.

Can I use these templates for my business?

Yes. Copy, edit, and send them freely. Check each one against your own refund, shipping, and billing policies first, since the templates cannot know them.

Which tone should I pick?

Warm suits most customer conversations. Concise works when the reader wants the answer in two lines. Formal fits contracts, invoices, and anyone you have not written to before.

Do I need an account?

No. There is no signup, and nothing you type is uploaded. The reply is built in your browser.

How is this different from inboxr?

A template gives you a starting point that you fill in by hand. inboxr reads the incoming email, drafts a specific reply from your knowledge base in your voice, and waits for you to approve it.

Let inboxr draft these for you.

inboxr drafts the replies and you approve every send. Invite-only early access. Once you are in, your free trial runs 21 days or 100 AI replies, whichever comes first, with no credit card.

Request early access