Monthly Newsletter Template Kit

5-Section Structure + AI Prompts + 12-Month Theme Calendar

Free resource from aibusinessaccelerator.au

Copy this entire structure into your email platform as a template. Replace [BRACKETS] before each send.

SUBJECT LINE: [Your chosen subject line — see prompts below] PREVIEW TEXT: [1–2 sentences that appear in inbox preview — different from subject line]

[SECTION 1: OPENER]

~60 words. Personal, warm, this-month specific.

Hey [first name],

[2–3 sentence personal opener. Something real from your month, your industry, or your audience’s world. Not “I hope you’re well.” Something specific.]

[Your name]

[SECTION 2: MAIN PIECE]

[Headline for the main article/tip]

~300 words. One useful thing.

[Content here — a tip, how-to, insight, or checklist relevant to your audience. 3–5 points, brief explanation each.]

[SECTION 3: CLIENT WIN]

🏆 A Quick Win This Month

2–4 sentences. Anonymous, real, understated.

[A brief story of something that worked for a client this month — the situation, the result, one sentence on what made it possible.]

[SECTION 4: CTA]

[CTA Headline — one clear action]

[2–3 sentences. What you want them to do, why it’s relevant right now, how to do it.]

[Button text: “Book your call” / “Download now” / “Reply here” →]

[SECTION 5: SIGN-OFF]

Until next month,

[Your name] [Business name] [Phone / email / booking link]

P.S. [One more thought — a second low-stakes CTA, a quote, or a preview of next month’s newsletter.]

AI Prompts for Each Section

Section 1: Opener Prompt

Write a 3-sentence opening for a monthly email newsletter from a 
[business type] in [city].

This month's theme: [describe — e.g. "end of financial year," 
"avoiding burnout in busy season," "staying visible when business is slow"]

Tone: warm and personal, like a note from a real person. 
First sentence must pull the reader in — not "I hope this email finds you well."

Section 2: Main Piece Prompt

Write the main content section of a monthly newsletter for a 
[business type]. This month's useful piece:

Topic: [describe the tip, how-to, or insight]
Audience: [who reads this — e.g. "small trades business owners in Queensland"]
Key points to cover: [list 3–5 points, or leave blank for AI to decide]

Format: short intro (2 sentences), [3–5] practical points with brief 
explanation each, short closing sentence.

Length: 250–300 words. Conversational, no jargon.

Section 3: Client Win Prompt

Write a 3-sentence "client win" section for a monthly newsletter. 
This goes in the newsletter to make it feel real and grounded — 
not a testimonial section, just a brief genuine moment.

The win: [describe the situation and result — keep client anonymous]

Keep it understated. No hype. Describe the situation, the result, 
and one sentence about what made it possible.

Section 4: CTA Prompt

Write a brief CTA section for a monthly newsletter. 

This month's offer or action: [describe — "book a free 30-minute call," 
"download our new [resource name]," "reply with your biggest question 
about [topic]"]

3 sentences maximum. Clear, direct, low pressure. One action only.
Include: what it is, why it's relevant to this month, how to take action.

Section 5: Sign-Off Prompt

Write a warm newsletter sign-off for [name] at [business name].

Include:
- A 2-line personal close (not "warm regards" or "best wishes" — 
  something with personality)
- A P.S. with [a low-stakes second CTA / a relevant quote / 
  a preview of next month]

Brief, genuine, not formulaic.

Subject Line Prompt

I've just written a monthly newsletter for a [business type]. 
Here's what it covers: [brief summary — main topic, CTA].

Write 5 subject line options:
1. Curiosity-led — makes them want to know more
2. Benefit-led — specific result or outcome
3. Personal / conversational — first person, human
4. Direct and clear — no cleverness, just what's inside
5. Number-led — "3 things," "1 idea," "5 minutes"

Under 50 characters where possible. No clickbait. 
These are for a genuine small business audience.

12-Month Theme Calendar

Use this as a starting point — adapt to your industry and audience.

Month	Theme	Main Piece Angle
January	Fresh start / planning	Goal-setting or planning tool for your industry
February	Relationship / retention	How to keep the clients you have
March	Q1 check-in	Review what’s working, what isn’t
April	EOFY preparation (AU)	Getting ready for 30 June — what to do now
May	Visibility and marketing	One thing to do this month to get more enquiries
June	End of financial year	EOFY tips specific to your industry
July	New year, new habits	Reset and plan for the new financial year
August	Quiet season opportunity	How to use slower months well
September	Spring push	Seasonal prep for your audience
October	Busy season readiness	Getting systems in place before the rush
November	Client appreciation	Acknowledge your clients, look back at the year
December	Year in review + preview	Honest reflection, hint at next year

Subject Line Swipe File

20 proven subject line formulas — fill in the blanks for your business.

Curiosity

“The email I almost didn’t send”
“What happened when we tried [X]”
“A weird thing I noticed this month”
“I’ve been thinking about [topic]”

Benefit/Result

“Save [time] on [task] — here’s how”
“[Specific result] in [timeframe]”
“One change that helped [result]”
“The [X]-minute [task] fix”

Personal/Conversational

“Honest update from us this month”
“This month was [honest descriptor] — here’s what we learned”
“Quick note before the end of [month]”

Direct/Clear

“[Month] newsletter — [main topic]”
“What we’ve been working on”
“[Service] tip + a quick win from a client”

Number-Led

“3 things to know about [topic] right now”
“1 idea for [audience goal]”
“[X] questions I get asked every [month]”
“5 things [audience] gets wrong about [topic]”
“2 things on my mind this [month]”
“The [number] [timeframe] [result] — how it happened”

More resources at aibusinessaccelerator.au