Save Time with Email Templates
- Erin Thames
- Jun 15, 2023
- 3 min read
Create Templates for Your 5 Most Common E-mail Responses
As a human business professional, you get a lot emails from a lot of different people asking you for a variety of different pieces of information. Some need specific and personal replies, but others are common requests that you have received over and over again. For instance, you may often be asked the same questions about your product, your project timeline, a common policy, a delivery question, or a concern about a refund status. Replying to these types of emails one by one is not the best use of your precious time.
Fortunately, there is a better way to handle these common inquiries: creating email templates. Email templates are pre-written messages that you can save and reuse whenever you need them. By eliminating the need to answer these types of questions one by one you regain time that you could use for more important things like growing your business, finalizing a deliverable, engaging with your co-workers, or making your dream of a 4-day work week a reality. You can create email templates for your most frequently asked questions and use them to quickly and consistently reply to your customers, employees, or colleagues.
Benefits of Creating Email Templates
Save Time, Do Less, Enjoy More- Every time you create a template you save time because you don’t have to retype your response from scratch. Once your template is created you can simply select the appropriate template and send it with a few clicks. Tracked overtime, we believe that most templates can save you hours over the course of the year. Hours better spent doing anything other than retyping the same email for the 50th time.
Be Consistent- When creating an email template you ensure accuracy and consistency in each response. Using the same wording and tone in your response eliminates bias in your response and removes any emotions that may go into the text. You can avoid typos, errors, or misunderstandings that may arise from writing different answers each time.
Improve Satisfaction: When you use a template every recipient receives the same answer every single time. You can improve customer and co-worker satisfaction and trust in your work by providing fast and clear responses to their questions. Because you can respond faster with templates, you also show you care about their needs and that you are ready to help them.
How to Create Email Templates for Your 5 Most Frequently Asked Questions
Identify your five: There are a number of different ways you can seek out your most common email queries. You probably know at least one from memory, because you’ve typed the response so many times. You can do this by reviewing your past emails and looking for patterns or themes. You can also use tools like Google Analytics or an embedded AI tool to help seek out common words or responses.
Write your responses: Your email responses need to be clear and concise in order to answer each question fully. While most templates serve as a solution that doesn’t need to be altered, it’s important to note that templates do not have to be static. They can provide a base for response and do not have to be the same every time. You save time by not having to create your email from scratch every time responding to similar requests.
Amplify your message: Template responses are more impactful when you include bullet points, headings, links, images, or videos to make your answers more engaging and informative. You can also add a call to action at the end of each answer to encourage your customers or colleagues to take the next step.
Create your templates: We have linked the Gmail and Outlook instructions below! Both services allow you to add personalized email responses and templates:
Repeat these steps for each of your 5 most frequently asked questions.
Were your templates a success? Let us know in the comments.