Sending Emails: How to Save Time with Message Templates

Email is a ubiquitous part of our workday; it’s our go-to tool for communication both within and outside our companies. However, sending emails can become an enormous time-suck, pulling us away from the important tasks that need our attention. As the saying goes, work smarter, not harder. Message templates for some common and not-so-common situations can help us trim out the excess minutes we spend hemming and hawing over email correspondences.

In this article, we’ll look at some situations where templates could be useful, and identify the messages you often waste time on. If you’ve had to send a certain type of email more than once, it might be time to create a template for it!

1. New Marketing Announcements

If you or your company has a significant online following or a mailing list, then you understand just how important it is to send out clear and error-free emails. When you announce new products or services, it’s vital to provide your audience with key points about the launch. Create a basic email template so that you can include minimum necessities, such as:

– What the new product or service is
– Timeframe (when the new product or service will be available)
– Why this product or service is relevant to your audience (the value proposition)
– How customers can obtain it
– Where customers can find a new service or product, if you have a brick-and-mortar location
– Your contact information

Unbounce and Constant Contact have even more tips for creating compelling marketing templates.

2. Asking for Introductions

If someone in your network is connected directly to an influential person in your industry, you might want to ask for an introduction. Having a template for these situations can help you overcome your nerves and just ask for a connection already. Here are some key points to include in your email:

– The name and title of the person you’d like to be introduced to
– Why you want this introduction
– The ideal method of communication (in-person, phone, or email)

You can get more tips on requesting introductions via email at The Muse and Forbes.

3. Upcoming Events

Are you trying to boost attendance at an upcoming open house, conference, or some other work-related event? Or maybe you’re trying to spark interest internally for an optional training session or post-shift happy hour. Instead of crafting a new email from scratch each time, you can just plug your request into an email template and send it to the relevant parties. Here are some details to include regarding the event:

– Date
– Time
– Location
– What will be covered
– Additional incentives
– Who will be there

Get inspired while writing email invitations by checking out suggestions at Eventbrite and Constant Contact.

4. Social Media Requests

Most people relegate those annoying “Invitation to Connect” emails from social media companies to the spam folder, especially when they arrive in a work inbox. Some have learned to distrust these social network invites, since they are often automatically sent to everyone in an address book. You can avoid being overlooked by sending a personalized request template directly from your own email, so that the recipient understands who you are and why you’d like to connect on social media. Here are some points to include:

– How you know each other
– Mutual contacts
– Relevant shared interests
– Why you’d like to connect

CareerRealism has a great write-up on how social media invitations can increase your audience.

5. Client Follow-Ups

If you haven’t heard from a client in a while, then you might want to touch base to see how they’re doing. You’ll likely want to create a template for follow-ups sent during the purchase decision process and follow-ups for after the transaction is complete. Be sure to consider these points:

– Don’t rush clients or be pushy for an update
– Recap the last conversation you had
– Ask if there’s anything you can do to help

Inc. and eMedia have excellent tips on creating great follow-up emails for clients.

6. Inquiry Letters

Not every company posts a clear description of their current openings online. Sometimes it’s better to get in touch with a recruiter directly, so that you can learn more about their positions, company culture, and application processes. If you are sending inquiry letters to learn about available positions, here are a few things to include:

– A brief introduction of yourself and your professional background
– How you learned about the company
– Ask for their application procedures – don’t just include your cover letter and resume with the assumption that this is it

You can learn more about inquiry email etiquette at Business Insider and CareerOneStop.

7. Reference Requests

You should have at least three or four go-to references while you search for jobs, since they might be contacted on short notice during the application review process. If you haven’t secured your references yet, then you’ll need to ask some former supervisors, colleagues, and academic connections. Here’s what to include when you request a reference:

– The position and company you’re applying to (or the general field if you’re applying to multiple places)
– An update on your professional life (if you haven’t been in touch recently)
– Links to your online portfolio or professional social media profile

The Muse and the U.S. News and World Report both offer additional tips on requesting references.

8. A Thank You

After you meet with a recruiter for an interview, it’s important to email them a brief message and thank them for their time. These thank you messages might seem pretty straightforward, but they help recruiters keep you in mind as they interview other prospective applicants. Here are some key points to address:

– Your appreciation of their time
– Your contact information
– An invitation for recruiters to ask you any additional questions

Business Daily News has posted several Thank You Letter examples.

9. Follow-Ups

It’s been two weeks since you’ve applied to a company. Or maybe the notification time period you were given after an interview has lapsed. Of course, you’d like to follow up and see how your application review process is going, but you also don’t want to inconvenience recruiters. Here’s what to include in your single, well-timed follow-up so that it’s not awkward:

– A reminder of who you are and your last interaction
– A request to confirm the receipt of your application or the response time frame after your interview
– An invitation for recruiters to ask questions or request additional application documents

Learn more about application follow-ups by checking out this U.S. News and World Report resource.

10. Declining Offers

There are many reasons why you might decline a job offer. Perhaps you’ve already accepted employment elsewhere. Or maybe you don’t feel comfortable accepting the pay rate or duties associated with a particular offer. Whatever the reason, you might want to have an email template on hand to decline. Here are some aspects to keep in mind:

– Don’t burn bridges. Be careful with what you say, since you might seek out this employer again in the future.
– Provide positive feedback and let the employer know if you had a positive experience while applying and being interviewed.

Monster and Forbes weigh in with some great offer-declining tactics.

11. Asking for Clarification

While you’re trying to hammer out the details for an upcoming task or project, it’s easy for people to get vague. You might need to ask for further clarification before you can proceed. Create a template that addresses these questions:

– The scope and size of the project
– Needed resources
– Who your main contacts will be

SkillsYouNeed has published a fantastic tutorial on how to ask clarifying questions.

12. Identifying Common Resources

If you become known for your expertise at work, you might receive emails from other employees or professional connections who want to pick your brain about resources. Instead of replying to each one individually, create a template with this vital information. Be sure to include:

– Your personal best practices
– Links to internal and external guides
– Other company employees who can serve as a resource

13. Asking for Additional Resources

You might begin a task or job, only to find that you don’t have access to enough resources. You’ll need to identify the supervisor or project coordinator that can provide you with these resources. If you have to submit these inquiries frequently, be sure to ask about:

– Project specifications
– Important points of contact
– Budgetary constraints

Learn more about asking your employer for additional support at The Glass Hammer.

14. Apologetic Corrections

Email is a tricky art. At work, you might send dozens of emails a day, and sometimes you cross wires. You might need to issue a correction or inform someone that they weren’t the correct recipients. Here are a few handy templates to keep on hand, in case something goes wrong.

– Notifying a recipient to disregard a previous email that wasn’t intended for them
– Notifying a recipient of a correction to a previous email
– Notifying a recipient of an attachment that was missed in a previous email

Overall, these templates can be a big time-saver for anyone who feels overwhelmed by their inbox. Remember that the key to success is to find the situations where you can use templates, and adapt accordingly. Tailor each template to your specific situation, so that your message comes across as personal and sincere. Be sure to read through each template carefully before sending, and avoid copy-pasting too much information. Sending emails is important, but so is managing your time effectively. Use email templates to make sure you’re getting the most out of your work day.