To Save Time ASAP, Learn How to Write Email Templates

As a small business owner, you do it all.

The marketing. Onboarding new clients. Oh, yea, and the work itself.

Luckily, there are simple solutions. To start:

WRITE CANNED EMAIL TEMPLATES.

A canned email is a pre-written response to common questions

OR

A pre-written message for each step in your process.
(i.e. "I'm excited to start! Find contract here...")


how-to-write-email-templates-business-emails-copywriter-san-diego

Why & How to Write Business Email Templates ASAP

 

Email templates are power. They transform your business and SAVE your sanity.

After this blog, you'll know:

  • WHY you need canned emails
  • WHAT email templates to write
  • HOW to set up canned emails in Gmail, etc.

Science Says: Canned Emails Increase Your Willpower

2 truths and 0 lies:

  1. Time is precious.

  2. You make too many choices every day; This leads to...

Decision Fatigue: The concept that your mental ability or willpower only has a limited amount of mental energy.

“Think of your willpower like a muscle,” says nutritionist Mike Roussell. “Use it and it will get stronger, but overuse it and it will become fatigued and fail you.”

As a business owner, you need to have the energy for good decisions.

Beat Decision Fatigue with Great Email Templates

Do you write certain emails ALL the time?

  • Intro emails (“Nice to meet ya!")

  • Your on-boarding messages. (Here’s the proposal, here’s the contract…)

  • Tricky questions, like:

    • “How do I respectfully not cave to that request?”

    • “I need to talk money...how should I say it?

By 11 am, enough email writing has you mentally drained. Your brain be like spaghetti post-strainer.

The solution:

WRITE AN EMAIL TEMPLATE FOR EACH EMAIL YOU’VE WRITTEN 5 TIMES.

After 5 times, it’s common enough. Make it a template.


how-to-write-email-templates-business-save-time-copywriter-allison-evelyn

Pre-Write Emails to Save Time

Do not take 10 awkward minutes to write an email OR procrastinate because it’ll be a time suck:

Simply plug in a canned email.

You put mindful time into writing your emails already. No need to re-read like a mad woman.


Canned Emails are NOT “Generic”. They Make Clients Happy

You may feel a “canned email” is too generic. Shouldn’t each client email be custom?

No.

When you think and write out messages ahead-of-time, you:

  • Intentionally decide what YOU want. 

  • Have time to add links and docs that improve the process.

  • Deliver the most carefully crafted answer.

(Plus, you can ALWAYS add to your template. Add the personal touch or something about the project as desired.)


A Canned Email Gives You Confidence

Ever sent a message and gotten wicked post-email anxiety?

It is the WORST.

Pre-write emails to create routine. After using an email 5 times and NEVER getting a complaint, you don't feel nervous to send it. You know it's fine!


How to Write Business Emails to Improve Brand ASAP

Evaluate your current client process. 

For each step that includes an email, create a template. To get inspired:

  • Go to your latest client & potential client email chains.

  • See types of emails that tend to be repeated. 

You get the picture, fierce one. 


How to Set Up Canned Emails in Gmail

Here’s how to set up canned emails in Gmail.

Enable canned responses in Gmail.

  • Click the gear icon in that top right-hand corner.

  • Choose Settings.

  • Click Labs.

  • Under Canned response, tap that Enable button. (Make sure to Save Changes!)

To write an email template in Gmail:

how-to-create-canned-response-gmail-email-template
  • Click “Compose” and write the message. Make sure it's super awesome and clear. 

  • Click little arrow in the bottom right corner of the screen. (Yep, like that one in that screenshot. -->)

  • Click “Canned Responses”.

  • Under “Save”, click “New Canned Response”.  

Insert a canned response in Gmail.

  • Each time you need a response, simply click the little arrow in the bottom right corner of the screen.

  • Click Canned Responses.

  • Under “Insert”, select the response you want.

That. Is. it.

WORD OF CAUTION: WHEN YOU GO TO INSERT MESSAGE IN GMAIL, THERE ARE A FEW SECTIONS IN “CANNED RESPONSE”.

DO NOT CLICK LOWEST SECTION. THAT IS TO “DELETE” CANNED RESPONSES.

You can also use canned responses through:

Dubsado (MY FAVORITE, BELOVED CRM FOR CREATIVE ENTREPRENEURS!)
*And yes, if you use that link right there, you get 20% off your first month or year. High five to affiliates!

Mailchimp


Is Writing Emails the Black Hole of Your Existence?

Most people would agree.

That’s why I must confess: I LOVE Writing Emails.

Is that twisted?

Maybe. But, to me:

Email Writing = Art of conversation + Psychology + Marketing strategy

All the best things. It's why:

I write canned emails for other small businesses.

So, if you’d rather chug a jar of pickle juice and run a half marathon vs. write emails to improve your business...there are options. Just sayin’.