What are Email Templates?
Email templates are pre-designed formats for emails that can be re-used for various purposes. These templates contain standardized text, formatting, and design elements that help streamline and expedite the process of composing emails.
Email templates can be used to boost productivity & save time while composing emails. Pre drafted messages may also be helpful where you write repetitive emails again and again from scratch. Email templates streamline workflows, especially in customer service, sales, or marketing, enabling teams to handle a high volume of emails efficiently. Templates for follow-up emails or reminders help maintain contact with clients, prospects, or colleagues without missing key touch points.
Overall, email templates is a efficient way to standardize communication, save time, maintain consistency, and ensure professionalism across various email interactions.
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Benefits of email templates
While pre drafted email templates save time & enhance productivity with standardized communication, it also offer other various benefits which will ease your life. Below are some of the key benefits of email templates:
- Effective Marketing and Sales communication: Pre drafted emails can be useful in creating consistent, branded messages for sales pitches, newsletters, or marketing campaigns, increasing their effectiveness.
- Personalization: While templates offer a structured framework, they allow for personalization by adding specific details, maintaining a balance between efficiency and a personal touch.
- Follow-Ups: Templates for follow-up emails or reminders assist in maintaining contact with clients, prospects, or colleagues, ensuring no key points are missed.
- Accuracy and Completeness: Templates for common inquiries or responses help ensure that crucial information or responses are shared right away accurately.
- Enhanced Productivity: Especially in customer service, sales, or marketing, email templates streamline workflows, allowing teams to handle a high volume of emails efficiently.
- Time Efficiency: Pre drafted templates save time by providing pre-designed structures that eliminate the need to craft emails from scratch, enabling quick customization and sending.
Types of email templates
When it comes to email communication, having the right template at your fingertips can make all the difference. Each pre drafted message will serve specific purpose & communication needs for you. From standardized replies to marketing pitches, follow-up messages, event invitations, understanding the types of email templates available can significantly streamline your work flow.
- Welcome Email Template: This can be used to welcome someone who is new to your company, organization or community. Welcome messages make people feel like they matter.
- Follow-up Email Template: When it comes to followup a specific email, having followup email draft can save your time to just import & share followup email right away.
- Canned Response: Canned responses can help you save alot of time as you respond to a large number of inbound messages each day. These type of email templates are used in the customer service or Support business nature.
- Out of Office email template: These pre defined messages are used when you are away from office on vacation or on business meeting. To avoid other last minute conflicts in business while you are away from your desk, it’s good to set OOO replies.
- Transactional Emails: Templates for automated emails such as order confirmations and account verifications.
- Thank you Emails: These email templates are used to thank someone in return of some favor. Thank you email templates can be used in many cases where you just want to close the communication by thanking the other party.
How to create email templates in Gmail?
Almost all email clients give the feature to create your own personalized email templates. They know people create pre drafted messages for ease and to save time. Gmail also gives access to create your personalized message template. Below are the steps to create & save pre drafted messages in Gmail:
- Login to your Gmail account.
- Go to Settings >> See all Settings.
- Go to Advanced tab.
- Under ‘Templates‘ section choose ‘Enable‘.
- Click Save and it will redirect you to your inbox so that you can start creating templates.
How to use email templates in Gmail
- Click on Compose and a New Email window will open.
- Type your email template and click on three dots in the bottom right corner of the window.
- Go to ‘Templates‘ and then click on ‘Save draft as template’.
- Enter the name of that specific template & hit Save.
Tools & Resources for Email Templates
Certainly! There are several tools and resources available for creating and managing email templates.
Email Service Providers (ESPs): Platforms like Mailchimp, Constant Contact, and Campaign Monitor offer built-in template libraries and drag-and-drop editors to create and manage email templates.
Email Marketing Tools: Software such as HubSpot, and ConvertKit, provides customizable templates for marketing campaigns, newsletters, and automated emails.
CRM Platforms: Customer Relationship Management tools like Salesforce or Zoho CRM often include email template functionalities for personalized and tracked communications.
These tools and resources comes collectively with different skill levels and requirements. They offer a wide range of options to create, manage, and optimize email templates for various purposes.
Conclusion
Email templates offer a unique blend of structure and personal touch, creating a professional yet engaging conversation with those on the receiving end. When we make these templates part of our communication, it’s like having a reliable partner, making our interactions smoother and more efficient. Think of them as the friendly face that greets customers, the prompt reminder that keeps us on track, and the warm note that builds stronger connections.
Also read about: Streamline your daily email communication with Canned Responses. A Step by Step Guide!