For small business owners, email communication is often central to day-to-day business operations. Whether you manage your own email Inbox, or you’ve outsourced your Inbox to an administrative assistant or virtual assistant, today’s episode will help you to create more efficiency, accuracy, and effectiveness in your email processes overall. Today, I’m sharing 8 efficiency-boosting email templates worth creating on behalf of your business.

Efficiency-Boosting Email Templates

Welcome to Episode 223 of The Brand It, Build It Podcast. I’m your host, Kelly Zugay.

You might be wondering, what exactly is an email template? In a nutshell, an email template is a pre-written email template you can quickly customize with specific details as needed. Email templates are like blueprints for your emails; they include foundational structure and content, allowing you to personalize them for each recipient without starting from scratch for every email.

One common misconception is that using email templates can remove the personal, connection-focused element of your small business you feel proud of — but the opposite is true. By using email templates as a foundation for your email communication, you can better ensure your recipients are receiving the most accurate, comprehensive, helpful information — every time. With a few slight customizations for each unique recipient, your email communication can be both personal and helpful.

Summed up, 3 benefits of using email templates for your business are:

1. Time Efficiency: Instead of spending valuable time writing and rewriting emails, you can use templates to quickly send out messages. This is especially useful for routine communications like order confirmations, appointment reminders, and follow-up emails.
2. Consistency: Email templates help maintain a consistent voice and branding across all your communications. This ensures that your customers receive a uniform experience, which can strengthen your brand identity and build trust.
3. Professionalism: Well-crafted templates can enhance the professionalism of your emails. By using a standardized format, you can avoid typos and formatting issues, making sure your messages look polished and reliable.

Now that we understand the benefits, let’s talk about some types of email templates every small business should have. Here are our 8 must-haves email templates:

1. Inquiry Response Emails: A warm, friendly, and informative inquiry response email can set the tone for your relationship and provide essential information about your offerings.
2. Inquiry Follow-Up Emails: Rather than simply checking in, create an inquiry follow-up email template that reminds your prospective clients of why your business should be considered and booked. This can make a much bigger and better impact than a traditional check-in email.
3. Thank You Emails: After an initial meeting, sending a thank you email can help to summarize what was discussed, to remind your prospective client about the benefits and features of your offerings, and convey professionalism, too.
4. On-Boarding Emails: When a client officially books your service, sending a detailed on-boarding email can make all the difference in how effectively your client journeys through your process.
5. Mid-Project Check-In Emails: If your client experience is longer in nature, sending project check-in emails that share the status of your clients’ project can be really beneficial. When investing money in services, clients love and appreciate knowing how their project is going, how everything is coming along, and what they can expect from the remainder of the process. This type of email template communicates that you’re on top of their project and that they can have confidence in how the process is unfolding.
6. Conflict-Resolution Emails: Whether a client doesn’t respond to your continued emails, or a client has strayed from your agreed-upon process, having a conflict-resolution email template can help you to find the right wording to bring the process back to good standing.
7. Project Completion Follow-Up Emails: Once a client’s experience has been completed — their wedding has been captured, their design has been launched — sending a follow-up email after their project has been completed can be a kind gesture. If you’re a small business, your clients’ success and happiness are central to your business, so following up and letting your clients know you’re thinking of them, that you appreciate them, and more, can make all the difference.
8. Surveys and Feedback Requests: Gathering feedback is crucial for improving your products and services. A well-crafted survey or feedback request email can help you collect valuable insights from your clients.

To create effective email templates, keep these tips in mind:

• Personalize Where Possible: Use placeholders for names and other personal details to make your emails feel more personalized.
• Keep It Simple and Clear: Ensure your templates are easy to read and understand. Avoid jargon and keep the language straightforward. Consider using headings, bolded text, or bullet points so the content of your email is easy to read.
• Include a Clear Call-to-Action: Guide your recipients on what to do next. An email should always conclude with clients knowing what to expect from their next step, whether they should take an action or await your action.
• Test and Refine: Regularly review and update your templates to keep them relevant and effective.

And there you have it – a comprehensive guide to using email templates to streamline your business. By implementing these templates, you can save time, maintain consistency, and enhance your professionalism. Remember, the key is to tailor your templates to your specific needs and keep refining them for the best results. Thanks for tuning in!

Brand It, Build It Podcast, Hosted by Kelly Zugay

Hosted by Kelly Zugay, co-founder of With Grace and Gold, The Brand It, Build It Podcast is the best small business marketing podcast for small business owners, creatives, and founders. Weekly, brief, actionable episodes will equip you to build a successful, sustainable small business. Since 2014, With Grace and Gold has provided award-winning custom brand and Showit web design and completely customizable Showit website templates for small businesses worldwide.