In the past, if I didn’t know how to word an individual email, I would look up an email template online to see a sample. I would then craft an email, send it to the person and go on my merry way.
If I needed that information again down the road, I couldn’t always find it through my internet search. It can be a waste of time to look up that type of information over and over again.
To save time and respond quickly, here are some tips for storing email templates.
1. Turn frequently used email scripts into canned responses
It’s the worst if you can’t retrieve an email template when you need it at a later date. Over time I’ve learned what to store and where to store it based on how often I use it. For instance, if I use an email script on a regular basis such as an email introduction between a guest and a podcaster, I store that as a canned response in my Gmail account.
I can readily access it right from my email. I even title it “email introduction” and just change the subject line and a few other details before sending the email. Think about something you send very often and choose that as a canned response.
Whether it’s a template regarding your rates for photographing newborn babies or what to say if someone hasn’t paid you for your logo design, create one from scratch or store one that you sent in the past and use it again.
2. Store seldom-used email templates in a different place
There are other times when I find excellent email scripts, but I can’t justify storing them as a canned response because I know I wouldn’t use it that often. It would just sit there as rarely used digital clutter.
In my case, something like a follow-up email for a proposal, or asking for an informational interview wouldn’t be used that often. For this reason, I store these types of templates in a separate spot because it’s something I might only use a few of times a year.
I put these scripts in Evernote since I don’t have too many at the moment. Asana might be another great place for storage. Put them wherever you know you can easily find them when needed.
3. Google Docs is another great option for storing seldom used email templates
As I write this, I realize that Google Docs might be an even better option if you like to keep everything in their ecosystem. You would be able to create an outline of the document. It is a big time saver. The name of each template could serve as all of the titles contained in the outline. When you locate the one you need on the outline, just click on it, and it will bring you right to that section of the document so you can access it quickly.
Sometimes I post the URL of a template I find online as a guide. If time permits, when you set up the document, try to copy and paste the original email that you sent so you can retrieve it and reuse it quickly. Be sure to read through it because it might need a little tweaking.
The Bottom Line
Use the tips mentioned to have the right wording ready and waiting when you need it for email correspondence. It can save you time and allow to work more efficiently with clients.
