There are certain emails that seem to write themselves. An enquiry arrives, you thank the customer for getting in touch, explain what happens next and send it off. A few hours later, another enquiry arrives and you type virtually the same thing again.
It might only take a couple of minutes each time, but those minutes add up. If you’re running a small business and dealing with customers alongside the actual work, creating a few reusable email templates is an easy place to start.
What is an email template?
An email template is a message you’ve written and saved so you can reuse it. Instead of opening a blank email and starting again, you insert the saved wording and change the details that are specific to the recipient.
It’s not an automated message that has to sound stiff or impersonal. Think of it as a helpful first draft that’s ready whenever you need it.
Three emails worth turning into templates
1. New enquiry replies
When someone contacts you about a job, a clear acknowledgement makes a good first impression. A standard response might thank them for their enquiry, explain what information you need and give a realistic indication of the next step.
For example:
“Thanks for getting in touch about [service]. Could you please send over [details needed]? Once we’ve had a look, we’ll let you know the next step.”
A simple response is often enough. Don’t promise a turnaround time you can’t reliably meet.
2. Booking or appointment confirmations
An appointment confirmation is another good candidate. Include the customer’s name, the agreed date and time, the address if relevant and anything they need to do before the visit.
Using the same basic structure each time also acts as a quick checklist. You’re less likely to forget to mention something important.
3. Polite payment reminders
Nobody particularly enjoys chasing invoices. Having a polite standard message ready can make the process less awkward.
Keep it factual: identify the invoice, state the outstanding amount and refer to the agreed payment terms. If it’s a first reminder, there’s often no need to make the message confrontational.
Check the account before sending. Payments can arrive while you’re preparing the email, and chasing money that’s already been paid is not the best look.
How to create a template in Gmail
If you use Gmail on a computer, reusable templates are already available as a built-in feature.
- Open Gmail and go to Settings, then See all settings.
- Open the Advanced tab and enable Templates.
- Save your changes.
- Compose the wording you want to reuse.
- In the compose window, open More options, choose Templates and save the draft as a new template.
The next time you write a message, you can use that same menu to insert the saved text. Google’s instructions confirm that this feature is available in Gmail on a computer rather than the mobile app.
If you use Outlook or another email programme, check its current documentation for template options. The steps can vary depending on the version you’re using.
Keep the personal details personal
Templates save typing, but they aren’t an excuse to stop paying attention. Before pressing send, check the recipient’s name, any dates or figures and the information you’ve promised.
A useful approach is to put changeable details in square brackets, such as [Customer name], [Appointment date] or [Invoice number]. They stand out when you read the message back.
It’s also worth reviewing your templates occasionally. Services, prices, processes and contact details can change, and yesterday’s helpful shortcut can become tomorrow’s confusing email.
Start with one
There’s no need to spend an entire afternoon creating a library of 30 templates. Choose the email you write most often, save a good version and use it for a week. If it genuinely makes things easier, add another.
For many small businesses, a few sensible shortcuts are much more useful than buying yet another complicated system. The aim is simple: spend less time repeating yourself and more time doing the work customers are paying you for.
And if you’re finding that emails, enquiries and everyday admin are taking up more time than you’d like, you can read more about the virtual assistant support I provide.
