How often have you wondered how you can save time with your business e-mail communications? Every day, right? We never seem to have enough time to accomplish everything we need to. With each passing day it seems more e-mails land in our inbox. Emails that require our time to review and then properly respond to. This is where e-mail stationery and template files can save you a boat load of time!
E-mail stationery files are plain text templates for outgoing e-mails. By creating templates in advance boy can you save time! Time otherwise spent responding with the same verbiage to the standard and customary questions and inquiries that you receive on a regular basis. Instead of starting from scratch, you can choose the stationery/template file for that particular topic. Then simply customize it to the address that specific e-mailer’s questions or concerns.
For commonly asked for information, you can have a stationery/template file that all you have to do is address the person you are replying to. Change any apropos details and add a customized closing to add a touch of personalization. All in one iota of the time it would have taken for you to respond by starting with a blank e-mail. Watch your response time increase exponentially which will impress your customers!
Stationery/templates can be used for frequently asked for information on your products or services. You know what you get asked about most. I have over 50 files that I use depending on the request and site the inquiry came from. I have my signature file for that particular site included in the file as well so all I have to do is reply with that stationery. I simply add the inquirer’s name, modify a few details to cater to their specific request and I can click Send and be on to the next e-mail that needs my attention.
The key is to not be robotic or impersonal when using e-mail templates. Business communications need to be concise and informative. However, we know they are more effective when those you are communicating with know you are taking the time to reply to their specific concerns and questions. Stationery/template files are a tool to make you more efficient, not less personable.
The Best Email Program Ever
I use PostBox and could not imagine what it would be like dealing with the hundreds of emails I receive daily without it. With PostBox I can have all the stationary or templates I need that I can select from a drop down in each new email box. I can also choose from my any of the many signature files I have created from a drop down box as well.
Other features I rely on:
- The ability to color code messages within folders.
- Mark each email’s status that I can then see at a glance (Read, Unread, Pending, Reminder, Junk).
- Have multiple email addresses and corresponding folders for each.
- Ability organize my folders as I see fit.
For the cost of only $20.00 — priceless!
If you use another e-mail program, I did a quick search and found a few sites with helpful how-tos.
Resources to Create Email Stationary Templates
- Eudora Stationery Tutorial
- How do I create and use email templates in Outlook?
- Mozilla Thunderbird and Message Templates
- Create Custom HTML Email Templates in the OS X Mail App
Moving forward when you find you are typing the same response to commonly asked for info, simply create a stationery file right then and there! You’ll find that you’ll have an archive of responses to choose from in no time — and that will save you time!