One way to avoid writing spammy-sounding emails is to personalize them. But writing high-quality personalized emails every time is time-consuming. Here is a quick tip to help you respond quickly and professionally while sounding friendly and inviting.
Writing Personalized Canned Emails
Here is a general guide to writing emails when reaching out: – Keep it short, around 10 sentences. This is not a blog type of email. This is reaching out.
- Spellcheck (I use Grammarly).
- Include simple greetings: â€œHello Joe,â€ â€œHey Man,â€
- One sentence with your name and what you do.
- One sentence why you are reaching out.
- One or two supporting links with short descriptions
- Contact info
Now think about the process of reaching out and write a canned email for each part of the process where you see yourself having to write a personalized email. Here is an example: – When you are initiating contact
- When you are responding to someone contacting you
- Someone reached out to you via email
- Someone handed you their business card
- You get a follower
- When scheduling a meeting
- Follow up after a meeting
Accessing Your Personalized Emails
Most email platforms like Gmail and Outlook have a folder that keeps your email drafts. This is a great place to save all your Canned Emails.
On Gmail, you can also enable Canned Responses in Settings > Labs > Canned Responses. After enabling Canned Responses, youâ€™ll be able to quickly save and insert canned responses when you compose emails.
These draft emails will sync to your mobile devices. But there is a caveat. Using the draft emails from your mobile devices deletes the draft emails after using them. So, you will have to copy the body of the draft email, compose a new email, and paste the body of the email.