Reaching Out Via Email with Personalized Canned Responses

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 greeting: “Hello Joe,” “Hey Man,”
  • 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
  • Reminder

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, you’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.

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