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The Ultimate List Of Useful Templates For Your Work Emails

The Ultimate List Of Useful Templates For Your Work Emails

Sending emails can become an enormous time-suck, pulling you away from the important tasks during your work day. Message templates for some common and not-so-common situations can help you trim out the excess minutes you spend hemming and hawing over email correspondences. Browse through some of these email template scenarios and identify the messages you often waste time on. If you’ve had to send a certain type of email more than once, it might be time to create a template for it!

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1. New Marketing Announcements

If you or your company has a significant online following or a mailing list, then you understand just how important it is to send out clear and error-free emails. When you announce new products or services, it’s vital to provide your audience with key points about the launch. Create a basic email template so that you can include minimum necessities, such as:

  •      What the new product or service is
  •      Timeframe (when the new product or service will be available)
  •      Why this product or service is relevant to your audience (the value proposition)
  •      How customers can obtain it
  •      Where customers can find a new service or product, if you have a brick-and-mortar location
  •      Your contact information

Unbounce and Constant Contact have even more tips for creating compelling marketing templates.

2. Asking for Introductions

If someone in your network is connected directly to an influential person in your industry, you might want to ask for an introduction. Having a template for these situations can help you overcome your nerves and just ask for a connection already. Here are some key points to include in your email:

  •      The name and title of the person you’d like to be introduced to
  •      Why you want this introduction
  •      The ideal method of communication (in-person, phone, or email)

You can get more tips on requesting introductions via email at The Muse and Forbes.

3. Upcoming Events

Are you trying to boost attendance at an upcoming open house, conference, or some other work-related event? Or maybe you’re trying to spark interest internally for an optional training session or post-shift happy hour. Instead of crafting a new email from scratch each time something comes up, you can just plug your request into an email template and sent it to the relevant parties. Here are some details to include regarding the event:

  •      Date
  •      Time
  •      Location
  •      What will be covered
  •      Additional incentives
  •      Who will be there

Get inspired while writing email invitations by checking out suggestions at Eventbrite and Constant Contact.

4. Social Media Requests

Most people relegate those annoying “Invitation to Connect” emails from social media companies to the spam folder, especially when they arrive in a work inbox. Some have learned to distrust these social network invites, since they are often automatically sent to everyone in an address book. You can avoid being overlooked by sending a personalized request template directly from your own email, so that the recipient understands who you are and why you’d like to connect on social media. Here are some points to include:

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  •      How you know each other
  •      Mutual contacts
  •      Relevant shared interests
  •      Why you’ want to connect

CareerRealism has a great write-up on how social media invitations can increase your audience.

5. Client Follow Ups

If you haven’t heard from a client in a while, then you might want to touch base to see how they’re doing. You’ll likely want to create a template for follow-ups sent during the purchase decision process and follow-ups for after the transaction is complete. Be sure to consider these points:

  •      Don’t rush clients or be pushy for an update
  •      Recap the last conversation you had
  •      Ask if there’s anything you can do to help

Inc. and emedia have excellent tips on creating great follow up emails for clients.

Looking for Work

1. Inquiry Letters

Not every company posts a clear description of their current openings online. Sometimes it’s better to get in touch with a recruiter directly, so that you can learn more about their positions, company culture, and application processes. If you are sending inquiry letters to learn about available positions, here are a few things to include:

  •      A brief introduction of yourself and your professional background
  •      How you learned about the company
  •      Ask for their application procedures – don’t just include your cover letter and resume with the assumption that this is it

You can learn more about inquiry email etiquette at Business Insider and CareerOneStop.

2. Reference Requests

You should have at least three or four go-to references while you search for jobs, since they might be contacted on short notice during the application review process. If you haven’t secured your references yet, then you’ll need to ask some former supervisors, colleagues, and academic connections. Here’s what to include when you request a reference:

  •      The position and company you’re applying to (or the general field if you’re applying to multiple places)
  •      An update on your professional life (if you haven’t been in touch recently)
  •      Links to your online portfolio or professional social media profile

The Muse and the U.S. News and World Report both offer additional tips on requesting references.

3. A Thank You

After you meet with a recruiter for an interview, it’s important to email them a brief message and thank them for their time. These thank you messages might seem pretty straight forward, but they help recruiters keep you in mind as they interview other prospective applicants. Here are some key points to address:

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  •      Your appreciation of their time
  •      Your contact information
  •      An invitation for recruiters to ask you any additional questions

Business Daily News has posted several Thank You Letter examples.

4. Follow Ups

It’s been two weeks since you’ve applied to a company. Or maybe the notification time period you were given after an interview has lapsed. Of course you’d like to follow up and see how your application review process is doing, but you also don’t want to inconvenience recruiters. Here’s what to include in your single, well-timed follow up so that it’s not awkward:

  •      A reminder of who you are and your last interaction
  •      A request to confirm the receipt of your application or the response time frame after your interview
  •      An invitation for recruiters to ask questions or request additional application documents

Learn more about application follow ups by checking out this U.S. News and World Report resource.

5. Declining Offers

There are many reasons why you might decline a job offer. Perhaps you’ve already accepted employment elsewhere. Or maybe you don’t feel comfortable accepting the pay rate or duties associated with a particular offer. Whatever the reason, you might want to have an email template on hand to decline. Here are some aspects to keep in mind:

  •      Don’t burn bridges. Be careful with what you say, since you might seek out this employer again in the future.
  •      Provide positive feedback and let the employer know if you had a positive experience while applying and being interviewed

Monster and Forbes weigh in with some great offer declining tactics.

Streamlining  Professional Communications

1. Asking for Clarification

While you’re trying to hammer out the details for an upcoming task or project, it’s easy for people to get vague. You might need to ask for further clarification before you can proceed. Create a template that addresses these questions:

  •      The scope and size of the project
  •      Needed resources
  •      Who your main contacts will be

SkillsYouNeed has published a fantastic tutorial on how to ask clarifying questions.

2. Identifying Common Resources

If you become known for your expertise at work, you might receive emails from other employees or professional connections who want to pick your brain about resources. Instead of replying to each one individually, create a template with this vital information. Be sure to include:

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  •      Your personal best practices
  •      Links to internal and external guides
  •      Other company employees who can serve as a resource

3. Asking for Additional Resources

You might begin a task or job, only to find that you don’t have access to enough resources. You’ll need to identify the supervisor or project coordinator that can provide you with these resources. If you have to submit these inquiries frequently, be sure to ask about:

  •      Project specifications
  •      Important points of contact
  •      Budgetary constraints

Learn more about asking your employer for additional support at The Glass Hammer.

4. Apologetic Corrections

Email is a tricky art. At work, you might send dozens of emails a day, and sometimes you cross wires. You might need to issue a correction or inform someone that they weren’t the correct recipients. Here are a few handy templates to keep on hand, in case something goes wrong.

  •      Notifying a recipient to disregard a previous email that wasn’t intended for them
  •      Notifying a recipient of a correction to an email’s content
  •      Apologizing for a belated email correspondence

Instructional Solutions provides businesses with additional ideas on apologizing via email.

5. Going On Vacation

If you’re going to be out of the office, you need to inform your coworkers and clients who their next available point of contact is. Auto-responders that inform people that you’re out of the office are rarely surprising, after all, we all need some time away from work. Here’s what to include in your auto-responder:

  •      The timeframe of your vacation
  •      At least two alternative points of contact
  •      A promise to follow up once you return

Get inspired by vacation auto-responder emails listed by Mashable and BlueLeaf.

The Tough Stuff

1. Declining New Tasks Gracefully

If you’ve got too much work on your plate, you’ll likely need to turn away additional responsibilities. It’s important to do this on a timely basis, so that the other person has the chance to find a replacement. It is possible to say no without being awkward, rushed, or impolite. Here are the main points to address:

  •      Thank them for their confidence in your abilities
  •      Tell them that you either don’t have the necessary time, experience, or resources to complete the said task
  •      Wish them well in finding a different employee for the job

Zenhabits and The Muse provide succinct advice on how to say no without it being awkward.

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2. Questioning Your Supervisor

It’s extremely difficult to challenge your supervisor’s decisions. However, you can do so tactfully and it might not be apparent that you are questioning them at all! Here are some ways to reduce the tension while questioning your supervisor’s methods or decisions.

  •      Provide a summary of what your supervisor wants. You might be misunderstanding their directions, and this gives your supervisor a chance to clarify.
  •      If the decisions go against company policies, mention it. It’s usually better to cover yourself rather than go along with potentially illegal or unauthorized tasks.

Monster provides some great tips on challenging your supervisor without getting into trouble.

3. Submitting Complaints

HR departments exist for many reasons. You might need to submit a complaint about unprofessional behavior in the workplace, which can be an incredibly tough thing to do. If you decide to file a complaint, try to be as objective as possible. Examine your HR complaint procedures and keep the following factors in mind:

  •      Only report the facts. Don’t speculate about an incident. Report relevant times, names of people involved, and locations.
  •      Let them know if you’ve already informed your supervisor of the incident.
  •      Be polite and use professional language. While you might be extremely upset during a work conflict, your credibility can be lost if you’re using vulgar or extremely emotional language.

CBS Money Watch provides some wise advice on when and when not to contact HR.

4. Leaving Your Job

Quitting a job can be uncomfortable, no matter what the circumstances. However, you might want to have a resignation letter template on hand, just in case you find a new job, need to leave for personal reasons, or just want to reassess your professional situation. Here’s what to cover in your resignation letter:

  •      Your preferred last day
  •      A declaration of your resignation
  •      Relevant contacts for shifting responsibilities
  •      A general “thank you” to your colleagues

Take a look at some example resignation letters on Monster and Business Insider.

5. Saying Goodbye to Coworkers and Colleagues

After you submit a resignation letter, you might also want to send goodbye notices to your fellow colleagues and clients. Depending on the nature of your work, these people might need to know that you will no longer be a point of contact at a company. These goodbye letters should cover:

  •      Important contact information for those taking over your duties
  •      Where to find resources you’ve created for the company
  •      Your thanks
  •      An invitation to connect via social media (only if outside communications are permitted by your current employment contract)

CareerBright provides some great advice on saying farewell without cutting important professional ties.

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Larry Alton

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Last Updated on August 16, 2018

10 Huge Differences Between A Boss And A Leader

10 Huge Differences Between A Boss And A Leader

When you try to think of a leader at your place of work, you might think of your boss – you know, the supervisor in the tasteful office down the hall.

However, bosses are not the only leaders in the office, and not every boss has mastered the art of excellent leadership. Maybe the best leader you know is the co-worker sitting at the desk next to yours who is always willing to loan out her stapler and help you problem solve.

You see, a boss’ main priority is to efficiently cross items off of the corporate to-do list, while a true leader both completes tasks and works to empower and motivate the people he or she interacts with on a daily basis.

A leader is someone who works to improve things instead of focusing on the negatives. People acknowledge the authority of a boss, but people cherish a true leader.

Puzzled about what it takes to be a great leader? Let’s take a look at the difference between a boss and a leader, and why cultivating quality leadership skills is essential for people who really want to make a positive impact.

1. Leaders are compassionate human beings; bosses are cold.

It can be easy to equate professionalism with robot-like impersonal behavior. Many bosses stay holed up in their offices and barely ever interact with staff.

Even if your schedule is packed, you should always make time to reach out to the people around you. Remember that when you ask someone to share how they are feeling, you should be prepared to be vulnerable and open in your communication as well.

Does acting human at the office sound silly? It’s not.

A lack of compassion in the office leads to psychological turmoil, whereas positive connection leads to healthier staff.[1]

If people feel that you are being open, honest and compassionate with them, they will feel able to approach your office with what is on their minds, leading to a more productive and stress-free work environment.

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2. Leaders say “we”; bosses say “I”.

Practice developing a team-first mentality when thinking and speaking. In meetings, talk about trying to meet deadlines as a team instead of using accusatory “you” phrases. This makes it clear that you are a part of the team, too, and that you are willing to work hard and support your team members.

Let me explain:

A “we” mentality shifts the office dynamic from “trying to make the boss happy” to a spirit of teamwork, goal-setting, and accomplishment.

A “we” mentality allows for the accountability and community that is essential in the modern day workplace.

3. Leaders develop and invest in people; bosses use people.

Unfortunately, many office climates involve people using others to get what they want or to climb the corporate ladder. This is another example of the “me first” mentality that is so toxic in both office environments and personal relationships.

Instead of using others or focusing on your needs, think about how you can help other people grow.

Use your building blocks of compassion and team-mentality to stay attuned to the needs of others note the areas in which you can help them develop. A great leader wants to see his or her people flourish.

Make a list of ways you can invest in your team members to help them develop personally and professionally, and then take action!

4. Leaders respect people; bosses are fear-mongering.

Earning respect from everyone on your team will take time and commitment, but the rewards are worth every ounce of effort.

A boss who is a poor leader may try to control the office through fear and bully-like behavior. Employees who are petrified about their performance or who feel overwhelmed and stressed by unfair deadlines are probably working for a boss who uses a fear system instead of a respect system.

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What’s the bottom line?

Work to build respect among your team by treating everyone with fairness and kindness. Maintain a positive tone and stay reliable for those who approach you for help.

5. Leaders give credit where it’s due; bosses only take credits.

Looking for specific ways to gain respect from your colleagues and employees? There is no better place to start than with the simple act of giving credit where it is due.

Don’t be tempted to take credit for things you didn’t do, and always go above and beyond to generously acknowledge those who worked on a project and performed well.

You might be wondering how you can get started:

  • Begin by simply noticing which team member contributes what during your next project at work.
  • If possible, make mental notes. Remember that these notes should not be about ways in which team members are failing, but about ways in which they are excelling.
  • Depending on your leadership style, let people know how well they are doing either in private one-on-one meetings or in a group setting. Be honest and generous in your communication about a person’s performance.

6. Leaders see delegation as their best friend; bosses see it as an enemy.

If delegation is a leader’s best friend, then micromanagement is the enemy.

Delegation equates to trust and micromanagement equates to distrust. Nothing is more frustrating for an employee than feeling that his or her every movement is being critically observed.

Encourage trust in your office by delegating important tasks and acknowledging that your people are capable, smart individuals who can succeed!

Delegation is a great way to cash in on the positive benefits of a psychological phenomenon called a self-fulfilling prophecy. In a self-fulfilling prophecy, a person’s expectations of another person can cause the expectations to be fulfilled.[2]

In other words, if you truly believe that your team member can handle a project or task, he or she is more likely to deliver.

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Learn how to delegate in my other article:

How to Delegate Work (the Definitive Guide for Successful Leaders)

7. Leaders work hard; bosses let others do the work.

Delegation is not an excuse to get out of hard work. Instead of telling people to go accomplish the hardest work alone, make it clear that you are willing to pitch in and help with the hardest work of all when the need arises.

Here’s the deal:

Showing others that you work hard sets the tone for your whole team and will spur them on to greatness.

The next time you catch yourself telling someone to “go”, a.k.a accomplish a difficult task alone, change your phrasing to “let’s go”, showing that you are totally willing to help and support.

8. Leaders think long-term; bosses think short-term.

A leader who only utilizes short-term thinking is someone who cannot be prepared or organized for the future. Your colleagues or staff members need to know that they can trust you to have a handle on things not just this week, but next month or even next year.

Display your long-term thinking skills in group talks and meetings by sharing long-term hopes or concerns. Create plans for possible scenarios and be prepared for emergencies.

For example, if you know that you are losing someone on your team in a few months, be prepared to share a clear plan of how you and the remaining team members can best handle the change and workload until someone new is hired.

9. Leaders are like your colleagues; bosses are just bosses.

Another word for colleague is collaborator. Make sure your team knows that you are “one of them” and that you want to collaborate or work side by side.

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Not getting involved in the going ons of the office is a mistake because you will miss out on development and connection opportunities.

As our regular readers know, I love to remind people of the importance of building routines into each day. Create a routine that encourages you to leave your isolated office and collaborate with others. Spark healthy habits that benefit both you and your co-workers.

10. Leaders put people first; bosses put results first.

Bosses without crucial leadership training may focus on process and results instead of people. They may stick to a pre-set systems playbook even when employees voice new ideas or concerns.

Ignoring people’s opinions for the sake of company tradition like this is never truly beneficial to an organization.

Here’s what I mean by process over people:

Some organizations focus on proper structures or systems as their greatest assets instead of people. I believe that people lend real value to an organization, and that focusing on the development of people is a key ingredient for success in leadership.

Learning to be a leader is an ongoing adventure.

This list of differences makes it clear that, unlike an ordinary boss, a leader is able to be compassionate, inclusive, generous, and hard-working for the good of the team.

Instead of being a stereotypical scary or micromanaging-obsessed boss, a quality leader is able to establish an atmosphere of respect and collaboration.

Whether you are new to your work environment or a seasoned administrator, these leadership traits will help you get a jump start so that you can excel as a leader and positively impact the people around you.

For more inspiration and guidance, you can even start keeping tabs on some of the world’s top leadership experts. With an adventurous and positive attitude, anyone can learn good leadership.

Featured photo credit: Unsplash via unsplash.com

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