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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 January 14, 2019

The Key to Finding Job Satisfaction and Having a Successful Career

The Key to Finding Job Satisfaction and Having a Successful Career

Regardless of whether you hold an entry-level administration role or regularly travel to the ends of the Earth as a hot-shot senior executive, you can still find yourself harboring an emptiness… a feeling that something is missing. A popular assumption that experiencing job satisfaction and a successful career should be underpinned by a well-rounded suite of tangible benefits, no longer holds true for many of us.

We’d never deny health care benefits, appropriate and fair remuneration, bonuses and travel perks in a job package. However, even if served to us on a silver platter, those features can only satiate us to a certain point.

You might wonder what governs entrepreneurs and start-up business owners to quit their lucrative jobs, essentially look the gift horse in the mouth and kiss such benefits goodbye! There can be an irresistible pull to mastermind a business with products and/or services that serve the greater good of community wider than that constituting their daily existence.

Even with research showing entrepreneurship to pose greater threats to their mental and physical health, this unique breed of individuals choose to go against the grain in chasing their dreams of being their own boss. Why? Why would anyone risk this type of career suicide?

Whether you’re an employee, have recently taken the leap to being a business owner or been in business for a while, the commonality is a congenital condition we all share as human beings; to feel a sense of purpose, value and contribution to our community. Despite it being harder to find this for ourselves in today’s world, these approaches will help you achieve ultimate satisfaction through the twists, turns and joyrides that are essential features of shaping a successful career.

1. Search for Opportunities That Feed Your Passion, Not Temporary Excitement

Even though well-intended, the ‘feel good now’ compass that career coaches and consultants often recommend you use to create career satisfaction can actually do you more harm than good. Excitement is transient. It doesn’t last. Passion is the compass you need.

Passion and excitement are two different things. The resounding career legacy that still draws you to turn up on the job regardless of the sunshine or storm that awaits you…that’s passion. It’s like a mental and/or emotional itch you can’t shrug off. Staying attuned to that calling will breed success for you sooner or later. Patience is key.

You’re also likely to have more than one key passion. Beware of getting caught in the notion you have to find your one true purpose. In fact, run immediately from any coach who tells you there is only one. There isn’t.

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Your passion is a journey that can take multiple forms so forget thinking there is the single dream job out there that will give you satisfaction in every way you can imagine. It simply doesn’t exist.

Consider embracing different roles and projects to help you fuel your passion or fuel your pursuits in finding it. Job satisfaction and your career success will be all the more sweeter from a wider range of enriching experiences.

2. Don’t Position Job and Career Satisfaction Assessments as Pivotal Guides to Your Success

Despite their popular use for vocational guidance, assessment tools such as Gallup’s Clifton Strengths and the Myers Briggs Type Indicator have come under fire[1] as being limited to the amount of true value and direction they can offer partakers.[2] These and many other guidance assessment tools (e.g. VIA Character Strengths , DISC ) are self-report questionnaires that don’t have normative population data against which to compare your results.

Simply remember these tools help you develop a stronger sense of what you identify as strengths and weaknesses within yourself, not in comparison with other people. They will still add insight around what sorts of career opportunities, tasks and projects are going to light your fire, what ones are going to extinguish it and what will prod and keep the coals steadily smoldering.

3. Be Clear on Your Personal Values, Ethics and Principles and Choose Relationships That Support You Honoring Them

Teamwork, collaboration, open communication and trust are commonplace for any flourishing work environment. However, whether or not your personal values can be honored in your work can make or break your job satisfaction.

How committed do you want to be to an organization that expects an average of 10 unpaid overtime hours every week under the guise of ‘reasonable overtime’? Are you willing to accept their construing this expectation as ‘strong commitment’ at the expense of your partner and children waiting at home for you? What are your boundaries concerning when you clock on to their time and when you clock off to yours?

Being very in tune with what your personal values, principles and ethics are will bid you well in the job satisfaction stakes. Spending time to reflect on experiences and working relationships you’ve had – the good, the bad and the ugly – will help you make well-informed searches and grounded decisions that will propel your career success.

Finding and nurturing relationships with associates and colleagues who share similar values doesn’t just make your day-to-day pursuits more enjoyable. You become fortunate to work with like-minded people who will support, understand and appreciate you like a second family.

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Being able to honor your personal values in your work means you will still be able to sleep at night when you have to tread where others fear to, and make extremely difficult decisions others would never ever dream of having to make as you forge success in your career.

4. Be Clear on Your Own Definition of What Having a Successful Career Means for You

It’s tempting to get caught up in the ideals and projections of success expressed by those we love, admire and respect. Underneath, we all want on some level to belong to a successful club of some sort.

With research reporting how much money we feel we need to be truly happy,[3] many of us try to subscribe to the notion that having the car of our dreams or taking a European holiday annually will not bring us happiness. The truth, however, for many of us is these tangible rewards are congratulatory reminders of our persistent efforts to chase our career pursuits.

If those are things you aspire to, don’t let anyone steal your desire and want to feel deserving of these things, that those are some parameters by which you define your career success.

Despite consistently being the top revenue earner for two years running, you may not wish to become the sales manager. You may not wish to step out into running your own business even though you consistently excel as an employee, delighting clients and repeatedly receiving glowing testimonials.

Your definition of career success might be enjoying the predictability of a regular workplace routine. You get to leave – without feeling guilty – at the same time each day, love the people you work with and get to spend a good, uninterrupted amount of work-stress free quality time with your family. That picture is also blissful job satisfaction and complete career success.

5. Identify the Sorts of Challenges and Problems You Want to Learn to Overcome

Standard advice you might receive from a career coach might be to look for opportunities where you get to capitalize on exercising your strengths and career-related activities you enjoy.

However, to become a success at anything involves improvement. To excel at anything often involves stepping outside boundaries and comfort zones where others wouldn’t. This means dedicating focus and attention to things you’re not so good at and things you don’t like.

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Here’s where working with a coach can be particularly helpful. Map out the experiences that were unsavory in your working history. Were there challenges you opted out of, projects you failed at or toxic relationships that blasted your sense of purpose and self-worth into oblivion? It’s within these experiences that you might just find the most valuable lessons and guiding lights for your trajectory to achieve greater job satisfaction.

If your natural leadership style is to be a collaborator, finding opportunities that require you to apply a more dictatorial style might be needed. Discussing a secondment or short-term project where you get to develop and test your skills can be a step further in earning contention to lead a larger project down the track.

With several of the company’s boldest personality types penciled to roll out the operation, you’ll not only develop skills that earn your right to throw your hat in the ring; those key players have an opportunity to see your competence. You can then work on building relationships with those stakeholders before you need to hit the ground running should you win the lead.

Greater job satisfaction comes with planning and choosing the lessons and opportunities you want to learn, not desperately flailing, floundering and hoping for the best.

6. Keep Reviewing Your Goal Posts and Be Amenable to Change

The word ‘career’ is indicative of a longer-term pathway of change, growth and development. The journey is dynamic.

You will accumulate new skills and let those you no longer need, become rusty. Your intrigue will be stimulated by new experiences, knowledge and people you meet. Your thinking will continue to expand, not shrink. As a result, your goalposts are likely to change.

A major part of enjoying a successful career is not just setting goals effectively, but regularly reviewing and readjusting them where necessary. However, moving the posts or the target still needs to take place by applying the same processes by which you originally created them. The strength of your emotional connection to those revised goals needs to be the same, if not stronger.

By asking yourself the following questions, you can assure your developmental and growth trajectory is still on course:

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  • Would working toward these goals still allow me to honor my personal values, principles and ethics at the same capacity if not greater?
  • Do the activities I need to undertake to meet these goals honor my highest priorities?
  • Does this feel right for me and those who are nearest and dearest to me?
  • Is this aligned with my passion?
  • Is chasing this goal a right step for me to take now or is this a detour or distraction which could delay my greater plan?

Each of your career goals should have different review periods. Whatever you do, stick to the review schedule you set. It will not only keep you focused but help you see your progress (or lack thereof) and allow you to timely re-chart your course before you get too far down the track. You don’t want to waste time haphazardly heading in the wrong direction.

7. Be Prepared to Let Go

It can be unfathomable to us as to why others risk leaping into the unknown when everything truly appears fine and dandy in the career realm. The company provided stability, recognition, financial success, interesting projects and the promise of a promotion…what was wrong? Why now jump sideways to run a café or train in another field altogether?

Nothing may have been wrong at all. It was all going right. It was just the end of a chapter. Perhaps the yearning for the next step is actually taking a different trajectory entirely. You may want to simply experience a different rhythm. Perhaps it’s time to pursue a different passion.

If you have leaped from employee-land to freelancing or have made the reverse-jump (or you know someone who has), you will have quickly grown a different appreciation for pros and cons each work lifestyle brings. Working for yourself can bring the greater realization of your creativity, whether or not it can be monetized to earn you a living.

When your customers are buying you or a product you designed and fashioned, there is a direct level of appreciation and gratitude that can elevate your confidence in the way you have never experienced as an employee, regardless of your rank.

Similarly, there are times where we need to recognize our business ventures were adventures, not long-term life-changing empires. There are times we need to recognize that time is what provides the clearest limitation of how long we persist for in such pursuits.

We have to recognize the absence of enough financial, mental, emotional and physical breadcrumbs that tells us we’re no longer meant to push in that direction. At least, not for the present time.

The Bottom Line

Above all, keep the momentum. As long as you remain committed to pursuing work opportunities that allow you to honor your highest priorities, the truth of who you are and what you stand for, achieving ultimate job satisfaction and a successful career will never be too far away.

More Resources to Help Advance Your Career

Featured photo credit: Csaba Balazs via unsplash.com

Reference

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