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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

Business Consultant

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Last Updated on July 18, 2019

How to Sharpen Your Transferable Skills For a Swift Career Switch

How to Sharpen Your Transferable Skills For a Swift Career Switch

Most people grow up with dreams to go to college and graduate with high-paying job offers waiting for them the week after graduation. Others may favor non-traditional career paths. But the desire is the same: to find a job we love where compensation is commensurate with experience.

However, plans change. For instance, what started out as a dream to be a surgeon is cut short by a nasty injury and you’re debating how to transition into a new role. Or you might be facing being let go from your current employer and are anxious about “options out there.”

Whatever the case may be, switching careers can be intentional or unintentional. What matters is that you’re well-prepared, and the only way to do so is to learn new skills — hone in on your transferable skills.

Why Hone in on Your Transferable Skills?

There are several reasons you need to develop these skills if you want to go far in life and your career. In a nutshell, honing in your your transferable skills can lead to:

Better Job Offers

Continuous assessment and improvement of your skills widens the pool of job offers for you to make selections from. You’re no longer tethered to one industry as you’re able to lead your career by design, not by default.

People with transferable skills on a resume also open up opportunities for more potential employers.

Increase in Pay and More Responsibilities

You’ve heard the saying “with great power come great responsibility.” In your case, transferable skills make you more marketable to employers which could lead to pay raises.

Although this isn’t an automatic process– you have to be proactive about what you want in the marketplace, there is a chance that these pay raises will come with change in titles and roles.

A Shot at Entrepreneurship

Yes, changing career paths also includes the possibility of working for yourself. With these skills and work experience, you could live anywhere in the world and design a life and career you want.

We’ve talked about why you need to strengthen your transferable skills but what are some these skills, and how can you work on them?

13 Tips to Sharpen Your Transferable Skills

1. Update Your Resume

You might be surprised to know this but yes, updating your resume is a skill. The very first thing you should do while thinking about switching careers is to highlight attributes that make you very desirable candidate to employers.

Think about your volunteer experiences, freelance projects, and school projects. Although they might seem insignificant, they demonstrate your ability to deliver results that several companies are looking for.

While you might have held several positions since college, switching careers will require you to have a different type of resume.

There are three different types of resumes: functional, chronological, and a combination resume. However, if you are looking to switch careers you’ll want to have a functional resume. A functional resume is strengths-based that emphasizes skills that are transferable rather than a collection of dates and job titles.

2. Brush up on Your Communication Skills

Every attempt to get ahead in business and in life starts with the need to communicate effectively. Whether it is interpersonal, intercultural, or multi-generational, the ability to be seen and heard while respecting the boundaries of work relationship matters.

That’s why it’s one of the top skills you need to master. Strong communication skills allows you to effectively tailor your messages to specific audiences, which will make you a stronger asset to any organization.

To hone this skill:

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Pay attention to your listening skills. To communicate effectively, you need to first learn how to understand others.

Your ability to decode overt and implied messages, no matter how nuanced they are, is key to knowing how to foster deep relationships with others.

This article can also give you effective ways to enhance your communication skills:

How to Master Effective Communication Skills at Work and Home

3. Learn Technical (or Business) Writing

Another form of communication, writing, is a skill that can take you anywhere.

Companies communicate a lot through written memos, emails, newsletters, and other audio-visual means. But at the crux of this all is someone or some people who are tasked with translating the organization’s vision into statements anyone can understand.

To hone this skill:

Consider taking some free or paid classes online. You can accomplish this through several community colleges or online platforms like Lynda, Udemy or edX .

4. Practice Public Speaking and Presentation Skills

No matter how intelligent you are, no one will take you seriously if you’re unable to pull off a decent level of persuasion through presentation skills.

Most presentation can be done through either electronic devices or require your physical presence. Your chosen career may require you to be in front of several hundreds of people or you could be charged with developing materials for presentation.

To hone this skill:

Volunteer to lead projects that give you some responsibility for putting together presentations.

Also, try taking courses that will improve your public speaking skills if you feel lacking.

These tips on public speaking would be helpful too:

The Ultimate Public Speaking Tips to Hook and Impress Any Audience

5. Get Comfortable with Identifying Problems and Solutions

Every organization has got its problems no matter how greener the grass is on the other side.

How to hone this skill:

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Practice being resourceful.

Do you know where to find every company policy on the intranet in less than five minutes?

Think about a time you noticed some inefficiency at work and proposed a solution. Think about instances where you lent your voice to a cause which resulted in improved processes for your department.

No matter how small or inadequate you might feel, you’ve got some problem-solving skills that some organizations want.

If you look for more ways to improve your problem solving skills, take a look at this article:

6 Effective Ways to Enhance Your Problem Solving Skills

6. Recognize Your Team-Building Ability

Your ability to smoothly switch careers also depends on how well you can energize your team, especially if you’re aiming for a leadership role. Unfortunately, team-building usually isn’t something you learn on the job in most careers unless you hold a managerial position.

The good thing is that you possibly know one or two things about team-building. Think back to moments in college when you had group projects with colleagues and had to work with 3 to 4 other strangers for months. Were you able to get past your differences and disagreements to focus on the uniqueness of everyone at the table?

Making a career switch might require that you work with multidisciplinary teams whether you have a deep knowledge of what the other team does or not. I can easily think of doctors, nurses, physical therapists, and social workers working closely to achieve the goals in a patient’s care plan.

How to hone this skill:

Look for collaborative projects and team building activities that excite you and challenge yourself with new possibilities.

Try some of these tactics to keep your team motivated as well:

17 Proven Tactics for Motivating Employees and Building a Stronger Team

7. Lean into Your Leadership Skills

Although similar to the previous point, leadership skills extend far beyond building teams, managing time sheets and correcting behavior.

What I’m referring to here is your ability to develop a vision, believe in it, and inspire buy-in from everyone involved. This isn’t about knowing how to run a particular machine; it’s about how to lead a team of people with various backgrounds, experiences, and ideas of how things should be done.

How to hone this skill:

Although more complex than the rest, it all starts with an introspective look into your strengths and weaknesses. Then get a mentor or a coach who can bring out your leadership qualities so you can operate from a place of strength.

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Learn more about the effective leadership types here:

5 Types of Leadership that Help You Build a High Performance Team

8. Improve Your Analytical Skills

Are you good at taking large amount of data and interpreting them? Your skills could come in handy.

Organizations are looking for people to make sense of the data around them, explain how it affects profitability, and make projections based on it. Best of all? You don’t need to be an accountant to be analytical.

How to hone this skill:

Try taking data interpretation classes online or at a community college. Learning Microsoft Excel or Access is also a plus. If you’re ambitious enough, you could consider getting additional certifications to up the ante.

Take a look at these ways to help sharpen your analytical skills:

What Are Analytical Skills and How to Strengthen Them For Success

9. Don’t Discount Your Time Management and Prioritization Skills

How good are you when it comes to deciding how important tasks are, organizing schedules, and coordinating plans?

Should you be willing, there is a market waiting for you out there. Organizations and busy executives are always looking for talented individuals to outsource these tasks to.

How to hone this skill:

Although not everyone possesses secretarial superpowers, you can improve this skill by focusing on taking huge tasks and breaking them into smaller goals or steps in order to achieve a bigger goal.

Here, you can learn to prioritize to achieve more:

The Ultimate Guide to Prioritizing Your Work And Life

10. Embrace Your Creative and Critical Thinking Side

Although it’s often believed that creativity is for the arts and right-brained people, I believe everyone is capable of being creative. In fact, most organizations recognize creativity as a vehicle that will drive successful inventions in the future.

How to hone this skill:

Try doing something fun. As simple as this sounds, you’d be surprised to learn how much. In fact, behavioral and learning scientist, Marily Oppezzo, says taking a walk might be all you need to get your creative juices flowing.[1]

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Anyone can be creative, you just need the right way to train your brain:

What Is Creativity? We All Have It, and Need It

11. Don’t Stop Learning Tech Knowledge and Skills

Being tech-savvy is a huge plus. If you have an affinity with computers, software applications and are abreast of technological improvements, it is a transferable skill that is worth highlighting.

You don’t have to be a young college graduate with silicon valley dreams to work

How to hone this skill:

All you need is the determination and the readiness to learn. This article will give you some ideas on the types of skills to learn:

How to Improve Your Computer Skills to Get Ahead in Your Career

12. Build Networks and Relationships

You aren’t free from networking. Not at the moment. With your goal to switch to a different career, your networking skills will come in handy.

Fortunately for you, networking doesn’t have to be so hard.

How to hone this skill:

Attend conferences and job fairs. Chances are you already have people in your network you can move you closer to your dream career.

To enhance your networking skills, take these steps:

How to Network So You’ll Get Way Ahead in Your Professional Life

Final Thoughts

Although there are several people with the same qualification and degree(s) you possess, what ultimately determines hireability comes down to a myriad of things such as culture fit, how teachable you are, cultural sensitivity, inter-generational awareness, and your ability to navigate uncertainty.

You have a chance to stand out by letting your dream companies know how these soft skills make you an invaluable asset, and how saying ‘YES’ to you is a win-win for both parties.

Happy career switching!

More Resources About Career Advancement

Featured photo credit: Unsplash via unsplash.com

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