Writing a good email is as much of an art as it is a science. While conveying information as a small business leader, your goal is to build a connection with your client.
Your time is precious, and writing a custom email for every client takes up valuable time. To help you save time and automate this process, we’ve come up with these 10 email templates to help you.
Daylite Tip: If you’re using Daylite as your CRM, you can create these email templates in Daylite to automate sending them to clients and leads. Check out how.
1. Follow up after an initial call or meeting
You don’t want to be bogged down writing follow-up emails after a trade show, an in-person meeting or a phone call. Save some time with this template and use the bullet points below to summarize what happened and lay out your next steps.
Hi [Name],
Great meeting you! I just wanted to touch base with you again after our [meeting/call] earlier. In it we discussed:
- point 1
- point 2
- point 3…
To continue, let’s move into our next phase, [future steps here, or put them in bullets like above].
Thanks,
[Your Name]
2. Invite them to an event your company is holding
Try sending an email inviting your prospect or client to a webinar or an educational event you’re hosting that they can benefit from. The event itself doesn’t have to be anything big, just something that would pique their interest and strengthen your growing relationship while showing off your expertise.
For instance, if you’re an estate lawyer, you may want to invite people in your community to a discussion on the importance of writing a will and host a Q&A. If you’re a photographer, you may want to hold an event to showcase a photo series.
Give people a reason to come to an event and demonstrate the value your business can offer them.
Hello [Name],
Are you interested in [FIELD YOU’RE TALKING ABOUT]? On [DATE/TIME]? I’ll be hosting an ….[DETAILS ABOUT EVENT] and would love to see you there!
Hope to see you soon,
[Your Name]
3. Share a resource
If you want to be viewed as an expert in your field or industry, share resources such as podcasts or books that your audience would find valuable to show you’re on top of the latest trends in your industry.
Hi [Name],
I came across this great [podcast/book/paper/etc.] and thought it may be of interest at [their company name]. It deals mainly with [applicable subject] and thought it could work well with your [upcoming events/problems/company culture/etc.]
Have a look: [Link here to the media].
Hope you find this helpful,
[Your Name]
4. Suggest meeting at an upcoming event
Invite your client to an event happening near them. This could be a relevant trade show, town hall, question and answer period or open house event. They’re readily searchable and easy to recommend. You’ve provided them that extra value by offering them networking or Q&A opportunities in their area. An overwhelming amount of people prefer to meet directly. Some people would call that going above and beyond.
Hello [Name],
Did you know there’s an [event/trade show/seminar] happening on [date] near your [their company location] at [location of event]?
I thought it may be of interest seeing how it relates to your [product/service] and could be an excellent networking opportunity.
Hope to see you there,
[Your Name]
5. Share your knowledge
To establish yourself as a leader or expert in your industry, show your audience that you know what you’re talking about. You can do this by sharing a blog post you’ve written about a topic that they’d be interested in.
Don’t expect them to read the entire thing. A good idea is to point out you what you believe is the most relevant piece for their convenience.
Hi [Name],
I couldn’t help but notice one of our recent blog pieces may be of interest to your [product/service/strategy] and thought you’d might want to take a look.
Try looking at [paragraph/tip/section x]. That feels like it would be most useful for [their company name].
All the best,
[Your Name]
Is your prospect or client taking a little too much time to respond than you’re comfortable with? Take a look below for some ideas on stoking further engagement:
7. Don’t get buried
You’ve been emailing a prospect multiple times but they haven’t gotten back to you yet. Your prospect’s inbox may be overloaded so you’ll want to make sure your messages aren’t going unseen. This is “just a prod” technically speaking, but it’s giving the client a convenient “out” and allowing them to respond duly. Try sending a message saying something short and sweet, along the lines of:
“Hello [Name],
I wanted to quickly connect regarding the last email I sent you, incase it was buried.
Cheers,
[Your Name]
8. Reconnect with a past client
There may be a client you’ve worked with in the past but haven’t been in touch with for awhile. You want to stay in touch to make sure you’re top of mind with them in the event they could use your services (or product) again in the future. You want to touch base but you don’t want it to sound too out-of-the-blue. Try something like this below:
Hi [Name],
Hope you’re doing well! We haven’t been in touch recently, but I noticed your recent [announcement/Linkedin Post/PR piece/etc.] about your [product or service]. I’d love to catch up again and discuss future opportunities about [your own topic/product/service] and opportunities in the future.
Best wishes,
[Your Name]
Wrapping things up can be no small feat, either. Try these templates if you’re looking for a review or a referral for your small business:
9. Ask for a review
84% of people trust online reviews as if it was recommended to them in person. Your company’s digital branding and persona is often the first thing a prospect will see from you. It’s important that you leverage your best clients to leave a review, especially after the completion of a successful project. To help nudge this along, reach out and ask your best clients to leave a review. The best time to do this is right after completing a successful project with them.
Hi [Name],
It was a pleasure working with you. We hope you’re happy our [product or service] and look forward to possibly working with you again in the future.
Your time is valuable, but if you wouldn’t mind taking five minutes to leave us a review, it would be very appreciated.
[URL to your reviewing system]
Thanks again for your time,
[Your Name]
10. Ask for a referral
77% of customers are more inclined to buy into something when hearing from friends and family. Asking for a referral may be uncomfortable, but well worth it. Word of mouth is undoubtably a powerful force. You can let this happen organically, or you can be proactive and leverage your best clients to pass along their experiences with your small business. The best time to ask for a referral is after successfully completing a project for them.
Hi [Name],
It’s been a pleasure working with you for the past [time]. It was great working together and towards your goals at [their company name]. I’m glad to hear that you’re happy with the results you’ve been getting with us.
Since we’ve been working so well together, I was wondering if you’d know of any other person or organization that would be interested in our [products or services]?
Appreciate the support,
[Your Name]
Conclusion
Instead of wasting valuable time writing the same emails repeatedly, ad nauseam, try these 10 email templates to save you time. With these email templates on hand, all you need to do from here is a tweak some details and your small business will be saving time and more efficient in the future.
About the author:
Xander Cavalier is a former radio broadcaster and community organizer with grass-roots experience in Northern Ontario. He is currently based in the GTA. You may reach out to him on LinkedIn.
