To provide a clear and concise step-by-step guide for team members to create email templates efficiently, ensuring consistency and accuracy in communication.
Key Steps
Log In to the System
Access the email platform by logging in with your credentials.
Navigate to Settings
Locate and click on the ‘Settings’ option in the left-hand menu.
Access Templates Section
Scroll down to the ‘Templates’ section. Ensure you are on the ‘Emails’ tab (the default may be set to ‘Messages’ for SMS).
Review Existing Templates (Optional)
Before creating a new template, review any existing templates to avoid duplication.
Create a New Template
Click the plus (+) icon to initiate the creation of a new email template.
Name the Template
Assign a clear and descriptive name to the template. Follow the naming convention:
Use prefixes such as "SQ" for sequences or "ANT" for specific contacts, followed by a brief description.
Set the Email Subject
Enter the subject line of the email. Use the format: "Hey, #Contact_First_Name".
Compose the Email Body
Write the body of the email using placeholders for personalization:
Start with a greeting: "Hi, #Contact_First_Name!"
Include your message: "Hope all is well! I haven’t heard from you and hope everything is okay."
Sign off with your name using: "#My_First_Name".
Save the Template
After completing the template, click ‘Save’ to store it. Verify that it appears in the list of templates.
Cautionary Notes
Ensure that all placeholders (e.g., #Contact_First_Name, #My_First_Name) are correctly formatted to avoid errors in personalization.
Review the content for spelling and grammatical errors before saving the template.
Avoid using jargon or complex language that may confuse recipients.
Tips for Efficiency
Use a consistent naming convention for easy identification of templates.
Regularly review and update templates to keep them relevant and effective.
Consider creating a folder or tagging system for organizing templates based on their purpose (e.g., follow-ups, introductions).
Test the template by sending it to yourself or a colleague to ensure all placeholders work as intended before using it in communication.