How to Use Email Templates to WOW Potential Clients

Reading time:
Photo by Windell Oskay
Photo by Windell Oskay

Email templates are a great way to strengthen rapport and WOW prospects with your speedy and consistent follow-up. However, there’s a fine balance; if they are too generic, templates can seem impersonal and ruin the relationship-building you’ve done so far.

First, save email templates with information that you find yourself typing frequently.

Do you often send potential clients (or current clients) similar summaries of features or products? Instead of typing it out from scratch each time, fine-tune it once and save a template. (Or, for short phrases, try adding a handy ShortKey instead!)

Tailor your template to each person based on your conversation.

Did you just speak with them on the phone two minutes ago? An email template starting out with “Hope you are doing well!” will make it seem like you weren’t paying attention. Simply modifying it to “It was great speaking with you!” is an easy way to personalize your email. No email is one-size-fits-all, so add additional info that they may need or take out superfluous topics as needed. Be sure to also reiterate scheduled follow-ups or time-sensitive subjects at the end of your email; “I look forward to speaking with you next Friday!” or “Have a fantastic vacation in Figi!” adds a thoughtful touch.

Go over your grammar with a fine-tooth comb.

You’ll probably be using these templates frequently, and nothing feels worse than finding a grammatical error weeks later, knowing you’ve sent it to dozens of people. Egg + face = you. Spotless grammar will make your speedy reply even more impressive!

When you use email templates as a jumping off point, your prospect will be stunned by how quickly you were able to write such an eloquent response!

Additional reads you may find interesting...

View All
Arizona landscape
About Ruby

Arizona, here we come!

Reflections on fallout

Square title card with circular-cropped head shot: The art and challenge of business services, Justin Dunham, ércule
Small Business Tips

The art and challenge of business services—with Justin Dunham of ércule

Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Small Business Tips

Business live chat: Have your cake and eat it too.

Small Business Tips

Small business resourcefulness with Loren Feldman

Small Business Tips

Omnichannel customer experience: what it means and how to do it right

Small Business Tips

[Infographic] The #1 secret of successful law firms.

Small Business Tips

Use Ruby to schedule appointments and save time.

Small Business Tips

Automated lead capture: Why you need it and how it works.

Small Business Tips

[Infographic] Telehealth in 2021 and beyond.

About Ruby

This Women’s History Month, #ChooseToChallenge with Ruby.

Small Business Tips

PPP loans have relaunched in 2021—with an exclusive application window for small businesses.

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
Sales Support

Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.