How to Create and Save Canned Email Replies
BY: RICHARD BERTCH ON WEDNESDAY, MAY 01, 2019
Canned replies are prewritten answers to commonly asked questions by your customers. They make sending emails more efficient for everybody, especially you.
The time spent checking and responding to daily emails is costly, as the majority are unproductive or unrelated to the completion of regular work projects.
Although emails can be a great form of communication, they can also be detrimental to your business if not worded correctly.
It may seem as though writing an email is easy, but there is a cost of communicating poorly.
One survey reported that 84% of the respondents were more likely to trust a company that uses jargon-free language in its communications.
It may be hard to comprehend or even believe, but your reputation can be negatively impacted by a simple email.
To help prevent the harmful effects poorly written emails can have on your business, you need to know how to create and save canned email replies.
Create and Save Canned Email Replies
How you create and save email replies depends on the email service provider you use, but most do offer a canned email feature.
Whether you use Gmail, Chrome, or another service, it is a good idea to “turn-on” their canned email feature to ensure future communications are pre-made and well-written.
There are also a lot of free canned email apps you can try that will store your responses for you automatically.
But, first, you must start by creating a canned response.
Canned Email Creation
To start writing a canned email reply, you should become familiar with some of the most common ones.
You may choose to be more specific by using the frequently asked questions of your industry, store, or expertise in your canned email creations. It really is up to you.
Some of the main reasons canned email responses are used besides answering FAQs is to save time on the constant creation of redundant emails and to increase productivity.
You can save yourself hours a week, making more time for real projects and less time spent on repetitive emails.
5 Most Common Canned Email Replies to Create
1. The “Welcoming” Canned Email
“Hi there, how can I help you?” or “Hello [Name], Welcome to our team. We are happy to have you aboard.
Whenever a conversation starts or something new happens, a “Welcoming” email is sent out. If you find this often happens at your workplace, you will want to choose to create this style canned email. A standardized welcome canned response is valuable to your organization and to your time.
2. The “Transparent Pause” Canned Email
“I'm checking something, one moment, please” or ”I am looking into this for you and will be in touch as soon with an update.”
One of the most important things you must due to providing customer service is to dictate transparency.
You must never keep a customer waiting without some form of communication that keeps them in the loop of what is going on. Let your customer know what is happening now and moving forward.
Without feedback, your customers might think you are doing nothing or ignoring them.
3. The “Misunderstanding” Canned Email
“I'm afraid I don't understand completely” or “I wish to learn more about the information provided. Let’s set up a call to go over it.”
Confusion, misunderstanding, or needing clearer instructions, happens often. Sometimes, emails have missing details or needed information. It is vital to have one of these canned emails available for when times like these occur.
4. The “Follow Up” Canned Email
“Hi [Customer Name], This is [Your Name] from [Company Name]. I am writing to you to follow up on your most recent purchase. Please let me know if you are still satisfied with your item(s) and if I can be of further assistance, at this time.”
It is of utmost importance that you always follow up with customers. Let them know customer satisfaction with the services and products you provide, matters to you. Allow them to resolve any issues, questions, or queries, quickly with a follow-up canned reply.
5. The “Thank You” Canned Email
“Hello! I want to thank you, [Customer Name] for shopping with us and look forward to your next visit.
Thank you canned emails are another perfect example of how you can save time without losing any quality from the customer service you provide. If you use the right words and time the email delivery well, it might enhance the customer experience overall.
Now that you know what to write, it is important you save your canned emails for future use.
3 Ways to Save Your Canned Email Replies
1. Use Your Email Provider’s Canned Email Feature
As mentioned earlier, it is essential to make use of your email provider’s canned email reply feature. Often located under its settings, the canned email feature typically needs some alterations and to be set to “active.”
2. Use Online Canned Email Reply Apps
In some instances, the canned email response feature of your email provider will only work when using a desktop. As the majority of us use our mobile devices for everything, including sending emails, you will want to go to the App Store.
Choose the best App for the software (Android or Apple) of your phone and download it onto your device.
3. Use Canned Emails in Work Coordination Tools
There are some online tools outside of Gmail and Apps that allow you to add canned emails to them, as part of their service. If canned emails are a feature you want to use, look for tools that offer it to you, like Fleep or TextExtender, for instance.
When you create canned emails, you are also creating more opportunities to get other work done. When you save canned emails, you are also saving time while increasing productivity.
Spend less time trying to find the right words to say on the spot or risk the chance that your current mood could escalate an existing customer issue.
As the saying goes, “Preparation is key.” Create and save canned email replies and be prepared for whatever communication or conversation comes next. You will be ready.