Canned emails are canned responses that you can save and reuse when someone asks the same question or requests the same information. 

They save time in your inbox, but they also help remind you of what to say when communicating with clients! 

This blog post will show you how to create canned emails for your business so that you will never have to write the same email twice. 

You'll be able to easily respond with canned messages saving hours of valuable time each week!

Include a paragraph or two describing canned emails and why they are beneficial to your business. You can include any relevant statistics, studies, etc. you would like as well!

Many businesses ask the same questions over and over again each day so it's important to have canned responses set up for things that don't need much thought such as "Thank you for your inquiry, we will get back to you as soon as possible."

 However, canned responses can also be helpful for more complicated or detailed questions. 

For example, if you are a web developer and someone asks about the cost of a project, you might have a canned response that includes an estimate depending on the size and complexity of the project.

Canned emails are great to use on social media as well! If you need canned responses for canned tweets or canned Facebook postings, set up canned email templates and click one button whenever you want to share the same message on multiple platforms!

 For example, if your business sells home decorating products online, it's a good idea to have canned responses for canned tweets including promotional information, product announcements or sales.

Canned email templates are also great to share with team members so that everyone is on the same page when responding to clients! 

If you have canned responses set up for each department in your company, then all employees can respond swiftly and accurately whenever a client asks them something. 

For example, if you are a marketing company and someone asks about your services, one of your canned responses might be "We offer a variety of marketing services that can help take your business to the next level. Learn more by visiting our website."

Canned email templates can save you time and sanity when communicating with clients! 

They are beneficial for any business and are especially helpful for businesses that deal with a high volume of customer inquiries. 

If you're not currently using canned email templates, it's time to start! You'll be glad you did!

10 email canned responses to save you from inbox overload

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1. A quick request for a 30-minute meeting with a calendly link- you can cut the back and forth of scheduling a meeting, which produces an easy canned response.

A meeting request email is another canned response that can save you time in your inbox. You can simplify the back and forth of scheduling a meeting by providing calendly link with quick canned message like "I am available on these days between these times."

-Would Tuesday at 11AM work for you?  Yes, I'm free then! -How about Thursday at 11AM?

This canned response will help schedule a meeting with someone.

If you're looking for an easy way to speed up the process of scheduling a meeting, try providing a calendly link in your email request. This will allow the other person to choose a time that works best for them without having to go back and forth with you.

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2. Decline a bad-fit sales or partnership email- with a polite canned response

If you get an email from someone asking if your company is interested in a partnership or product and it's not a good fit, using a canned response to decline the offer can save you time.

Here's an example of how you could use a canned response to decline an offer:

Thank you for reaching out to us about a potential partnership. Unfortunately, we are not interested in partnering with other businesses at this time. Thank you for your understanding.

When you get an email from someone asking if your company is interested in a partnership or product and it's not a good fit, using a canned response to decline the offer can save you time. This canned response will politely decline an offer.

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3. Divert a meeting request to email- canned response for the win

If someone requests a meeting with you and your schedule is full, you can use a canned response to divert the request to email.

Here's an example of how you could use a canned response:

Thank you for reaching out about scheduling a meeting. Unfortunately, I'm not able to meet with anyone at this time. 

However, I'm happy to connect via email where we can discuss further.

When you get a request for a meeting and your schedule is full, using canned response will help divert the meeting in email instead of forcing someone else wait on your calendar before they can talk with you about whatever it was that brought them to reach out. 

This canned response will help to divert a meeting request.

- A canned response can be as simple as "Hi, I'm sorry but my schedule is full at the moment - would you like me to redirect this email to someone who may have some availability?

 If so, please let me know and I'll look for your contact information."

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4. Handle an upset customer- canned responses can be used for anything!

If you're not using canned email templates already, it's time to start. They are beneficial in almost any business and especially helpful when dealing with a high volume of customer inquiries. 

Whether someone is asking about their order or there was an issue with the product they purchased, canned response can help simplify your communication and resolve the issue.

Here's an example of how you could use canned response for customer service:

Hello,

Thank you for reaching out about your order. I am sorry to hear that there was a problem with it. 

Can you please let me know what happened and when? I will do my best to help resolve the situation as quickly as possible.

Thank you so much for your patience and understanding with this issue, we will do our best to get it resolved quickly.

When an order is delayed or there was a problem with the product someone purchased canned email can help simplify communication and resolve issues faster by using canned response templates. This canned response will respond to customer inquiries.

- A canned response can be as simple as "Hey, Thank you for your order. I am sorry to hear that there was a problem with it. 

Can you please let me know what happened and when? I will do my best resolve the situation quickly."

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5. Get rid of low-priority work- canned emails to the rescue!

If you get low-priority requests in your inbox such as sales, partnership or sponsorship pitches that aren't a good fit for your business, canned response is an efficient way to respond and direct them where they need - even if it's to another person at their company.

Here's an example of how you could use canned responses to respond when you don't have the bandwidth for something:

I'm so sorry, but due to my current workload I am unable to take on any new partnerships at this time.

Thank you for thinking of me and please know that it wasn't a complete waste of your time reaching out! 

Perhaps someone else in our network would be a better fit.

When you don't have the bandwidth for something canned response is great to use and can direct people where they need even if it's to another person at their company. 

This canned email will respond when someone pitches an opportunity that isn't a good fit for your business.

- A canned response can be as simple as "Hi, thanks for reaching out! Unfortunately at this time I am not able to partner with you. 

However, I would be happy to refer you to someone else on my team who may be a better fit."

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6. Sharing instructions or knowledge- canned emails to make sharing easier

If you need to share instructions or how-tos frequently, canned email templates can be a great way to save time and effort by creating "fill in the blanks" documents that take away any extra communication needed. 

If someone is asking for help with something specific there's no reason not to try canned response first- it can speed up the process and help you avoid any confusion.

Here's an example of canned response for instructions:

Hey there!

I'm glad you found our how-to guide on [topic] helpful. In case you need more clarification or have any questions, feel free to reach out to me anytime. I'll be happy to help!

When someone asks for instructions canned email can be helpful and is a great way to save time. This canned response will share an instructional document that includes "fill in the blanks."

- A canned response can be as simple as "Hi, thanks so much for reaching out about our how-to guide on [topic]. We are so happy you found it helpful! If you have any questions or need more clarification feel free to reach out anytime. I'll be happy to help!"

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7. Sending out meeting agendas- canned email to help organize

If you're in charge of sending out meeting agendas, canned responses can be a great way to make sure everyone is on the same page. 

You can create templates for different types of meetings- such as team meetings, client meetings, or board meetings- and then just fill in the relevant information before hitting send. This will help you save time and ensure everyone is on the same page.

Here's an example of canned response for sending out meeting agendas:

Hi there!

Thanks so much for bringing this to my attention; I'll be sure to edit it right away. Can you also let me know if [insert person/client name here] will be attending the meeting?

When you are in charge of sending out meeting agendas canned email can be very helpful and is a great way to save time. 

This canned response will share an agenda template that only needs information filled in before hitting send.

- A canned response can be as simple as "Hi, thanks for letting me know about [topic]. I'll be sure to edit it right away. Can you also let me know if [insert person/client name here] will be attending the meeting?"

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8. Put off responding to someone (and ask if it’s urgent)- canned email to use when you don't want to respond

If someone is asking for something that doesn't require immediate action canned response can be a great way to put off responding. 

You can let them know it's on your radar and will get back with them by the deadline they gave or say "feel free to follow up if this isn't urgent." 

This canned response can also be used if you don't want to respond to someone.

Here's an example of canned response for when you don't want to respond:

Hi there!

Thanks so much for reaching out, I appreciate it. Unfortunately at this time I'm not able to commit to doing [task] but feel free to follow up if this isn't urgent.

When someone is asking for something that doesn't require immediate action canned email can be a great way to put off responding. 

This canned response will let them know it's on your radar and you will get back with them by the deadline they gave or say "feel free to follow up if this isn't urgent."

- A canned response can be as simple as "Hi, thanks so much for reaching out. I appreciate it! 

Unfortunately at this time I'm not able to commit to doing [task] but feel free to follow up if this isn't urgent." or ""Hey, thanks for getting in touch with me about [topic]. Unfortunately I'm not able to commit at this time but feel free to follow up if it's urgent."

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9. Project kickoff- canned email to set expectations

If you're starting a new project canned email can be a great way to set the tone and expectations. 

You can let your client know what they should expect from you and what you'll need from them. This will help make sure that everyone is on the same page from the start of the project.

Here's an example of canned response for project kickoff:

Hi there!

Thanks so much for partnering with me on this new project. I wanted to reach out and give you a heads up about what to expect over the next few weeks.

I'll be sending regular updates as we move forward, and will need your input/feedback at key points along the way. 

I'll also be sending over any documents/contracts you need to sign electronically, so no hard copies necessary.

Canned email can be a great way to set expectations during project kickoff and is very helpful for letting your client know what they should expect from you and what you'll need from them. 

This canned response will help make sure that everyone is on the same page from the start of the project.

- A canned response can be as simple as "Hi there! I wanted to reach out and give you a heads up about what to expect over the next few weeks." or ""Hey, thanks for agreeing to work with me on this new project. 

I wanted to reach out and give you a heads up about what to expect over the next few weeks." Add any other relevant information that will help your client feel prepared for working with you.

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10. “Nagging” emails (reminding clients about payments or sending files/copy)- canned response to use when you need a quick reminder

It's easy to get wrapped up in your work and forget about certain things, like sending files or following up on payments. canned email is a great way to set reminders for yourself so that you don't have to send multiple emails asking clients the same question. 

Here's an example of canned response you can use for "nagging" emails:

Hi there!

I wanted to reach out and remind you that payment is due by [date]. If you could please send over your payment as soon as possible that would be much appreciated.

Thanks so much, looking forward to working with you!

It's easy to forget about certain things, like sending files or following up on payments. canned email is a great way to set reminders for yourself so that you don't have to send multiple emails asking clients the same question. 

This canned response will let them know they aren't being forgotten and you would appreciate if they could pay as soon as possible.

- A canned response can be as simple as "Hi there! Wanted to reach out and remind you that payment is due by [date]." 

"Hey, I wanted to quickly reach out and remind you that payment is due by [date]. If you could please send over your payment ASAP that would be much appreciated. 

Thanks so much, looking forward to working with you!" Add any other information that you think is relevant.