Email is an essential communication tool in the modern office. Using email templates will ensure you follow the unspoken rules and formats of workplace emails while delivering the message in a professional and polite manner.
Different workplaces have different standards for the usual look of emails: some are formal, some are casual. If you belong to one type of work culture and send an email to a recipient accustomed to another type of work culture, your message may be interpreted as rude or unprofessional. Over the years, some people have collected the best tips on email etiquette and turned them into templates or canned responses. These sites and apps allow you to use these templates for free in Gmail or any other email app of your choice.
1. The art of email (Web): 80+ free business templates for various office tasks and needs
Art of Emails is a website solely dedicated to collecting proven email templates for different types of office tasks and needs. They are all available for free and collected according to your purpose. For example, the current list includes email templates for tasks such as:
- How to send cold emails to prospects and customers
- How to Track and Rekindle Leads Gone Cold
- How to Apologize for a Bad Customer Experience
- How to follow up to move the sale forward
- How to Get Investors to Raise Your Next Round
- How to pitch the press and get media coverage
Each objective contains several different models, which deal with more details. For example, apologizing for a bad customer experience will teach you how to respond tactfully to an online rant or how to tell the difference between a bad experience and a widespread problem.
You can quickly copy any template, paste it into your email client, and replace relevant details. You can also download all patterns as a PDF file pack.
2. Startup story (Web): Email templates for learning to say no politely but firmly
As a professional, it is essential to learn to say no politely but firmly. Otherwise, you run the risk of people stepping on you and being a breeze. That’s easier said than done, though, especially if you like people or are generally nervous about being nice. So the next time you struggle with that, use this excellent Starter Story-compiled package of email templates to say no.
Its 31 templates come from professional communication experts, such as The Muse, Steve Jobs, Tim Ferris, James Clear, Office Ninjas, and more. You can quickly filter emails by who you want to say no to: phone conversations, pushy people, investors, social events, recruiters, work, clients, meetings, interviews, salespeople, and even dating.
You can copy and paste any email into your Gmail to start using it right away. If you use Pigeon for Gmaila productive add-on for Gmail, you can also import all templates into the add-on’s predefined replies.
Resume Worded, one of our favorite resume and job search resources, has put together a set of email templates to help you land a job. Essentially, these are divided into five categories with further sub-categories:
- Follow-up emails: Reconnect with an old contact, follow up after a job application, and even follow up after not getting a response
- Informative interviews: How to request an informational interview where you get insight from an expert in the field you are applying for
- Thank you emails: Sending thanks after interviews, information interviews, or to recruiters
- LinkedIn posts: Get LinkedIn introductions, search for jobs, or ask for LinkedIn recommendations
- Others: Ask for feedback, request introductions, introduce yourself, and more
Each subcategory has several templates that you can browse, and you can simply copy and paste them into your email. Each template mentions some tips in the sidebar as to why it is written that way and how you can improve or customize it for yourself. Resume Worded also adds additional information such as the best subject lines to use based on response rate.
4. Dover Models (Web): Best Emails for Rejecting or Recruiting Candidates
Dover is a job tool for companies to discover candidates and determine who they want to hire. Naturally, the team has worked with several large companies and is aware of the emails sent by elite recruiters. Dover has analyzed them to offer you some free models.
Currently, you can get examples of best rejection emails (36 in total) and the best recruiting emails (20 in total). Additionally, you will find emails from Google, IKEA, Apple, Facebook, NASA, NPR, Y Combinator, etc. These are available as PDF files, which will be emailed to you when you give Dover your email address.
These emails contain fascinating information on how a good hiring manager can make sure a potential candidate feels valued or how to soften the blow while rejecting someone so they have the feel like I can apply again in the future. These are some of the best tools to be a better manager.
5. Hunter Models (Web): Templates for Sending Cold Emails That Get a Response
The hardest type of business email to compose is cold email. If the recipient doesn’t know you, why should they tell you the time of day? How are you going to engage them with the limited attention they give you? Hunter business email app offers help with a collection of free and tested response cold email templates.
Hunter offers 266 cold email templates in six major categories: sales, follow-up, SEO, recruiting, networking, and marketing. You can sort the templates by relevance or recency and access other subcategories by clicking on the tags under each email. To use an email, simply copy and paste it into your compose box.
Where most other templates only offer a pointer like “[[Introduce yourself]]”Hunter gives you the ability to see sample data. It’s a tiny but useful feature for seeing what a successful email looks like and then customizing it with your own data.
AI is the future of email templates
Between these five sites, you will be able to find email templates for any business or work situation. It’s also a good idea to save these templates as canned replies in your email client so you have them available for the future.
But speaking of the future, you may not need to rely on these models for long. More and more artificial intelligence tools for email guide users on how to write effective messages. While at present these are all paid apps that make more sense for businesses, the day isn’t far before Gmail and Outlook will incorporate these features.