Top email templates #1:
The first impression.
Get a great opening email written and sent, super fast.

9 October 2019

We’ve already looked at why totally templating your emails is such a game changer. Today we’re diving in for a closer look, with tips on getting that first email just right.

Turning all the emails you regularly send into templates is a massive time saver. With a bank of well-worded messages ready to roll, you can drop in a few details and get back to people really fast. You’ll spend less of your day typing and you’ll make clients much happier. Win-win.

So let’s start at the beginning. You’ve got a new client and you’re about to type that very first email. It’s your chance to make a great first impression, winning their confidence – and their work. So what are you saying, how are you saying it, and when are you sending it?

Ask most tradespeople and they’ll say the first email they send is the one that goes with their quote. But let’s take a step back, because there’s an opportunity to start impressing your new client sooner, and taking it might just put you ahead of the competition.

When a new client calls…

Chances are one of the first things you’ll say is that you’ll need to pop round and look at the job. You might arrange that on the phone, but by taking the time to confirm it with a really clear, friendly email, you can give them extra confidence that you really mean business.

You’ll be building trust, giving them a chance to ask questions, and generally looking like a pro. And if you’ve already got that confirmation email saved as a template, even better. You can drop in the right name, date and time, and get it sent in seconds. Good stuff.

So how might that email look?

Template name: Confirming an initial appointment

Hi [name]

Thanks for your [phone call / message].
This is just to confirm that we’ll be popping round to take a look at your project on [date] at [time]. 
In the meantime, if you’ve got any questions or you need to rearrange, please just get in touch.

Thanks again, looking forward to seeing you.

When a new client emails…

These days, lots of enquiries about new work come by email. Again, getting your response right – and getting it sent back fast – makes a big difference. You’ll often be talking to people you’ve never met or spoken to, who at this point have no reason to favour you over the competition.

A fast, friendly email helps to give them that reason. It shows them you’re a good person to work with, you’re attentive and you know what you’re doing. Even better, if you’ve got that opening message saved as a template, it’s really quick and easy to get it sent – looking after your leads with minimum effort. Let’s look at what you might write:

Template name: Thanking people for getting in touch

Hi [name]

Thanks for getting in touch. We’d be really happy to help with your project.
It’s usually best if we pop round and take a look. Then you can ask any questions you might have and we’ll be able to put together an accurate quote for you. If you send me your address and let me know when’s convenient, we’ll get a date booked in.

Thanks again, looking forward to hearing from you.

What next?

If you like the sound of our example emails, feel free to copy them – it’s what they’re there for. You can use them as they are or make a few changes so they fit your business better. 

A simple Word file that you can keep copying and pasting works well, but to make things even easier we’ve also saved them in Settings > Email templates within YourTradebase, along with loads of other handy email templates and all the tools you need to write your own. 

Take a look, we’d love to hear how you get on.

By Dean Taylor

Back in 2010, Dean's building business was growing. He was doing great work, making people happy and enjoying being his own boss – but he was worn out. Not by the graft, but by the piles of paperwork taking up every evening. So, he got together with his cousin Adam, a web developer, and came up with a simple way to solve the problem – and help a whole load of other tradespeople too. They called it YourTradebase. Try it for yourself with a free 14 day trial. No strings. No credit card needed.

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