Canned responses are a useful tool in your email arsenal. They are fast and convenient, but if you don’t pay attention, they can easily go stale. These ideas will keep your emails fresh and interesting to your clients.
Benefits of using canned responses include:
- Respond quickly
- Connect with more people in a shorter amount of time
- Avoid silly typos and grammar mistakes
- Get better results by optimizing your message
Keep the email short and sweet
Email is better when it’s shorter. By using canned responses, you don’t have to type out each email. Don’t let this tempt you into saving long emails to use as a template.
Put in effort up front to make sure your saved email is saying exactly what it needs to say and nothing more. Editing your canned response will make it better. It’s a luxury you don’t have if you are writing each of your emails on the fly. Who has time to do a deep edit on every email they type?
For important emails, ask a colleague to help you edit. Do it one time and you’ll be able to send short, effective emails over and over again. Consider using a tool like Hemingway to cut down on run-on sentences and improve readability.
Personalize your canned responses
The problem with canned emails, even if they have great information, is that they often sound canned. You may need to send the same information to hundreds of people, but don’t make them feel like they are part of a crowd.
If you’re sending emails that use generalities, such as Dear Sir/Madam, you’re doing it wrong. There is no excuse for this. You can and should be personalizing your canned responses before you send each email out. This can be as simple as using a first name instead of something generic.
It’s also a great idea to include some other personal details. Reference a recent conversation, follow-up on past emails or send webinar invites in their correct time zone. Little details showing you are focusing on them will change the whole tone of the message.
Try using the new email templates in Batchbook to personalize your canned responses. You can pull in contact details and add personalization with merge fields.
Check for typos and grammar
When you type, you make typos. Even if you read your emails over before sending, some of those typos are going to slip through. Grammar mistakes are even harder to catch.
You can cut down on these mistakes and be more professional with canned responses. Try writing your copy in a tool that will help you catch typos and grammar errors. A word processor or an app like Grammarly will do the trick.
Study the results and improve
Want to get better results from your email? Canned responses have an extra benefit that will help. Since you are sending pretty much the same email to a group of people, you can measure the results.
As an example, imagine that you are sending an email asking for donations. Measure the results by seeing how many people donated after each email. Make tweaks to your canned response and see if you get more donations.
You could even run an A/B test by using 2 different canned responses to see which one performs better.
It’s important to always be looking for ways to improve your communications. Review them often and try small updates until you get the perfect set of emails to use for any occasion.
Want to send emails personalized with contact details and other information? Try Batchbook free for 14 days.