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AW Email Template Checklist

The document provides a checklist for email templates that creative business owners can use to automate communications with clients in a branded, personalized way. It lists various types of email templates for different common client communications and interactions. The document emphasizes that while template packs can be purchased, creative professionals need to create their own templates tailored to their business to provide the best client experience.

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aknlk
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21 views

AW Email Template Checklist

The document provides a checklist for email templates that creative business owners can use to automate communications with clients in a branded, personalized way. It lists various types of email templates for different common client communications and interactions. The document emphasizes that while template packs can be purchased, creative professionals need to create their own templates tailored to their business to provide the best client experience.

Uploaded by

aknlk
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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THE

E M A I L TE MP LATE
C H ECK LI ST

C O P Y R I G H T © 2 0 1 8 | A S H LY N W R I T E S | A S H LY N W R I T E S . C O M
Clear, automated messaging
can take a lot off of your plate.
Your work isn’t what separates creatives
in a crowded market. It’s your story.
It’s your brand experience. People get
that from their touch points with you—
many of which you’re automating (go
you!) through tools like templates.

Let’s make sure you do it right.

AN D JUS T WHO A M I ?

If it’s gotta do with words and paper, I’m your girl: I’m Ashlyn, a calligrapher and
copywriter for creatives. Most days, you’ll find me tucked at my desk, scribbling a line,
thriving on the Oxford comma, Hunt 101 nibs, an occasional French 75, and hugs
from my dreamboat husband.

I TEACH CR EATI V ES H OW T O SELL MO RE W I T H


YO UR WO R D S & ST EWA RD YO U R T I ME WE L L .

Simply put, copywriting keeps the lights on, and your ability to focus on ONE thing
at a time is your most important contribution to your business. And this is why I think
it’s really, really important you learn to DIY it well. Let’s do this thing!

C O P Y R I G H T © 2 0 1 8 | A S H LY N W R I T E S | A S H LY N W R I T E S . C O M
WHY E M AIL TE M P L AT E S?
And while building a business hasn’t ever been easier, given the competition and
market noise, it’s never been easier to fail either. Communication with your clients is a
HUGE way to combat that. Your visuals sing, but your copy and messaging converts.
Tells your story. Makes the sell.

Back in my days working in a PR/marketing agency, I drafted email templates for


customer communication for a major international airline. Now? I know that canned
THE EMAIL TEMPLATE CHECKLIST

email template copy can help me conquer your email inbox, get more done in less
time, say no gracefully, and give a top-notch brand experience.

Could you purchase a template pack as a tool? Sure! I sell them, and many of my
friends and clients do, too. However, there comes a point where if we’re all using the
same templates, it’s not going to give our customers and clients a good experience.

You need to be equipped to DIY your own email templates. And that’s why I made
this guide (Oh, and this blog “How I Wrote 36 Email Templates in One Day” may help,
too!)

HOW CAN YO U I N T E N T I ONA L LY U SE


TH IS CH E C KLIST ?
While tackling your inbox feels like progress being made, hitting that elusive inbox
zero only means the ricochet is coming back around. We spend 1/3 of our hours a
week in our inbox, according to writer Jocelyn K. Glei, and field around 122 emails a
day. Templates help you maintain your story, brand voice, and—most importantly—
the important details of each email, so you can tackle your inbox quickly.

Make it a goal to be in your inbox for 1-1.5 hours a day, so you can put your cre-
ativity to work on project-based tasks, which are the revenue-generators for you as a
creative business owners.

Ready? Let’s go!

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E M A I L T E M P L AT E C H E C K L I S T :
□ Basic Pitch Template: Comes in handy for interview requests, guest
blog opportunities, or speaking engagements. Need help writing your bio?
Here’s my “10 Steps to Writing Your Professional Bio” guide to help. Ad-
ditionally, this blog about pitching may be helpful.

□ Systems Login Help: Whether you use HoneyBook, Trello, or any oth-
er kind of tool when working with clients or customers, have a template
ready to help them when they can’t log in.

□ Call or Meeting Reminder

□ Payment Reminder

□ “Just Checking In on What I Sent”: Use this when you need to check
back on a project, and are awaiting the client or customer to give a re-
sponse.

□ “I Made a Mistake”: You’re not perfect, and this is a helpful one to


have on deck.

□ “Great idea! But I don’t provide that service/not in my wheelhouse.”:


Don’t forget here to direct them to where they can get help, like a col-
league or business who does provide that service.

□ Coffee Date Templates: Whether you’re the asker (to a virtual or


in-person coffee date!), or askee, make sure you have these ready. Here’s a
blog & YouTube video I created all about how I respond to this.

□ “Can I pick your brain” Response: What about industry questions you
get a lot, like, for me, PR job search tips for journalism majors or helpful
blogs you can send to those asking about how you learned to do what you

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do? This is similar to the one above, but sometimes, you can just provide
information and resources.

□ Contract Changes (or Cancellation) Request: Be prepared to profes-


sionally, politely respond when a partner, client, or colleague asks to make
contract amendments. What if your client emails you that they’d like to
cancel their contract? This has happened to me, and being able to have a
lawyer-approved email ready to go covered my bootie. Here’s where I get
my contract templates.

□ “Thanks for the texts! I actually prefer to email …”: How will you
gently nudge clients or customers to respect your boundaries? Having a
Welcome Guide will help. Here’s how I make one.

□ When Client Wants to Extend Timeline: What will you do if a client


or customer asks to work with you past the block you had scheduled for
them? Will you charge for that time, or is it part of the package?

□ Client Isn’t the Best Fit for Me: This is great to have when someone
just doesn’t seem like a “boss” you’d like to have as a product or service
provider. :) Stay positive!

□ Already Booked that Date: Will you nudge them to another offering or
an associate, or will you politely decline?

□ Scope Creep: This one is a must. There will always be someone who
will ask for a little bit more work than what was agreed upon. This is a
great way to offer upsells, but just make sure you’re prepared to tell them
the cost if they’d like to add a service.

□ Justification of Pricing: I love this one. I work hard to create authentic


pricing, and like to use this copy whenever a client mentions payment be-
ing an investment. They’re right! It is! I love to explain why I think they’re
worth it, and why I want to come alongside and help tell their story.)

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Then, I have an email for each step of my work processes: copywriting
services, calligraphy services, and my copy coaching clients.

One of the questions I get most often is “how to you balance your men-
tal health and still keep everything moving forward in your business?”
Answer? Workflows! After I’ve created a workflow for every product and
service in the business, I figure out what customer touch points we’ll have
over email, and make those email templates.

Here’s a break down of an example of workflow emails:

□ Initial Inquiry and Intro Packet


□ Next Steps after Consult
□ Proposal and Questionnaire Homework
□ In-depth Meeting Scheduling and Agenda
□ In-depth Meeting Reminder
□ In-depth Meeting Debrief and Next Steps
□ Deliverable Set 1
□ Deliverable Set 2
□ Deliverable Set 3
□ Final Bonus and Check-in
□ Goodbye Packet
□ Testimonial Request

Need more help on workflows so you can write those templates? I talk all
about how to set up a solid 1-on-1 services workflow using a mashup of
HoneyBook and Trello in this blog and YouTube video. I hope that helps
you get started!

It takes discipline and time to set up, but you got this! Don’t forget to re-
view this blog on how I wrote 36 email templates in one day.

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