Email Templates - Pro+

What are best practices when creating Email Templates?

Learn some best practices and tips for effectively using Email Templates.

If you're like many galleries, you need to do a lot of individual follow ups with clients or leads to keep your sales process moving and prevent a potential Opportunity from going cold.

Email Templates are designed to make these follow-ups more efficient, so you have time for more proactive sales work.

The best part about Email Templates is that you can take your time creating a well-written email that comes across as clear and thoughtful to your clients... rather than a quick message you wrote on the fly. Your interactions will feel more professional because they weren’t written in a dash and yet, it will only take you seconds to personalize and hit send!

There are many situations in which you may want to use Email Templates:

  • Responses to online inquiries
  • Price requests
  • Invoices that need to be paid
  • Payment plans
  • Following up with someone who stopped by the gallery
  • Shipping updates

Best Practice 1: Keep Email Templates clear, but not too specific

You'll be using Email Templates for many of your follow-ups, so a general best practice is not to get too specific in the template itself. If your template is too specific, you'll end up having to change it a lot for each individual follow-up, which defeats the purpose.

Best Practice 2: Add a personal touch to your message

The goal of an Email Template is to save you time so you don't have to type the same information over and over again, or copy and paste it from another document.

But that doesn't mean you don't want to add a personal touch to your message! Once you've inserted the template, add a personal note - for example, if someone stopped by the gallery, be sure to include something you discussed or remember from the conversation.

Best Practice 3: Use placeholders for unique information

There are many cases in which you need to include a unique piece of information for each message. Be sure to use placeholders so you remember to fill that information in before sending your message.

You can use placeholders to remember to include people's names, shipping dates, tracking links, and many other things.

We recommend typing your placeholders in all caps so they stand out once you've inserted the Email into your message:

Placeholders in Email Templates

Note: at this time, ArtCloud does not automatically populate information from Contact records, like first or last names; merge tag capability is not currently supported.

Best Practice 4: Clearly label your Email Templates

Staying organized is essential to running an efficient gallery! Be sure to clearly label your Email Templates (using the Name field) so that you and your team can easily tell which template is which. Otherwise, you'll waste time adding in the wrong template and trying to guess which one is which.

Suggested Reading:

- Where to find your email activity in ArtCloud

- How do I create Email Templates?

- How do I insert an Email Template into a new message?

- Send Artwork to interested Contacts with the New Arrivals tab