Why every business need a branded email template

6 min readSep 17, 2022

Emails have become a staple of the business world. Companies use emails to gather and nurture leads, communicate with customers and clients, and relay important information to coworkers. While some marketing agencies leave employees to their own devices when crafting emails, others have adopted email templates. Email templates have helped agencies and marketers become more efficient, make fewer mistakes, and improve lines of communication. Templates even reduce stress and improve customer satisfaction. If you want to grow your agency, consider using email templates.

Saves Time

Professionals spend an average of 28 percent of the workday reading and responding to emails. That breaks down to 2.6 hours each day. Email templates shorten the time it takes to send emails, thus saving valuable time. With an outline in place, employees don’t have to enter images and HTML coding. Templates save employees hours each week. That, in turn, increases productivity.

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Streamlines Document Management

Email templates also make document management easier and more efficient. Businesses typically store many documents that employees retrieve as needed. When companies utilize email templates, all the outlines can be kept in a single location. Then employees can select the appropriate one for their tasks, making the process much more efficient. For instance, if a member of the sales team wants to nurture a lead, he or she can go to the file and select the appropriate template. Then someone else can choose the right outline for meeting reminders and so on.

Improves Email Response Rates

Fast communication is critical in the business world. When a current or potential customer sends an email, he or she expects a quick response. If your employees leave customers or prospects waiting, they might look elsewhere. Fortunately, email templates can shorten wait times between receiving and responding to emails.

Without templates, employees may put off responding to questions. Their inboxes are full, but they have lots of work to do, and they don’t want to spend time composing an email. With a template, employees can quickly load the email and add a personalized response. If you want your employees to respond to emails the same day they receive them, templates are a must.

Reduces Employee Stress

In 2015, employees sent and received an average of 122 emails each day. However, a survey discovered that most employees could only handle 50 emails a day. Anything over 50 causes them to fall behind and become stressed. Email templates simplify inbox management. Employees don’t have to spend as much time laboring over what to say in each email so that they can fire off more messages without the added stress. Employees who can keep up are also more likely to be happy and productive.

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Ensures Brand Consistency

If employees are tasked with creating emails from scratch, you cannot expect to maintain brand consistency. Employees will cut corners to save time, meaning they might leave out a logo or forget to add the right color scheme to the emails. Also, they might forget to use the right tone when conveying messages in email. These mistakes will make your brand look inconsistent and unprofessional.

Failing to maintain brand consistency could cause your company to lose money. Maintaining brand consistency across all channels can increase your revenue by as much as 23 percent. When you create email templates that represent your brand, you will know that each message sent will be consistent. Different employees can message the same customers or contacts, and brand messaging will remain consistent.

Simplifies Personalization

Personalization is critical to email campaigns. Unfortunately, many companies miss the mark. Employees either don’t understand customization or don’t have the time to use it.

Fortunately, email templates address and fix this problem. Design teams can create personalized email templates for different segments. Employees then need to grab the template out of the folder to begin the personalization process. This provides much better results than sending impersonal emails, and it’s much faster than having employees do it themselves.

Reduces Human Error

Human error is always a concern for companies. If employees send emails with grammatical or spelling errors, it reflects poorly on the company. Customers might look at the company as less credible and reliable. Also, customers will assume your business doesn’t pay attention to detail, and the readers might even interpret or misunderstand the message. This can cost your company money and customers.

Email templates reduce the likelihood of human error. Employees will only input a small amount of information, lowering the chance they’ll make mistakes. This is critical if you want to put your best foot forward with every email message your company sends.

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Improves Customer Satisfaction

It’s critical that your customers are satisfied during every step of their journey. Email templates improve customer satisfaction by ensuring that information is presented in a uniform and professional way. You have control over the primary messaging when you use templates so that each correspondence will be professional. Also, templates contain contact and other relevant information in the same place, making it easier for customers to find what they’re looking for when perusing emails. When you stay on message and keep information organized and easy-to-find, customer satisfaction increases.

Get New Employees up to Speed Faster

Onboarding is one of the most challenging tasks any company faces. New employees have to learn unfamiliar business practices, and they are prone to making mistakes. This can make them feel insecure and nervous. They might even avoid sending emails out of fear of making mistakes.

Email templates make the onboarding process easier for new employees and those tasked to train them. Even the most inexperienced employee feels confident when working with templates. They have a basic understanding of what is expected of them when emailing clients. They need to add a few details and hit send.

Minimizes Disruption

Without email templates, agencies have to ensure that all employees understand formatting. If everyone isn’t up to speed, more experienced team members will be forced to step in and help.

What happens if the employees who are in the know take sick days or go on vacation? Emails will look sloppy and poorly formatted so that they will be ignored. This option is not ideal for companies.

Email templates ensure that companies can run on all cylinders, even if senior employees aren’t in the office. Everyone in the office can use templates easily, so your best employees can spend time away from the office without worrying.

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Adopting Email Templates

Email templates are easy for businesses of all sizes to adopt. Companies begin by creating outlines for different needs. Then the templates can be stored on the cloud. This gives users in all locations access to the outlines. People can even access the templates when they are out of the office or on vacation.