Operation / Startup Life

Creating Canned Email Responses Utilizing Your FAQ

As a small business owner, you are juggling a million things at once. One of the things that seems to pile up and causes the most stress is, the never-ending emails coming in from current clients/customers or future ones. One of the best things I did for Imperfect Concepts was create canned emails. This has cut down on a lot of stress and emailing back and forth. 

There are a couple of things that should be on your website: your Terms of Service, Privacy Policy, Disclaimer, Contact Information, About Section, and Frequently Asked Questions. More and more small business owners are lacking these key essentials. That’s another blog post for another time. If you have a FAQ section, then you have pre-made canned emails that you can send out immediately when as they come in. To be honest, most people over look the FAQ section and go immediately to contacting someone. Utilizing your FAQ to fuel your canned emails is perfect.

Here are is an example of what we use for my business. Please note: WE ALWAYS greet people when emailing them back. I think it’s beyond rude when people just go into their problems, wants, or needs in an email without addressing you. It’s very different if it’s a thread that’s going back and forth. First, thing you should do in an email is to always greet whomever.

Partnership Collaboration

Hello (insert name),

How are you doing? Hope you’re having a wonderful day. Thanks so much for inviting me to collaborate with you on your project!

I appreciate the consideration, but at this time, I’m not interested in working together on {insert project name}. Thank you for taking an interest in a partnership collaboration with me, maybe in the future we can collaborate on something!

Learn how to take your most emailed questions and turn them into canned responses that save your business time. | Imperfect Concepts #SmallBusiness #CannedEmails

Error At Checkout

Hello (insert name),

How are you doing? Hope you’re having a delightful day.

We do apologize for any inconveniences you’re experiencing. Can you please provide more information on what the issue is? Are you able to add the items to the cart? Or does it involve a specific aspect during the checkout process?

Inquiring About Service

Hello (insert name),

How are you doing? Hope all is well and you’re having a lovely day. Thank you for inquiring about one on one consultations with Tasha! Please fill out this questionnaire located on our site.

This will provide us with information to determine if we can assist your business.

Please be sure to answer ALL OF THE QUESTIONS in the questionnaire.
Once again, thank you for reaching out, in reference to, one on one consultations with Tasha.

All of our canned emails are very straight forward. Take your most popular questions that are emailed and see if you answered them on your frequently asked question page. If you have not, make sure you do that as soon as possible. Next, formulate canned emails with these responses.
You should create canned emails for processing, shipping, and return policies. This is really important for product based business. The same thing goes for service based businesses when it comes to canned emails. We even have an email that is created when people reach out to interview me for press.

Photo by Brett Jordan on Unsplash

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Imperfect Concepts is the premier destination for the creative women business owners looking for how to guides, tips, motivation & inspiration.

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