As a virtual assistant, one of the biggest time-savers I create for clients is email templates.
Having well-written, reusable emails means:
- Clearer communication
- Less time drafting from scratch
- Consistent tone and professionalism
While every client’s business is different, there are 5 types of email templates I end up using again and again.
1. Friendly Payment Reminder
Chasing payments is uncomfortable for many business owners.
A good template makes it:
- Polite but firm
- Matches the client’s tone
- Clear on due dates and payment methods
This saves hours of back-and-forth and keeps cash flow steady.
2. Training or Event Reminder
For therapists or coaches running online trainings, I use templates to:
- Confirm attendance
- Share Zoom links or resources
- Provide tech instructions or prep tips
These reminders mean fewer missed sessions and less admin stress for my clients.
3. Welcome Email for New Customers or Members
A warm, well-crafted welcome email sets the tone for new customers.
It often includes:
- A personal thank-you
- Clear next steps (logins, schedules, etc.)
- Links to helpful resources
This makes new clients feel supported and reduces confusion right from the start.
4. Post-Event or Follow-Up Email
After a workshop, session, or program, a follow-up email template helps:
- Thank attendees
- Provide replays or resources
- Share next steps or upsell future services
Clients love this because it keeps momentum going and strengthens client relationships.
5. Check-In or Feedback Request
Sometimes, the best admin support is simply checking in.
I draft templates that:
- Ask for feedback
- Open space for questions
- Encourage ongoing communication
This keeps businesses connected to their customers without adding more work to their plate.
Final Thoughts
Templates are quiet time-savers.
They free up my clients to focus on helping people, not writing repetitive emails. And because they’re customised to each client’s voice, they never feel robotic or “copied and pasted.”
If you’re drowning in repetitive emails or struggling to stay consistent with communication, a few strong templates can make a huge difference — and that’s exactly what I help my clients create and manage.
— Izzy
Written in partnership with ChatGPT
0 Comments