Email Template example

Owned by Alex Morrisson
Last updated: Mar 13, 2023
11 min read

BUZ can have multiple templates. Here are a few ideas for some of the templates you can have.

Email templates can save you time and reduce mistakes.

You can have an automated email sent out when a status is changed or have a list of email templates ready for your Sales reps and Admin staff so they don't have to re-type out an email several times a day.

 

Email Template Basic Design Layout

I find it best to design my email layout by starting with a list of all the sections that an email template can have

Yes, some parts won't be in all the templates, but it's easy to remove an area, so to keep it all uniform, I create a template to work off

These are the headings for my email template

My email table in

  • Email Subject

  • Email Body

  • Confirm/reschedule

  • Things to make us aware of

  • Installer time

  • Balance

  • Payment method types

  • Contact Details

  • Company Profile

  • Social Media

  • Email disclaimer

There are a few other considerations that you can add; for example,

  • when is the template visible in BUZ,

  • Which email address will be shown in the sent from

  • Which customer groups

  • Will a document template be included

 

There is much more that I have left out that might be relevant to your business, but for now, I will concentrate on this; also, my template is a guide; you will need to add your information to this if you want to copy it.

Email Subject

BUZ Blinds - [First Name] your Order [Reference Number] is ready to be installed

Email to:

If you leave this Blank, it will default to the Customer's card

[Contact Email Address], [Billing Email Address] BCC: [Sales Rep Email]

Email from:

[Sales Rep Email]; Sales@buz.com; admin@buz.com; donotreply@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

 

Examples of some of the templates

  • Thank you for choosing BUZ Blinds; we look forward to assisting with adding blinds to your place.

  • [Sales Rep Name] from our [Branch Name] will be attending the appointment that has been scheduled for [Lead Date].

  • This is a courtesy email that we have scheduled an appointment at [Dispatch Address] on [Lead Date].

  • Thank you for placing your Order: [Reference Description]

  • Order [Reference Description] has been processed, and an estimated completion/delivery date has been scheduled for: [Installation Date]

  • Thank you for your Order [Reference Description], which has been processed, and an estimated completion/delivery date has been scheduled for [Installation Date] 

  • Just a quick reminder that we will be coming over tomorrow at  [Installation Date] to install reference number [Reference Number].

  • [First Name], please be advised that your Order [Reference Description] - [Reference Number] has been completed.

  • This Order is now ready to be picked up; alternatively, if you have selected a Delivery Option, please await your next scheduled delivery.

  • Please see your invoice attached to this email.

Confirm/reschedule

Please confirm that this appointment is suitable for you, or if you need to reschedule your booking, reply to support@buzsoftware.com.au

You can also call 02 8317 3548 if that is more convenient for you.

Please give at least 2 Days' notice for changes or cancellations.

Things to make us aware of

We will take every precaution to prevent any injury to loved ones while we are installing products in your home. Still, if you could assist by locking up any pets and make sure that children don't walk into any of our construction areas, then we should remain accident-free.

If possible, leave a space for our van to park in the driveway or in front of the house

Please ensure that the work area is free from furniture and plants so that we don't cause any unnecessary damage.

Next steps

  • The next step will be arranging a check measure with you before confirming your Order.

 

  • Payment of Deposit or Balance

 

  • Confirming a Date for Check Measure or Installation

  • [Outstanding Amount]

  • [Total Amount]

Installer time

  • Our Installers plan on being there between 08:00 - 12:00 pm

  • We have allocated [Installation Time]

We pride ourselves on service, so they may use more than the estimated time to complete a task.

We thank you for your patience and cooperation.

Balance

[Outstanding Amount]

[Total Amount]

Payment method types

Our payment methods are

Instore: by visiting our Showroom

Online

  • Paypal

  • eWay

  • Direct deposit - BSB: 062-678, Ac: 1034 7172, Ref: [Reference Number]

  • Phone: by Visa or Mastercard - please call our Customer Service Team on 02 6691 5100 to arrange.

Contact Details

[Sales Rep Email]

BUZ Blinds

Bennelong Point, Sydney NSW 2000

P: 02 8317 3458

E: support@buzsoftware.com.au

http://www.buzsoftware.com.au

ABN: 67 002 552 338

 

Company Profile

WE ARE PASSIONATE ABOUT BUZ

BUZ was born out of a challenge to develop a product tailored to custom-made products, used the latest development tools and technologies, and took advantage of internet services like Google and AWS. Our cloud-based software gives you accurate time information anywhere on any device worldwide.

200+ UPDATES

Our development team works around the clock with over 200 updates and new features in the last year, continually improving the software for our customers and keeping up with technological advancements.

CUSTOMERS

Since starting in 1983, we have grown from a hand full of businesses in Australia to 60+ companies worldwide. Covering everything a custom-made Product Company needs to manage its retail, wholesale and manufacturing.

 

Feel free to visit our website for more information https://buzsoftware.com.au/#buz

Social Media

Follow us on Social Media

Connect, follow and have a conversation with us.

  • Industry insight

  • News and views

  • Customer service

  • Customer dialogue

  • Tips and tricks

Email disclaimer

The content of this email is confidential and intended for the recipient specified in the message only. It is strictly forbidden to share any part of this message with any third party without a written consent of the sender. If you received this message by mistake, please reply to this message and follow with its deletion so that we can ensure such an error does not occur in the future.

 

 

All of the emails below will contain the Contact Details, Company Profile, Social Media and Email disclaimer, but I will leave this out to save room for the examples.

 

Here are some email template ideas and a few designs that might be helpful

Customer Invitation Email Template

"Customer User Invite" MUST be the name of the template

This is the email that goes to users to invite them to log in and set their password. You do not select a Document Type for this Email Template.

Document Name

Customer User Invite

Email Subject

BUZ Blinds Online Ordering Login Acceptance

Email to:

Leave this blank

Email from:

admin@company.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body Template 1

  • To access the BUZ Blinds Portal for the updated online ordering system, please accept this invitation to allow registration before placing your next order.

    To use this Portal, please click this link: [AcceptInvite]

    We recommend you use the latest version of your browser.  

    Please note that for security reasons, this invitation will expire in 14 days, after which you will need to be sent a new invitation.     

     

Email Body Template 2

Welcome to BUZ On Demand.

To access the online BUZ ordering system please accept this invitation by clicking on the following link: [AcceptInvite] within 14 days.

After that time you will have to contact us for a new invitation.

 

Bookmark/Favourite the following link for future access:

https://login.buzsoftware.com.au/?companyName=BUZ_yourcompanyname

Contact Details

BUZ Blinds

Bennelong Point, Sydney NSW 2000

P: 02 8317 3458

E: support@buzsoftware.com.au

http://www.buzsoftware.com.au

ABN: 67 002 552 338

 

 

Order confirmation

This is the covering email sent to the online order customer when the quote is "Accepted."

"Customer Confirmation" MUST be the name of the template.

Document Name

Customer Confirmation

Email Subject

BUZ Blinds Confirmation of Order: [Reference Number], Job Description: [Reference Description]

Email to:

Leave this blank

Email from:

Sales@company.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

  • Thank you for placing your Order: [Reference Description]

  • Please check your order (measurements etc.) and advise us immediately if you need to make any corrections.

  • Order No.: [Reference Number]

Next steps

If you have any queries, please email sales@buz-blinds.com.au 

Contact Details

BUZ Blinds

Bennelong Point, Sydney NSW 2000

P: 02 8317 3458

E: support@buzsoftware.com.au

http://www.buzsoftware.com.au

ABN: 67 002 552 338

 

Check Order

This is the covering email sent to Wholesale Customers when they request an email of the Quote using Online Ordering.

The email is sent to the user's email address; if the order is not entered by a customer user, then no email is sent.

Document Name

Customer Confirmation

Email Subject

BUZ Blinds Check Order: [Reference Number], Job Description: [Reference Description]

Email to:

Leave this blank

Email from:

Sales@company.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

  • Check Order for Order: [Reference Description]

  • You can check your order (measurements etc.) and make any corrections through the Online Ordering portal.

  • BUZ Blinds Order No.: [Reference Number]
    Please note Prices are Wholesale List Prices and do not include any Freight or GST. 

Discounts that may be applicable are included in the quoted price.
Please check your prices against our Price List and contact us if there is a discrepancy.

Next steps

If you have any queries, please email sales@buz-blinds.com.au 

Contact Details

BUZ Blinds

Bennelong Point, Sydney NSW 2000

P: 02 8317 3458

E: support@buzsoftware.com.au

ABN: 67 002 552 338

 

 

Leads

Welcome to BUZ Blinds

Book a new appointment

Reschedule an appointment

Follow up - previous appointment

Cancel appointment

Sorry we didn't get your business - feedback request

Email Subject

BUZ Blinds - Measure and quote

Email to:

If you leave this blank, it will send to the customer

Email from:

[Sales Rep Email]

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

  • Thank you for choosing BUZ Blinds; we look forward to assisting with adding blinds to your place.

or

  • [Sales Rep Name] from our [Branch Name] will be attending the appointment has been scheduled for [Lead Date].

or

  • This is a courtesy email that we have scheduled an appointment at [Dispatch Address] on [Lead Date].

Confirm/reschedule

Please confirm that this appointment is suitable for you, or if you need to reschedule your booking, reply to support@buzsoftware.com.au

You can also call 02 8317 3548 if that is more convenient for you.

Please give at least 2 Days' notice for changes or cancellations.

Contact Details

[Sales Rep Email]

BUZ Blinds

Bennelong Point, Sydney NSW 2000

P: 02 8317 3458

E: support@buzsoftware.com.au

ABN: 67 002 552 338

 

Quote

Quote Detailed

  • Customer group 1

  • Customer Group 2

    • With Discount Field

  • Length or quote period

    • 7 Day

    • 14 Day

    • 30 Day

    • Quote Sale

 Quote Summary

Quick Quote Template

Quote Proposal

Quote Confirmation

Thank you for your Order

 

Some Wholesale templates may contain -

  • Order Confirmation - When a customer who logs into BUZ places an order

Email Subject

BUZ Blinds - Order [Reference Number] - [Reference Description] Thank you for your business

Email to:

If you leave this blank, it will send to the customer

Email from:

[Sales Rep Email]

Email Body

Thank you for placing an order through our online ordering platform.

If any changes need to be made, please contact the office immediately.

Please see attached the check order form.

Please review this information carefully and advise us as soon as possible if you believe there are any errors.

  • Wholesale template - Follow-up email for Quotes - for online quotes

Email Subject

BUZ Blinds - Order [Reference Number] - [Reference Description] Thank you for your business from BUZ Blinds

Email to:

If you leave this blank, it will send to the customer

Email from:

[Sales Rep Email]

Email Body

We noticed that you had placed a quote in our system recently.

Please note that after X days, your quote will no longer be available, and a new quote will need to be placed if you do not not proceed within the time frame.

Don't miss out on this great deal, If you wish to progress this Order then simply "Accept" the quotation and stock will be immediately reserved and it will be put into production.

Contact Details

[Sales Rep Email]

BUZ Blinds

Bennelong Point, Sydney NSW 2000

P: 02 8317 3458

E: support@buzsoftware.com.au

ABN: 67 002 552 338

 

 

Banking

Credit Note

Credit limit reached

Email Subject

BUZ Blinds - Credit Limit Final Notice - re Order [Reference Number] - [Reference Description]

Email to:

[Billing Email Address]

Email from:

accounts@buz.com

Salutation

Dear [Customer Description], 

Email Body

Please note that your account has been placed on hold as you have reached your credit limit.

We appreciate your business and would like work with you to organise a way to proceed, please contact our staff to further discuss this and find a way to resolve the matter.

Contact Details

[Sales Rep Email]

BUZ Blinds

Bennelong Point, Sydney NSW 2000

P: 02 8317 3458

E: support@buzsoftware.com.au

ABN: 67 002 552 338

 

Pro-forma invoice

Tax invoice

Invoice - Final copy

Email Subject

BUZ Blinds - Invoice - [Reference Number] - [Reference Description]

Email to:

[Billing Email Address]

Email from:

accounts@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

Please find attached a copy of the invoice [Reference Number]. 

This Order was dispatched on BUZ Logistics, please find the following consignment number to track your parcel(s).

Consignment note - [Dispatch Notes]

[Outstanding Amount] is the amount still outstanding.

Other useful Fields

[Billing First Name] [Billing Last Name] [Billing Address]

Statement

Receipt or Payment Received

 

After Quote service

Service call

Checklists

Check measure

Email Subject

BUZ Blinds - Check Measure for Order [Reference Number] - [Reference Description]

Email to:

if you leave this blank it will send to the customer

Email from:

admin@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

Thank you for your Order, this email is to confirm that your appointment for Order [Reference Number] is scheduled for [Installation Time] [Installation Date].

Please allow an hour either side of this appointment time as each job can vary in time.

Confirm/reschedule

Please confirm that this appointment is suitable for you or if you need to reschedule your booking reply to support@buzsoftware.com.au

You can also call 02 8317 3548 if that is more convenient for you.

Please give at least 2 Days notice for changes or cancellations.

Things to make us aware of

We will take every precaution to prevent any injury to loved ones while we are installing products in your home but if you could assist by locking up any pets and make sure that children don't walk in to any of our construction areas then we should remain accident free.

If possible leave a space for our van to park in the driveway or front of house

Please make sure that the work area is free from furniture and plants so that we don't cause any unnecessary damage.

Job Tracking

We recommend that you don't have emails or documents based on Job tracking, as the email recipient will receive an email for each product listed on the Order.

For example, if there are five Rollers and five Curtains, the customer will get ten emails if all ten lines are updated.

This is purposely designed in the scenario that only four out of five rollers have been completed, then four notifications will be sent, and one will still be in production.

Job sheet

Production has started

Email Subject

BUZ Blinds - [First Name] we have started production for Order [Reference Number]

Email to:

if you leave this blank it will send to the customer

Email from:

admin@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

This is a courtesy email to advise you that all the component's are at our factory and we have started production for your Order [Reference Description], .

We will contact you soon for installation/pickup/delivery

Awaiting Stock

Email Subject

BUZ Blinds - Awaiting Stock for Order [Reference Number]

Email to:

if you leave this blank it will send to the customer

Email from:

admin@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

This is a courtesy email to advise you that we are still waiting on some of the component's Once everything has been received we will send you an update

Dispatch

Order is ready for Pick up

Email Subject

BUZ Blinds - [First Name] your Order [Reference Number] is ready for pickup.

Email to:

if you leave this blank it will send to the customer

Email from:

admin@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

This is a courtesy email to advise that the Order [Reference Description], is available for pick up.

Please contact us to advise a suitable time for pickup, so that can have your Order ready

The order is ready to be installed

Email Subject

BUZ Blinds - [First Name] your Order [Reference Number] is ready to be installed

Email to:

if you leave this blank it will send to the customer

Email from:

admin@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

Your installation appointment has been scheduled for [Installation Date].

Confirm/reschedule

Please confirm that this appointment is suitable for you or if you need to reschedule your booking reply to support@buzsoftware.com.au

You can also call 02 8317 3548 if that is more convenient for you.

Please give at least 2 Days notice for changes or cancellations.

Things to make us aware of

We will take every precaution to prevent any injury to loved ones while we are installing products in your home but if you could assist by locking up any pets and make sure that children dont walk in to any of our construction areas then we should remain accident free.

If possible leave a space for our van to park in the driveway or front of house

Please make sure that the work area is free from furniture and plants so that we dont cause any unnecessary damage.

Installer time

  • Our Installers plan on being there between 08:00 - 12:00pm

  • We have allocated [Installation Time]

We pride ourselves on service so they may use more than the estimated time to complete a task.

We thank you for your patience and cooperation.

The order is ready to be sent via courier

Email Subject

BUZ Blinds - Order [Reference Number] - [Reference Description] is complete and booked for delivery

Email to:

if you leave this blank it will send to the customer

Email from:

admin@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

This is a courtesy email to advise that Order [Reference Description], has been packaged and consigned [Dispatch Notes] with COURIER XYZ.

You should expect delivery within the next few days.

Installation type emails

Tentatively booked

Booked Confirmed

Final Confirmation

Delivery Docket

Dispatch Manifest

 

 

Marketing

  • EOFY Sale

  • Christmas/Holiday Sale

  • New Years Sale

  • Australia Day Sale

  • Easter Sale

  • Long weekend Sale

Seasonal Sales

  • Winter

  • Spring

  • Summer

  • Autumn

Email Subject

End of Finanical Year Sale - BUZ Blinds

Email to:

if you leave this blank it will send to the customer

Email from:

Sales@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

This tax time, everything you buy at BUZ Blinds before June 30 could be tax deductable.

 

Product Review

Email Subject

BUZ Blinds - Thank you for your Order; [Reference Number], [Reference Description]

Email to:

if you leave this blank it will send to the customer

Email from:

Sales@buz.com

Salutation

Dear [Contact Name],

or

Hi [First Name],

Email Body

We thank you for choosing us and giving us the opportunity to make your home brighter, or maybe darker if that was the plan.

We hope that you were happy with your product, installation and customer service and we would appreciate if you could share your thoughts and feelings by clicking on the link below and leaving us a review.

True local

Google

Product Review

Choice

Trustpilot

If there was something that we missed or you feel that we could do better please feel free to email support@buzsoftware.com.au and we will take all feedback on board.

We appreciate this very much. 

Product Information

Brochure/s

Presentation

Supply only

  • Installation guides

  • or good-to-know information

Instructions

Customer Care Guide

Product care guide

Warranty