Email Template example
- Alex Morrisson
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 |
|
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 |
|
Installer 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
|
Contact Details | [Sales Rep Email] BUZ Blinds Bennelong Point, Sydney NSW 2000 P: 02 8317 3458 ABN: 67 002 552 338
|
Company Profile | WE ARE PASSIONATE ABOUT BUZBUZ 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+ UPDATESOur 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. CUSTOMERSSince 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 MediaConnect, follow and have a conversation with us.
|
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 |
|
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 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 |
|
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 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 |
Discounts that may be applicable are included in the quoted price. |
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 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 |
or
or
|
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 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 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: | |
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 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 |
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 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