Gmail Templates

Gmail Templates: Supercharge Your Email

Join us as we dive into the world of email templates in Gmail, uncovering step-by-step instructions, best practices, and insider tips to help you create compelling and impactful templates.


May 29, 2023

8 mins read

Are you tired of typing out the same emails over and over again? Seeking a way to enhance your productivity and streamline your communication process?

Imagine effortlessly composing personalized emails, saving valuable time, and ensuring consistency in your messaging. Whether you’re a busy professional, a diligent customer support representative, or a savvy entrepreneur, creating email templates can be a game-changer.

In this article, we present a comprehensive guide that will revolutionize the way you handle emails in Gmail through the power of creating email templates yourself. Join us as we dive into the world of email templates in Gmail, uncovering step-by-step instructions, best practices, and insider tips to help you create effective and impactful templates.

Are you ready to revolutionize your email game? Let’s dive in!

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What are Gmail Templates?

Gmail templates, also known as canned responses, are preformatted email messages that you can use to streamline your email responses and communications. They are pre-written emails that can be saved and used as templates for repeatedly sending the same or similar emails.

Gmail templates are particularly useful for emails that have standard, recurring content. For example, if you often send out a weekly status update to your team, and you create gmail templates with the necessary headers, structure, and closing you could save significant time.

Benefits of Using Gmail Templates

There are several benefits of using Gmail email templates:

1. Time-Saving: The primary benefit of using Gmail templates is the time saved. Instead of typing out the same information over and over, you can insert a template with just a few clicks.

2. Consistency: Templates ensure that your emails maintain a consistent tone, format, and style, which enhances your professional image.

3. Reduces Errors: Using a template minimizes the chance of leaving out crucial information or making typing errors.

4. Streamlines Team Communication: If you part of a team, using shared templates ensures that everyone communicates with the same language and style, presenting a unified front to clients or customers.

5. Personalization: Even though the template may be the same, Gmail allows you to add personalized touches to each email you send, ensuring each recipient feels valued.

When used effectively, email templates in Gmail can be a significant productivity booster and help ensure your communications are clear, professional, and consistent. Now let’s talk about how to create an email template in Gmail!

Creating an Email Template in Gmail

Here’s a step-by-step process to create an email template in Gmail:

Step 1: Open Gmail in your web browser and sign in to your Gmail account using your credentials.

Step 2: Once logged in, click on the gear icon in the top-right corner of the Gmail interface. This will open the Settings menu.

Step 3: In the Settings menu, navigate to the “See all settings” option and click on it. This will take you to the Gmail settings page.

Step 4: You’ll see various tabs pop up at the top of the settings page. Click on the “Advanced” tab to access advanced Gmail settings.

Step 5: Scroll down until you find the “Templates” section. Here, you’ll find the option to enable the email templates feature. Click on the checkbox following “Enable” to activate the templates feature in your Gmail account.

Step 6: After enabling the templates feature, click the “Save Changes” button at the bottom of the page to apply the changes to your Gmail account.

Step 7: Now that the email templates feature is enabled, you can create your first email template. To do this, compose a new email and click the “Compose” button in Gmail.

Step 8: In the compose window, write the content of your email template. You can include text, formatting, images, links, and any other elements you want to have in your template. To personalize your template, you can use placeholders or variables, such as recipient names, that will be replaced with actual data when you use the template.

Step 9: Once you’ve composed your template, click on the three-dot drop down menu icon in the bottom-right corner of the compose window. From the dropdown menu, select “Templates” and then choose “Save draft as template” to save your email as a template.

Step 10: A submenu will appear, allowing you to save the template as a new template or overwrite desired template with an existing one. Choose “Save as new template” to create a new template. Provide a descriptive name for your template to identify it later quickly.

To use the template in the future:

  1. Start composing a new email in Gmail.
  2. When you’re ready to insert the template, click on the three-dot menu icon in the bottom-right corner of the compose window and select “Templates.”
  3. Choose the template you want to use from the “Saved Templates” list.

Creating a Shared Email Template in Gmail

To create a shared email template in Gmail:

  1. Compose the email template and save it as a draft.
  2. Enable the Templates feature in Gmail settings.
  3. Open the draft and save it as a new template, giving it a descriptive name.
  4. To share the template, open a new compose window and select “Templates” from the three-dot menu.
  5. Choose “Manage templates” and save the template as a draft to make it accessible to others.
  6. Grant others access to your Gmail account or use delegation/shared mailbox features for them to use the shared template.

Overwriting a Gmail Template

When using email templates in Gmail, you may need to change or update an existing template. Overwriting a Gmail template is a simple process. Here’s a short guide to help you:

  1. Open Gmail and click “Compose” to start a new email.
  2. In the compose window, click the three-dot menu icon and choose “Templates” > “Manage templates.”
  3. Find the template you want to overwrite and click its name.
  4. Make desired changes to the content, placeholders, or formatting.
  5. Click the three-dot menu icon, select “Templates,” and choose “Save draft as a template.” Overwrite the existing template.
  6. Gmail will prompt you to confirm. Click “Overwrite” to save the updated template.

Deleting a Gmail Template

Don’t you need a specific Gmail template anymore? Here’s how you can delete it!

  1. Open Gmail and click the “Compose” button to start a new email.
  2. In the compose window, click the three-dot menu icon in the bottom-right corner. Select “Templates” and then choose “Manage templates.”
  3. In the “Manage Templates” window, find the template you want to delete and click on its name.
  4. Once the template opens in a new compose window, click the three-dot menu icon in the bottom-right corner. Select “Templates” and then choose “Delete template.”
  5. Gmail will prompt you to confirm the deletion. Click “Delete” to remove the template permanently.

5 Best Practices to Create Effective Gmail Templates

Want to create effective Gmail email templates? Here are the five best practices to follow:

Keep it concise and clear

Break down your content into easily digestible chunks. Avoid long, convoluted sentences that may confuse the reader. Instead, aim for clarity and simplicity.

Identify the core purpose of your email template. Make sure that your content revolves around that main message without unnecessary distractions.

For example, if you’re creating a template for a meeting reminder, keep the message concise, stating the date, time, and location of the meeting, along with any necessary instructions.

Personalize where needed

Gmail allows you to insert placeholders like recipient names or company names into your template using the “Canned Responses” feature. Use these placeholders strategically to personalize your message.

Begin the email with a personalized greeting, such as “Dear [Recipient’s Name],” or “Hi [Recipient’s Name].” This small touch creates a more personalized connection.

For example, instead of sending a generic promotional email, create a template that inserts the recipient’s name and past purchase history, providing tailored recommendations based on their preferences.

Use a professional and visually appealing design

Opt for a professional-looking template design with a clear structure. Ensure that your font choices are legible and appropriate for the content.

Add your company logo, colors, or other branding elements to maintain consistency and reinforce your brand identity.

For example, design an email template for customer support with your company’s logo, a consistent color scheme, and a well-organized structure with sections for the message, contact information, and relevant links.

Test and optimize

Send test emails using your template to various devices and email clients to ensure it displays correctly. Check for any formatting issues or inconsistencies that may arise.

Gather feedback from recipients or colleagues and analyze email metrics to identify areas for improvement. Make adjustments to your email templates in gmail, accordingly.

Analyze your email templates’ open rates, click-through rates, and response rates. If a template consistently receives low engagement, consider revising the subject line, content, or call to action to increase effectiveness.

Include a solid call to action (CTA)

Clearly state what action you want the recipient to take and use persuasive language to encourage them. Make the CTA stand out visually.

Whether it’s a link to a website, a form to fill out, or a reply button, guide the recipient on how to proceed.

For example, if you’re sending a template for event registration, ensure that the CTA prominently displays a button or link that directs the recipient to the registration page, along with a persuasive statement like “Register Now!”

Top Gmail Template Examples

Don’t want to create your own email templates in Gmail? Don’t worry. We’ve got you covered! Copy and paste these top Gmail templates and save time throughout the day with automation!

Sales Follow-Up Template

Subject: Following Up on Our Conversation

Hi [Recipient's Name],

I hope this email finds you well. I wanted to follow up 
on our recent conversation regarding 
[specific topic or product discussed]. I wanted to 
provide you with some additional information and answer any 
questions you may have.

[Include details, product specifications, or pricing information 
as discussed.]

Please let me know if you need any further assistance or if 
there's anything else I can provide to help you make an 
informed decision.

Thank you for your time, and I look forward to hearing 
from you soon.

Best regards,

[Your Name]

[Your Company]

[Contact Information]

Job Application Confirmation Template

Subject: Thank You for Your Application

Dear [Applicant's Name],

Thank you for submitting your application for the [Job Position]
at [Your Company]. We appreciate your interest in joining our team.

We have received your application and will review it thoroughly.
We will contact you to schedule an interview if your 
qualifications match our requirements.

In the meantime, feel free to explore our website and learn 
more about our company and our work.

Should you have any questions, please don't hesitate to 
reach out to me directly. Thank you again for your interest 
in our organization.

Best regards,

[Your Name]

[Your Company]

[Contact Information]

Customer Support Response Template

Subject: Resolution to Your Inquiry

Hi [Customer's Name],

Thank you for reaching out to our customer support 
team regarding [specific issue or inquiry]. We apologize 
for any inconvenience this may have caused and 
appreciate your patience.

After careful investigation, we have identified the 
cause of the issue. [Provide a concise explanation of 
the problem and the steps taken to resolve it.]

If you have any further questions or need additional 
assistance, please let us know. We're here to help!

Once again, we apologize for any inconvenience 
this may have caused, and we appreciate your understanding.

Best regards,

[Your Name]

[Your Company]

[Contact Information]

Meeting Reminder Template

Subject: Reminder: [Meeting Name] Tomorrow

Hi [Attendee's Name],

This is a friendly reminder that our [Meeting Name] is 
scheduled for tomorrow at [Meeting Time] in [Meeting Location].

Please come prepared with any necessary materials 
or reports. If you have any questions or need to 
reschedule, please let me know as soon as possible.

We're looking forward to your participation and 
productive discussions during the meeting.

Best regards,

[Your Name]

[Your Company]

[Contact Information]

Networking Introduction Template

Subject: Introduction: [Person A] and [Person B]

Hi [Recipient's Name],

I hope this email finds you well. I wanted to introduce 
you to [Person A], who I believe would be a valuable 
connection for you.

[Provide a brief introduction of Person A, 
highlighting their background, expertise, or 

I think that the two of you would benefit from 
connecting and potentially exploring synergies in 
your respective fields.

[Include a call to action for the recipient to 
contact Person A or suggest a meeting.]

Feel free to reach out to [Person A] directly 
at [Email Address] or [Phone Number].

Best regards,

[Your Name]

[Your Company]

[Contact Information]

Using Keeping for Sharing Gmail Templates


Sanjana Sankhyan is a freelance writer who specializes in delivering data-driven blog posts for B2B SaaS brands. She helps businesses attract more audience and sales with her writing. If not writing, you’ll find her helping other freelancers improve their work. Find her on LinkedIn or Twitter.

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