10 Reasons Why You Should Be Using Email Templates

Have you ever run an email marketing campaign and feel like it is taking so much time to create emails? Don’t you feel exhausted by writing the same email again and again, or even copying and pasting the content on new ones? Maybe This is the time you need to learn how to create email templates? 

Emails have become a crucial part of the business world. Businesses use emails to generate and nurture leads, interact with customers and clients, and communicate important information to coworkers. Many marketing companies leave employees to their own devices when crafting emails, while others have embraced the use of email templates. 

Templates provide many benefits from reducing stress to improving customer satisfaction. If you want to boost up your email marketing game, consider using email templates. Email templates are one of the biggest time-savers in email management. With just a few clicks, you can have a fully composed email in your compose window – ready to go.

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In this article, we will discuss what email templates are? Why should you use it? How to create email templates easily? And also some tips for creating email templates. Let’s get started!

What Are Email Templates?


Email templates are HTML files that you use to create email campaigns. A good template will allow you to copy and paste content directly into the file and execute well on desktop, mobile, and across various email service providers. You can use the same template many times for campaigns with different content.

Why Should You Be Using Email Templates?


Instead of rewriting an entire email from scratch for every send, you can simply add copy, images, and links to an existing template before testing and sending it to your subscribers. Templates are one of the key tools used by successful email marketing teams to stay agile and scale their marketing efforts.

Using Email Templates Save Time:

Email templates reduce the required time to send emails, thus saving valuable time. With an outline in place, employees don’t have to enter images and HTML coding. Professionals spend an average of 28% of office hours reading and responding to emails. That breaks down to 2.6 hours each day. Templates save employees hours each week. That, in turn, increases productivity. 

Streamlining The Document Management:

Email templates make managing documents efficient and more convenient. Businesses store many documents and get back to them when required. If you use email templates, you can store all the outlines in a single location. It will be easier for employees to select the appropriate one for their tasks, making the process much more efficient. 

Enhanced Email Response Rates:

Fast communication is critical in the business world. When a current or potential customer sends an email, people expect a quick response. If you are making your prospects wait longer, there is a high possibility that they might look elsewhere. Fortunately, email templates can reduce wait times between receiving and responding to emails.

Reduces Employee Stress:

In 2015, employees sent and received an average of 122 emails each day. However, a survey discovered that most employees could only handle 50 emails a day. Anything over 50 causes stress. Email templates simplify the flow of inbox management. Employees don’t have to spend too much time writing each email and send more emails without stress. It improves the efficiency and productivity of employees.

Ensures Brand Consistency:

If employees are tasked with creating emails from scratch, you cannot expect to maintain brand consistency. Employees will use shortcuts to save time and not add a logo or forget to add the theme color to the emails. There are also chances of conveying the wrong email to the wrong recipient. And all these mistakes will make your brand look inconsistent and unprofessional.

If you don’t maintain brand consistency, it could cause your company to lose money. Maintaining brand consistency across all channels can increase your revenue by as much as 23%. When you create email templates representing your brand, there are fewer chances of these mistakes occurring. It will be easier for all your employees to message the same customers or contacts, and brand messaging will remain consistent.

Simplifies Personalization:

Personalization plays a vital role in email campaigns. Unfortunately, many companies tend to ignore it. Luckily, this problem can be fixed by using email templates. You can ask design teams to create personalized email templates for different segments. It will be easier for the employees to pick out of the folder to begin the personalization process. It will fast forward the process and provide better results.

Reduces Human Error:

Human error is always a concern for every industry. If employees are sending emails with grammatical or spelling errors, it can harm the companies reputation. The company can be perceived as less credible and reliable. Email templates reduce the chances of human error. Employees put input a small amount of information, lessening the chance they’ll make errors. 

Improves Customer Satisfaction:

Customer satisfaction is the most vital part of any business. Email templates ensure that information is delivered in a uniform and professional way while improving customer satisfaction. Also, relevant contact information is stored in the same place, which makes it easier for customers to find what they are looking for. 

Get New Employees up to Speed Faster:

Email templates make the onboarding process easier for new employees and those tasked to train them. Working with templates is easier even if an employee has less experience. They have a basic understanding of what is expected of them when emailing clients. They just need to make some changes here and there then click send.

Minimizes Disruption:

Using email templates is easier for everyone in the office, so it is the most efficient and tension-free way for everyone. Email templates ensure streamlined workflow in your company, even if superior employees are not available for assistance. 

How To Create Email Templates?


You can easily create email templates with the help of Gmail, which takes just a few minutes. The only step that you have to spend more time on is typing the email template — if you haven’t written it already.

First, you need to enable the templates on Gmail settings. You can simply follow these steps:

  1. Click on Settings, it is situated in the top right corner of your screen.
  2. Then click the button See all settings.
  3. Select the tab Advanced.
  4. In the section Templates, click on the Enable button.
  5. Lastly, in the menu, click on Save Changes at the bottom.

It will redirect you to your inbox so that you can start creating templates:

  1. Click on the Compose button. It will open a New Message window.
  2. Begin writing your email template, then click on the three dots on the bottom-right corner of the compose window.
  3. Hover the option Template and next on Save draft as a template.
  4. Click on the Save as new template option.
  5. Enter the name of the new template, then hit the save button.

Don’t forget to delete your email signature from the template. Otherwise, it will be added twice when you use the template. You can access the templates by clicking on three dots in your draft, and selecting Templates, and choosing the correct one.

Tips For Creating Email Templates:


Minimal Word Use:

Your emails should be crisp and precise to gain a customer’s attention. Excessive use of content emails can be a drag and easily find their way to the delete folder. Your customers want concise email copy, so make sure not to use too much text in your template. Before creating a copy for the email template, keep in mind these three things – Who is your audience? What is the purpose of the email? What is your CTA?

Avoid Overusing Images:

Try to avoid overusing designs and pictures to create a good responsive email template. Your email templates should be simple and minimalistic. Too much of anything is never good, especially when it comes to the design. According to Dieter Rams, a very influential product designer, a good design is an as little design as possible so the message stands outYou can use MailGaze to find out what your competitors are using in their email marketing campaigns.

Curate A Simulating Call-To-Action:

Make sure your call-to-action (CTA) is not covered or minimized by the design of your email template. CTA is the main point of your email, it should compel anyone who reads to click on it and takes actions like sign up, follow, register, or buy now. If that is not clear then the point of the email is lost. Identify the CTA zones in your design so that your customers can easily spot them. 

CTA buttons should be easily reachable and large enough to click. The best CTA zones are the left side of the screen or the sidebar, especially for mobile phone users where the CTA button should be within the thumb’s reach.

Use Email Marketing Tools:

Before creating email templates, knowing what your competitors are up to is also important for your email marketing campaigns. You can use MailGaze to amp up your email marketing game. With the help of MailGaze, you can spy on the email campaigns of your competitors‎. You can uncover and access the emails of your competitors and see how they utilize emails.


Key Features:

Various Search Options:

Search emails by Keywords, Domain, Advertiser, Text In Image, Object In Image, Celebrity In Image, Brand Logo In Image.

Locate Emails Quickly

Locate emails quickly with options like:

  • Email Received Between
  • Email Captured Between
Filter Emails like a pro:
  • Filter Emails By Age
  • Filter Emails By Gender
Lander Properties:

Get in-depth insights about your competitor’s Emails, winning strategies, what eCommerce platform and tracking tool they are using to be successful.

Extensive Analytics:

Get a detailed view of the performance metrics such as daily social engagement and weekly keyword trends, along with the reach of every ad across genders, various age groups, and countries.

Also Read:

Best Email Marketing Statistics everyone should know
Everything You Need To Know About Email Campaign And Drip Campaign | 05 Best Examples
How To Create Successful Email Newsletters | 09 Steps To Boost Your Email Marketing Game

Wrapping Words:

Ultimately it will be boiled down to your decision, if you want to start using email templates then first determine your goal. Are you promoting a sale or an event? Or are you trying to increase engagement? Let your goal drive the type of email template and content you deliver. It does not matter what type of template you choose, email templates will still boost up the process. And combine with the best email spying tool Mailgaze, you can create the most successful email marketing campaign strategy. Try one out and see what it can do for you!


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