Build your email template library.

Apply everything you've learned to create a personal email template library that you'll use every day!

 

Summarize the knowledge you have learned.

In the previous lesson, we learned about popular email templates . Now, let's build on that foundation. You've learned the basics. Now, let's build something that you will actually use.

This article will guide you in creating your own personal email template library – a collection of proven templates customized for your specific needs.

The concept of a template library

A template library isn't about creating a robotic feel. It's about:

1. Save time on emails you have to rewrite.
2. Ensure consistency in critical communications.
3. Reduce fatigue when making decisions while you are tired or in a hurry.
4. Write down what works before you forget.

 

Think of it as your personal guide to email.

Step 1: Check frequently used emails

Before creating a template, define the templates. Check your Sent folder from the past month.

List your 10 most common email types:

Category	For example	Frequency
The meeting	Schedule, reschedule, decline	Every day
Request	Information, feedback, approval	Every day
Update	Project status, decisions that have been made.	Weekly
Connect	Introduction, reconnection, thank you	Weekly
A difficult situation	Say no, deliver bad news, apologize.	Monthly

The templates should include those for emails you send in bulk.

Step 2: Create core email templates

Create templates for your top 5-7 email types. For each type:

1. Write the template according to the principles you have learned.
2. Mark custom points with [square brackets]
3. Includes variations for common situations.
4. Test the template on actual emails.

 

Example: Meeting request template

Before starting the course:

Chào, mình có thể gặp nhau lúc nào đó không? Mình muốn thảo luận một số vấn đề về dự án. Cho mình biết lúc nào tiện nhé.

After studying:

Chủ đề: [Chủ đề] – [Thời lượng] tuần này? Chào [Tên], Yêu cầu nhanh: Chúng ta có thể dành [15/30 phút] để thảo luận về [chủ đề cụ thể] được không? Tôi muốn [thảo luận/nhận ý kiến ​​của bạn về/thống nhất về]: - [Mục 1] - [Mục 2] Tôi rảnh: - [Lựa chọn 1] - [Lựa chọn 2] - [Lựa chọn 3] Bạn có thể chọn thời gian nào trong số đó không? Cảm ơn, [Tên của bạn]

Step 3: Structure the template library

Organize the templates so you can find them quickly:

TEMPLATE EMAIL ├── Cuộc họp │ ├── Yêu cầu cuộc họp │ ├── Hoãn lại cuộc họp │ └── Từ chối cuộc họp ├── Yêu cầu │ ├── Yêu cầu thông tin │ ├── Yêu cầu phản hồi │ ├── Yêu cầu phê duyệt │ └── Yêu cầu giới thiệu ├── Cập nhật │ ├── Tình trạng dự án │ ├── Quyết định đã được đưa ra │ └── Chia sẻ kết quả ├── Kết nối │ ├── Tiếp cận khách hàng tiềm năng │ ├── Cảm ơn sau cuộc gặp │ └── Kết nối lại ├── Theo dõi │ ├── Nhắc nhở nhanh │ ├── Theo dõi bổ sung giá trị │ └── Theo dõi cuối cùng └── Khó khăn ├── Từ chối ├── Thông báo tin xấu ├── Sửa lỗi └── Xin lỗi

 

Step 4: Summary

Create 5 templates from scratch, applying everything you've learned.

Template 1: Most Common Requests

Think about a requirement you frequently make. Create a template that meets the following criteria:

1. The title is clear and specific.
2. Begin with context (1 sentence)
3. State your requirements (briefly).
4. Provide the necessary context (2-3 sentences)
5. Easy to respond
6. Conclude with a clear closing statement.

Template 2: Weekly Update

If you're sending status update emails, build an email template that meets the following criteria:

1. It has a consistent headline format.
2. Use formatting that is easy to skim (bullets, subheadings).
3. Includes: Progress, obstacles, needs
4. Suitable for the target recipient

Template 3: Follow-up Email

Create a follow-up email template that meets the following criteria:

1. It doesn't create a feeling of pressure.
2. To provide value or make it easy for the recipient to respond.
3. Suitable for your most common tracking scenarios.

Template 4: Email connection

Whether you're reaching new customers or reconnecting, build an email template that meets the following criteria:

1. It has an attractive headline.
2. Quickly demonstrate relevance
3. Provide specific and easily understandable instructions.
4. Respect their time.

Template 5: Conversation for Awkward Situations

Choose a challenging email type that you frequently encounter. Build a template:

1. Direct yet empathetic
2. Don't hide the difficulties.
3. Suggest solutions

Step 5: Storage and Access

Place the templates where you can access them quickly:

Options :

1. Text files – Simple, searchable, easy to carry.
2. Note-taking apps (Note, Evernote, Apple Notes) – Organized, easy to access.
3. Gmail Template – Built-in in the editor window
4. Text expander (TextExpander, Raycast) – Type the shortcut, and the template will appear.
5. Saved drafts – Keep unsubmitted drafts as templates

 

Professional tip :

Use consistent naming conventions: [category] - [specific purpose] - meeting - 30-minute request - follow-up - no response - decline - meeting invitation

Effective email formulas

All effective emails follow this template:

CHỦ ĐỀ: [Chủ đề] – [Bạn cần gì/Tại sao họ nên quan tâm] [MỞ ĐẦU]: Một câu giới thiệu ngắn gọn [HỎI]: Bạn cần gì từ họ (cụ thể, có thể thực hiện được) [BỐI CẢNH]: Thông tin cơ bản vừa đủ (2-4 câu hoặc gạch đầu dòng) [KẾT THÚC]: Bước tiếp theo rõ ràng hoặc thời hạn

Quick guide: Before pressing the Submit button, please check the following:

1. Is the email subject line specific and does it highlight the issue?
2. Does the requirement appear in the first three sentences?
3. Is the formatting easy to skim (short paragraphs, bullet points)?
4. Does the tone of voice match the relationship and the content?
5. Is the content easy to respond to (specific questions, providing options)?
6. Are there clear requirements for each email?
7. Read aloud – does the email sound like your writing style?

Next step

Your email writing skills are now significantly better than average. Keep improving!

1. Track what works – Note which emails receive a quick response.
2. Refine your email template – Update based on actual results.
3. Share with your team – Email templates can become a shared asset.
4. Keep learning – Email rules are constantly changing; stay updated.

Send some emails that actually get a response.

Key points to remember

1. Review the key concepts from the lesson and identify how to apply them to your work.
2. Practice the techniques mentioned.
3. Remember that mastery comes from applying these ideas, not just reading about them.

1. Question 1:

   What should you do when delivering bad news via email?

   1. A. Hiding bad news at the end after providing plenty of positive information.
   2. B. Using technical jargon to mitigate the impact.
   3. C. Be upfront from the start, then show empathy and outline the next steps.
   4. D. Send the letter late on Friday so they have time to rest over the weekend.

   EXPLAIN:

   Bad news should be delivered early and clearly. Concealing bad news creates a sense of manipulation. Combine honesty with empathy and a clear roadmap.

2. Question 2:

   What makes a follow-up email seem pushy instead of professional?

   1. A. Timing of email sending
   2. B. Excessive frequency, causing feelings of guilt, or negative/aggressive expression.
   3. C. Even the slightest attempt at contacting them again is considered coercive.
   4. D. Length of the follow-up email

   EXPLAIN:

   Reaching out again is normal and expected. What makes it feel forced is the way it's done—too often, guilt-inducing language, or negative, aggressive phrases like 'as in my previous email'.

3. Question 3:

   What does BLUF mean and why is it important?

   1. A. Better Layout Under Formatting - makes emails look better.
   2. B. Bottom Line Up Front - Put your main point and requirements at the front.
   3. C. Brief List Using Facts - always use bullet points.
   4. D. Basic Language Unless Formal - Avoid jargon/technical terms.

   EXPLAIN:

   BLUF (Bottom Line Up Front) means starting with your conclusion and request. Busy readers will get the main information right away.

4. Question 4:

   What is the FIRST thing a recipient decides when they glance at your email?

   1. A. Should I forward that email?
   2. B. Is it worth reading, or can it be skipped?
   3. C. Should it be permanently deleted?
   4. D. Which folder should I save that email in?

   EXPLAIN:

   Within 3 seconds, the recipient will scan the subject line and the first few lines to decide: Read now, read later, or skip. The email structure helps them make this decision.

Submit your work

 

Training results

You have completed 0 questions.

-- / --

Review the lesson