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:

• Save time on emails you have to rewrite.
• Ensure consistency in critical communications.
• Reduce fatigue when making decisions while you are tired or in a hurry.
• 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:

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:

• The title is clear and specific.
• Begin with context (1 sentence)
• State your requirements (briefly).
• Provide the necessary context (2-3 sentences)
• Easy to respond
• 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:

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

Template 3: Follow-up Email

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

• It doesn't create a feeling of pressure.
• To provide value or make it easy for the recipient to respond.
• 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:

• It has an attractive headline.
• Quickly demonstrate relevance
• Provide specific and easily understandable instructions.
• Respect their time.

Template 5: Conversation for Awkward Situations

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

• Direct yet empathetic
• Don't hide the difficulties.
• Suggest solutions

Step 5: Storage and Access

Place the templates where you can access them quickly:

Options :

• Text files – Simple, searchable, easy to carry.
• Note-taking apps (Note, Evernote, Apple Notes) – Organized, easy to access.
• Gmail Template – Built-in in the editor window
• Text expander (TextExpander, Raycast) – Type the shortcut, and the template will appear.
• 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:

• Is the email subject line specific and does it highlight the issue?
• Does the requirement appear in the first three sentences?
• Is the formatting easy to skim (short paragraphs, bullet points)?
• Does the tone of voice match the relationship and the content?
• Is the content easy to respond to (specific questions, providing options)?
• Are there clear requirements for each email?
• 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

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

• Question 1:

  What should you do when delivering bad news via email?

  • A. Hiding bad news at the end after providing plenty of positive information.
  • B. Using technical jargon to mitigate the impact.
  • C. Be upfront from the start, then show empathy and outline the next steps.
  • 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.

• Question 2:

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

  • A. Timing of email sending
  • B. Excessive frequency, causing feelings of guilt, or negative/aggressive expression.
  • C. Even the slightest attempt at contacting them again is considered coercive.
  • 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'.

• Question 3:

  What does BLUF mean and why is it important?

  • A. Better Layout Under Formatting - makes emails look better.
  • B. Bottom Line Up Front - Put your main point and requirements at the front.
  • C. Brief List Using Facts - always use bullet points.
  • 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.

• Question 4:

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

  • A. Should I forward that email?
  • B. Is it worth reading, or can it be skipped?
  • C. Should it be permanently deleted?
  • 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

 

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