Disclaimer: I may earn a small commission when you use my coupon code/link to any products or services from this website. I care about integrity, so you should know I only offer affiliate links for resources/programs I’ve personally used and loved in my business and my clients’ businesses. Please only buy what you need, but rest assured knowing your support helps keep this content flowing!
Let’s be real—writing the same email 10 different times a week is not the best use of your time. That’s where canned emails come in. Done right, they keep your messaging on-brand, your clients informed, and your brain free from decision fatigue.
This isn’t about sounding like a robot. It’s about building a system that scales your communication without losing your personal touch.
In this post, we will walk through how to create the perfect “canned email sandwich” that works for any CRM setup, enhances your client experience, and ensures no important details are forgotten.
Why Canned Emails?
Canned emails (a.k.a. email templates) aren’t just time-savers—they’re a game-changing part of your client experience.
When paired with tools like HoneyBook, Dubsado, and Aisle Planner, you can automate communication that still feels thoughtful and professional.
Use canned emails for:
- Proposals + automated invoices
- Appointment confirmations and reminders
- Scheduling or rescheduling links
- Welcome emails + onboarding instructions
- FAQs and general updates
Skip the canned version for:
- Contract negotiations
- Big client wins or milestone updates
- Any moment that needs more of a personal, human touch
The Perfect Canned Email Sandwich
Think of your canned email as a well-crafted sandwich, with each layer serving a specific purpose. A great canned email has three layers:
1. Warm Introduction + Personalization
Start your email with a warm, personalized opening. Even in a pre-written email, make space for client-specific details. For example:
- “Hey [Client Name]! I’m so excited to kick off your [project/event name]. It’s going to be amazing.”
- “Welcome to [Your Business Name]! We’re thrilled to help build your [business systems/processes].”
Templates should be written in your voice, with placeholders to drop in client-specific info easily.
2. The Protein: Core Email Content
The “protein” is the heart of your email—the actionable information or details you’re sharing. This is where the value lives. Your goal: be clear, helpful, and efficient.
Examples of email protein:
- A step-by-step outline of what the client should expect during client onboarding.
- Details about your client portal and how to access it.
- Instructions for completing forms, like lead form setups or surveys.
Keep it skimmable and confident. Let your workflows handle the delivery—you focus on creating a great experience.
3. Clear CTA + Friendly Sign-Off
Wrap up your email with a clear call to action and another layer of personalization. Don’t leave your clients wondering what to do next—guide them!
For example:
- “Next steps: You can review the attached proposal here—let me know if you have questions!”
- “Looking forward to seeing you on [Date/Time]! You can confirm your appointment through the link below.
Pro Tips for Canned Email Success
Use CRM Tools
Don’t store your templates in a Google Doc and call it good. CRMs like HoneyBook, Dubsado, and Aisle Planner let you plug your emails into real workflows that actually send on time.
Test Before You Go Live
Before finalizing, send test emails to yourself or a team member. Click the links. Check the formatting. Make sure the tone aligns with your brand.
Don’t Over-Automate
While canned emails are efficient, overusing them can make your communication feel robotic. If every email sounds copy-pasted, your clients will feel it. Strike the right balance and personalize where it counts.
Customize by Industry
Build canned emails tailored to your niche:
- Wedding Planners: Event timelines, vendor checklists, and day-of logistics.
- Photographers: Shoot preparation guides, delivery timelines, and print package FAQs.
- Consultants: Onboarding processes, project FAQs, and progress check-ins.
Ready to Systemize Your Inbox?
Stop rewriting the same email over and over. Let’s build smart, branded email templates that take the pressure off and keep your client experience polished. Start your CRM setup with Rebel CEO and turn your inbox into a streamlined machine.
