Editor's Note: Updated for 2023!
If you’re a busy administrative assistant looking for ways to save time and boost your productivity, email templates are a useful tool to have in your arsenal. One of your administrative tasks may be managing the email inbox of your boss and correspondence on his or her behalf, and this task can often take up the majority of an EA’s day, leaving little room for other items and draining your productivity.
Not only do email templates save time, but they also reduce the mundane task of writing the same email repeatedly. An email template is prewritten, so you can quickly fill in the information for whoever you’re sending the email to, make any necessary tweaks, and hit Send. With templates, efficiency and productivity are at your fingertips!
If your tasks include scheduling calls for your boss with a prospect, vendor, partner, or anyone else, here’s a great template you can use to set something up with the coordinating assistant:
Hello [Assistant name],
My name is [Your name here] and I am the executive assistant of [Your Boss’s Name here] from [Company name here]. I am reaching out to set up a 30-minute phone call to discuss [Subject matter here] with [Call recipient name here].
I’ve included a few date and time options that work for [Executive name]:
1. [Date and time here] Format should read like: Monday, 8/2 at 9 am PT.
2. [Date and time option 2 here]
3. [Date and time option 3 here]
Please let me know if any of these options work for [Call recipient name]. If not, we’re happy to free up some time in [Executive name]’s calendar elsewhere. Once you confirm a date and time, I’ll send a calendar invite over.
How many meeting confirmation emails do you send in a week? If the executive you work for is busy, travels often, and is social, it’s probably a lot! This template creates a simple way for you to simply update dates and times, add a few names, and voila! Meeting confirmed:
Good afternoon [Participant name],
I am reaching out to confirm your meeting with [Executive name] on [Date here] at [time here]. [Executive Name] plans to meet you at [Location Name].
Please let me know if this date, time, and location still work for you. If not, I’m happy to reschedule for a better time.
EAs often send emails to a department on the executive’s behalf, and this template should get you started. The context here is circumstantial and will depend widely on what type of update this is, but here’s a starting point:
Hello [Department name],
What a busy [Time period here] it has been for us at [Organization name]. I appreciate all the hard work this team has been putting in, particularly on [Event/ Product/ Sales goal, etc.]. I know it hasn’t been easy, and we’ve been asking a lot of you, but we are close to the finish line and your focus and determination is paying off.
To close out the [time period here], I wanted to let you know we have successfully [Exciting update here] and we’re thrilled with the dedication you’ve shown to [Organization name] throughout this demanding time period.
Please enjoy [Reward here] and know that all of us at [Organization name] are looking forward to seeing what else this department accomplishes.
[Executive name here]
While templates can make your life much easier, there are still a few minor details you should pay close attention to when using them for any email correspondence, particularly when you’re communicating on behalf of an executive.
Be friendly and professional
If they’re too choppy, templated content can come off impersonal and rude. Make sure to read through every email before you send it, and make sure it doesn’t come off that way.
Avoid emojis and overuse of punctuation (!!!!!)
Work email is not personal email. If you find a template that includes overly expressive punctuation, make sure you modify that before you start implementing it. Emojis are friendly but not always professional, and can be misunderstood in the wrong context.
Feeling overwhelmed? Don’t sweat it. Our training resource, Tame Email Chaos Now, focuses on the in’s and out’s of email and includes ten great tips on how to best organize and manage your inbox so you can be more productive, more efficient, and a better administrative assistant. It’s a great tool to have in your back pocket. Check it out today!
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