Email is the one standard tool across all tech companies (and most other businesses). To streamline the process, you should have email templates ready to go for any situation. Building templates to encompass your customer’s lifecycle can be overwhelming. That’s where we come in! Here, we’ll give you email templates every startup needs. Your specific business might only use a few of these, or maybe you’ll need some we don’t have listed. This is meant to be a jumping-off point to get those templates written for you. Be sure to add information relevant to your industry and business. You should also add your own brand voice where you can. Lastly, have an email we didn’t think of? Send us an email at hello@gomodulr.com, and we’ll work to include it. Alright, let’s go over a few email essentials.
Before we get into our templates, it’s important to know a few basic things about emailing your customers and the rest of your database.
Marketing emails are sent out to groups or lists of current clients, past clients, and prospective clients. They don’t contain any unique or customer-specific information. These emails are intended to sell your product, either directly or indirectly. Think of the emails that show up in your “promotions” tab, sales, upgrades, or blog posts. Transactional (also sometimes called operational) emails have content in them that is unique to each individual customer. This can include things like invoices, account information, or a payment notification.
You want to keep your subject line short, sweet, and to the point. Keep it within 30-50 characters, usually about 4-7 words. Otherwise, the entire subject will be too long to view. Subject lines should also not be misleading, and you should avoid spammy words like “Free” and “Winner”—these words can cause automatic spam blockers to flag your emails. Check out this list ActiveCampaign recently compiled of 188 words to avoid in your subject lines.
This is the little bit of text people can see before they click on your email. This should support the subject and expand the hook so people will want to read more. Keep this to less than 80 characters. Most ESPs or email service providers will automatically use the first line of text from your email as the preview text. Make sure to set you customize this text. The default, “Having trouble viewing this email? View in browser,” does not support your subject line or make your audience want to click.
Nobody wants to be spammed with constant emails. If you’re sending out more than a few emails a week or have lots of automated campaigns, you’ll want to set up comm limits. This will ensure customers only receive a certain number of emails per day or week. The exact number is more of an art than a science—do a quick analysis of your audience to see if you need comm limits. If you’re having a lot of people unsubscribe from your emails, you might be sending too many. This will likely take some trial and error to figure out for your audience.
In order to make sure nobody can use your email address to send out fraudulent emails, you need to authenticate your address. This is done by configuring your SPF, DKIM, and DMARC. You’ll do this with your domain provider. Your IT team or an operations agency—like MODULR—can help you out here! You can check your setup here.
Contrary to popular belief, plain text emails have a higher open rate than HTML emails. If you do send out HTML emails, make sure there is a plain text version available if people want it. Most ESPs will automatically generate a plain text version for you.
Do not use a “no-reply” email address to send these emails; use a tool like Drift Email instead. This will get rid of auto-replies and route any email responses to the correct team. You should also make sure your email address is clear and recognizable. We’ve found that sending from a person (even a contrived person) increases email opens and engagement.
For most emails, there should be one message and one P.S. per email. There will always be situations where that won’t work but try to get good at following this rule before you break it. For the P.S., you can use that to encourage people to check out your website or blog, leave a review, or reply back to provide feedback.
CAN-SPAM is an act passed by Congress to protect consumers from spam emails or deceptive email practices. You want to make sure your emails are always in compliance with this act because the penalties are very severe. In order to stay CAN-SPAM compliant, your email must include an option to unsubscribe, can’t be misleading, and must include an address to your physical location (among other things). Our glossary has more super helpful information on CAN-SPAM if you’re interested.
A lot of the actual information required in these emails is pretty dry (we’re sorry), but we believe email should be fun. These emails should show who you are as a business and start a conversation with your customers and prospects. We encourage you to spice them up by adding in your brand voice.
Set a recurring reminder to review your templates every so often. We recommend reviewing them at least once a year, but it would be best to do it more often. Check that they are the correct template, use the right logos and fonts to fit your brand, and that the content is still relevant.
Many of these emails will be in different systems. They’ll also likely be owned by different teams, depending on the content. Marketing should have the final say on templates and wording for these emails because they’ll ensure every email is on-brand (marketing can’t stand outdated logos). While you’ll want to get the content from the team with the most knowledge on the topic, marketing should always review them. Without access to copywriters, the emails might not be at the level you want otherwise.
Alright, now that we got all that out of the way, let’s get into why you’re here. These email templates are a starting point to make building out your processes easier. You can (and should) add a P.S. to these templates, directing people to engage with you and your brand further. A P.S. can make your email more personal and turn a standard information dump into an opportunity to engage with your audience.
Subject: Welcome to [Company name]!
Hey [Name],
Welcome to [Company name]! We're thrilled to have you on board. Here's a quick overview of what you can expect:
[Brief description of services]
[Key features]
[How to get started]
If you have any questions, feel free to reply to this email. We're here to help!
Best regards,
[Company name Team]
Subject: Activate Your [Company name] Account
Hi [Name],
Thanks for signing up with [Company name]! To activate your account, click the link below:
[Activation Link]
If you have any issues, contact our support team at [Support Email].
Best,
[Company name Team]
Subject: Confirm Your Subscription Details
Hello [Name],
Thank you for subscribing to [Company name]! Please review the details below to ensure accuracy:
Subscription Plan: [Plan Name]
Billing Information: [Details]
Preferences: [Customization options]
If everything looks good, no action is needed. For any changes, reply to this email.
We look forward to working with you,
[Company name Team]
Subject: New Features and Improvements in [Product]
Hello [Name],
We're excited to share the latest updates in [Product]! Check out the release notes for details on new features, improvements, and bug fixes. Be sure to check out [tease most high-profile update].
[Release Notes Link]
If you have feedback, we'd love to hear it!
Best,
[Company name Team]
Subject: Big News: [Major Update/Milestone]
Hi [Name],
We have some exciting news to share! [Brief description of the update/milestone]. Read more about it here:
[Announcement Link]
Thank you for being part of our journey!
Regards,
[Company name Team]
Subject: Join the [Product] Beta Testing Program
Hello [Name],
We're inviting you to participate in beta testing for new features in [Product]! Your feedback is valuable in shaping our product. Click below to join:
[Beta Testing Link]
See you in the program!
Best,
[Company name Team]
P.S. Beta testers often get additional perks like free products and dedicated time with our team.
Subject: Share Your Thoughts on [Company name]
Hi [Name],
We hope you're enjoying [Company name]! Share your thoughts and suggestions with us by completing this short survey:
[Feedback Form Link]
We appreciate your input!
Thank you,
[Company name Team]
Subject: Help Us Improve: [Company name] Survey
Hey [Name],
We'd love to hear your thoughts on [Company name]. Please take a few minutes to complete our customer satisfaction survey:
[Survey Link]
Thank you for helping us improve!
Best regards,
[Company name Team]
Subject: Exclusive Invitation: [Event Name]
Hi [Name],
You're invited to [Event Name]! Join us for [details] on [date]. RSVP now:
[RSVP Link]
We look forward to seeing you there!
Cheers,
[Company name Team]
Subject: Subscribe to [Company name] Blog for Industry Insights
Hi [Name],
Stay informed about industry trends and insights by subscribing to our blog. Click below to receive regular updates:
[Subscribe Link]
Happy reading!
[Company name Team]
Subject: New Resources Available in [Company name] Knowledge Base
Hello [Name],
Explore the latest articles and resources in our knowledge base. Check them out here:
[Knowledge Base Link]
If you have specific topics you'd like us to cover, let us know!
We look forward to hearing from you,
[Company name Team]
Subject: Confirmation: [Webinar/Workshop Name]
Hi [Name],
Thanks for registering for [Webinar/Workshop Name] on [date]. Here are the details:
Date: [Date]
Time: [Time]
Link to join: [Join Link]
We look forward to your participation!
Best regards,
[Company name Team]
P.S. Come with your questions ready. We’ll be hosting a live Q&A at the end.
P.P.S. Have a scheduling conflict? We’ll send the recording to you on the day after the webinar. No need to ask for the recording.
Subject: Thank You for Attending [Webinar Name]
Hey [Name],
Thank you for attending [Webinar Name]! As promised, here's the recording: [Recording Link].
[Brief overview of the webinar]
If you have any further questions, feel free to reach out.
Stay tuned for future webinars!
Regards,
[Company name Team]
P.S. Here’s an additional resource to help you with [webinar value prop].
Subject: We got your request
Hello [Name],
This is a confirmation that we've received your support ticket (#[Ticket Number]). Our team will review and get back to you shortly.
Thank you for your patience!
Best,
[Company name Team]
P.S. Have you visited our knowledge base[Link] recently?
Subject: Update on Your Support Request (#[Ticket Number])
Hi [Name],
We're actively working on resolving your support request (#[Ticket Number]). Here's a quick update on our progress:
[Brief update]
[Estimated resolution time]
Let us know if you have any questions.
Regards,
[Company name Team]
Subject: Rate Your Support Experience
Hey [Name],
Your opinion matters! Please take a moment to rate your recent support experience with [Company name]:
[Survey Link]
Thank you for helping us serve you better!
Best regards,
[Company name Team]
Subject: Upcoming Invoice for [Service/Subscription]
Hello [Name],
This is a reminder that your invoice for [Service/Subscription] is due on [Due Date]. If you have any questions or need assistance, please reply to this email or reach out to [support email].
Take care,
[Company name Team]
Subject: Payment Received for [Service/Subscription]
Hi [Name],
Great news! We've received your payment for [Service/Subscription]. Here are the transaction details:
Transaction ID: [ID]
Amount: [Amount]
Date: [Date]
Thank you for your payment!
Regards,
[Company name Team]
P.S. Have you seen these updates to your products? Check out how the [Company name] products have changed recently. [Link to release notes]
Subject: Reminder: [Service/Subscription] Renewal Coming Up
Hello [Name],
Just a friendly reminder that your [Service/Subscription] will renew on [Renewal Date] for [Renewal Term]. You don’t need to do anything. Just sit back and keep enjoying [Product/Company Name]
Have a question about your service? Reach out to our support team at [Support Email]
Thank you for choosing [Company name]!
Sincerely,
[Company name Team]
Subject: Your [Service/Subscription] Has Been Renewed
Hi [Name],
Good news! Your [Service/Subscription] has been successfully renewed. Here are the details:
Renewal Date: [Date]
Subscription Term: [Term]
Amount: [Amount]
Thank you for your continued support!
Take care,
[Company name Team]
Initial Email (Immediate):
Subject: Urgent: Payment Failed for [Service/Subscription]
Hi [Name],
We've encountered an issue processing your payment for [Service/Subscription]. Please update your payment details to avoid any disruption in service.
Update Payment: [Update Link]
If you need assistance, contact our billing team at [Billing Email].
Thank you,
[Company name Team]
Subject: [Reminder] Update Your Payment Information for [Service/Subscription]
Hi [Name],
This is a friendly reminder to update your payment information for [Service/Subscription]. Your account is at risk of suspension if payment is not received soon.
Update Payment Now: [Update Link]
If you've already taken action, thank you! You may disregard this email.
Best wishes,
[Company name Team]
Subject: [Reminder] Your Account Will be Deactivated Soon for [Service/Subscription]
Hi [Name],
This is a friendly reminder to update your payment information for [Service/Subscription]. If payment is not received by [Date] your account will be deactivated.
Update Payment Now: [Update Link]
If you've already taken action, thank you! You may disregard this email.
Best wishes,
[Company name Team]
Subject: Reset Your [Company name] Password
Hello [Name],
If you've forgotten your password, click the link below to securely reset it:
[Password Reset Link]
If you didn't request this, ignore this email or contact our support team.
Best,
[Company name Team]
Subject: Important: Unusual Account Activity Detected
Hi [Name],
We detected unusual activity on your [Company name] account. If this was not you, please secure your account by changing your password immediately.
Change Password: [Password Change Link]
Let us know if you need further assistance.
Sincerely,
[Company name Team]
Subject: Enhance Your Account Security with Two-Factor Authentication
Hello [Name],
Protect your [Company name] account by setting up two-factor authentication (2FA). Follow the steps below to enable 2FA:
[2FA Setup Instructions]
Thank you for prioritizing your account security!
Best regards,
[Company name Team]
Subject: Important: Updates to [Terms/Privacy Policy]
Hi [Name],
We've made updates to our [Terms of Service/Privacy Policy]. Please review the changes to stay informed about how we handle your data:
[Link to Updated Terms/Privacy Policy]
If you have any questions, you can reach our support team at [Support Email].
Best,
[Company name Team]
Subject: [Important] Regulatory Compliance Update
Hello [Name],
We want to inform you about recent updates related to regulatory compliance. Please review the details here:
[Compliance Update Link]
If you have specific concerns, contact our compliance team at [Compliance Email].
Regards,
[Company name Team]
Subject: Important: Changes to Your Sales Tax Rates
Hi [Name],
We're writing to inform you about changes to sales tax rates affecting your subscription. Please review the updated rates [here/link].
For any questions, contact our billing team at [Billing Email].
You will see the updated rate in your next billing cycle.
Thank you,
[Company name Team]
Subject: [Urgent] Partial System Outage
Hi [Name],
We're currently experiencing a partial system outage affecting [specific features]. Our team is actively working on a resolution. We apologize for any inconvenience and appreciate your patience.
You can follow any updates by visiting our status page[Link].
Stay tuned for updates,
[Company name Team]
Subject: [Critical] Major System Outage
Hello [Name],
We regret to inform you that our system is currently experiencing a major outage. Our team is working tirelessly to restore services for you. We appreciate your understanding and will keep you updated.
You can follow any updates by visiting our status page[Link].
Thank you for your patience,
[Company name Team]
Subject: [Alert] Technical Difficulties: [Webinar Name]
Hi [Name],
We're experiencing technical difficulties with [Webinar Name], which is scheduled to start shortly. Our team is actively working to resolve the issue. Stay tuned for updates.
Apologies for any inconvenience,
[Company name Team]
Subject: [Important] Webinar Update: [Webinar Name]
Hello [Name],
Due to unforeseen technical difficulties, we regret to inform you that [Webinar Name] has been canceled/rescheduled. We apologize for any inconvenience and will provide details on the new schedule soon.
As a thank you for registering, here is one of the resources[Link] we planned to cover during the webinar.
We look forward to connecting soon,
[Company name Team]
Email is a necessary part of doing business. Add in your own flair and personality so these fit with your brand voice. Having all of these emails ready to go will save you from frantically drafting an email during a technical issue when your time would be better spent on solving the problem. Add in a P.S. when it makes the most sense for your business, and remember, the whole point of email is to engage with your audience—so make it conversational.
Which templates did we miss? Send us a message at hello@gomodulr.com to suggest an edit.
Interested in having someone personalize these for you? Send us an email. We’d be more than happy to help.
