Ready to reply to difficult emails with confidence?

Sometimes it feels like being a business owner means starting almost every email with “Hey, sorry for taking so long to get back to you.”

Sure, some emails are really easy to reply to, but others… not so much.

And sometimes, emails that take a long time to reply to get lost in the shuffle.

Added to that is the mental energy that is lost every time you switch back and forth to your inbox.

If only you had a quick way to reply to your most challenging emails.

Join us and together, we’ll save you time (and money) with these six free email reply templates.

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Ready to put these email copywriting templates to use?

Start a 14-day free trial of ActiveCampaign. No credit card, no setup, no hassle.

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Reply to difficult emails quickly (without sending the wrong message)




According to McKinsey, every single week, most people spend nearly one full day writing emails.

Sound like you?

Can we give you that time back?

Staring at the blank page before you can be… intimidating.

There’s no reason to sweat the small stuff every single time you sit down to write an email, so let’s use the time-tested email copywriting templates below to help shortcut your next email.



Putting off answering

Don’t know the answer to somebody’s question?

No worries. Not every email can be a quick reply. Here’s what your reply must include:

  • Thank them for their email and validate their question
  • Ask any contextually important questions
  • Specify what you’ll be getting back to them about
  • Specify when (exactly) you’ll get back to them



Defusing a situation

Things starting to feel heated?

It happens. Don’t risk further miscommunication and reply with an email that includes:

  • Validation of what’s happened
  • Thank them for their time and contribution
  • Ask them if they have time for a call, leaning into not wanting to further miscommunicate
  • Suggest a day and time that’s open for you, asking if that also works for them (the sooner, the better)



Sharing instructions

Finding yourself sharing the same instructions over and over?

This is very common. Whether replying to customers or team members, reply with an email that includes:

  • Thank them for asking an important, and common, question.
  • Outline the process to solve their question / problem
  • Optional: Record a Loom video walkthrough that can be sent repeatedly
  • Optional: Save the email reply as a canned email



Sending an attachment

“Please find attached …” has to be one of the most common email replies, which makes it a perfect candidate for a canned response template. (Just be sure to actually attach the file before you click “Send!”). Try this:



Deferring low-priority work

Overwhelmed? Not the right person to answer an email?

Send an email reply that includes:

  • A thanks for the sender thinking of you
  • An honest reason for the deferral (you don’t have to apologize)
  • Explain who you are deferring the email / work to and the context necessary
  • Offer to connect them to the new person



Declining a request

Can’t commit? Send an email reply that includes:

  • A thanks for them thinking of you for their project
  • An honest reason for the decline (you don’t have to apologize)
  • Optional: An offer to refer the sender to somebody who would also be a great fit



Save time and headspace with these email reply templates

You shouldn’t have to feel like you’re gearing up for battle every time you try to write a new email.

The pro’s don’t.

And neither should you.

Because as long as you’re including the right things in each email, the format really doesn’t matter.

Make sure you include everything that needs to be there with these email copywriting templates.

Ready to put these email copywriting templates to use?

Start a 14-day free trial of ActiveCampaign. No credit card, no setup, no hassle.