Email templates are crucial for a promo office because they communicate your offers and services to your potential and existing customers. You want your email templates to look professional and appealing, so that they can capture the attention and interest of your recipients. To achieve this, you need to create a template that reflects the image of your brand, such as using your logo, colors, fonts, and style. You also need to create different templates for different purposes, such as quotation, sales order, and invoice. These templates should contain the relevant information and details for each type of document, such as the price, quantity, delivery date, payment terms, etc. By creating customized and specific templates for each document, you can ensure that your email communication is clear, accurate, and consistent.
The following are examples that should be provided:
1. Header and footer for email templates.
This feature allows you to customize the appearance and content of your quotation, sales order, and invoice templates. By using this feature, you can create professional and attractive templates that reflect your brand identity and impress your clients. You can preview your templates before sending them by email to ensure they meet your expectations and standards.
1.1. 870x120px jpg header for the email:
1.2. 870x120px jpg footer for the email:
2. Contents of email:
The email that you send to your customer or supplier is an important form of communication that represents your company and its reputation. Therefore, you want to make sure that the contents of the email are meaningful and relevant to the recipient. This means that you should include information about the transaction that you are conducting, such as the purpose, the status, the next steps, etc. You should also attach any documents that are related to the transaction, such as the quotation, the sales order, the invoice, etc. Additionally, you should provide any links that can help the recipient to access more information or to complete an action, such as a payment link, a feedback link, a tracking link, etc. By including these contents in your email, you can ensure that your communication is informative, helpful, and engaging.
2.1. Quotation email
Hi,
Here's quote QUOTE_NUMBER
Please ensure you read all the details and understand all the terms.
If you have any questions, please let us know.
Please accept the quote online ONLINE_ACCEPTANCE_LINK - this will enable us to create an invoice.
Thanks,
Gun Web System Co Pty
Optional placeholders for Quotation Email Template:
QUOTE_NUMBER : Represent the quotation number.
ONLINE_ACCEPTANCE_LINK : Represent the auto generated link to accept the quote via online.
SALESPERSON : Represent the salesperson related to the quotation.
2.2. Sales Order email
Hi
Please find below a link to approve your order SO_NUMBER for production.
Please check all the details are correct and approve your order via the approval link.
Please ensure you read all the details and understand all the terms.
Please carefully check the attached artwork proof prior to accepting your order.
If you have any questions, please let us know.
Please accept the sales order online ONLINE_ACCEPTANCE_LINK - this will enable us to process your order.
Thanks,
SALESPERSON
Optional placeholder for Sales Order Email Template:
SO_NUMBER : Represent the sales order number.
ONLINE_ACCEPTANCE_LINK : Represent the auto generated link to accept the sales order via online.
SALESPERSON : Represent the salesperson related to the sales order.
2.3. Invoice email
Hi,
Thank you for working with us! We hope you are happy with your order.
Please find attached your invoice which is due for payment as per our terms.
If this is the incorrect email address to send invoices to please let us know so we can update our records.
Please ensure you reference the TPL invoice number INVOICE_NUMBER when making payments
We now accept credit card payments. If you would like to pay by credit card please click here: ONLINE_ACCEPTANCE_LINK
We look forward to working with you again
Kind Regards,
________________________________________________________________________________________________
company_name
PO Box 123456, address
t: +64 9 123 4567
e: accounts@xxx.com
www.xxx.com
Optional placeholder for Invoice Email Template:
INVOICE_NUMBER : Represent the sales order number.
ONLINE_ACCEPTANCE_LINK : Represent the auto generated link to accept the sales order via online.
SALESPERSON : Represent the salesperson related to the sales order.
2.4. Prepayment Invoice
Hi,
Thank you for working with us!
Please find attached your invoice which is due for payment as per our terms.
As soon as we have received payment and your order is ready, it will be dispatched.
If this is the incorrect email address to send invoices to please let us know so we can update our records.
We now accept credit card payments. If you would like to pay by credit card please click here
Please ensure you reference the TPL invoice number INVOICE_NUMBER when making payments.
We look forward to working with you again
Kind Regards,
The Accounts Team
company_name
PO Box 123456, address
t: +64 9 123 4567
e: accounts@xxx.com
www.xxx.com
Optional placeholder for Invoice Email Template:
INVOICE_NUMBER : Represent the sales order number.
ONLINE_ACCEPTANCE_LINK : Represent the auto generated link to accept the sales order via online.
SALESPERSON : Represent the salesperson related to the sales order.
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