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Email Template Libraries Save More Than Time
If there’s one habit that’s saved me more time than almost anything else, it’s building and refining an email template library. This week, I revisited the habit of creating a reusable email template library, and it reminded me how much it improves not just efficiency—but clarity, consistency, and peace of mind.
What Worked Well
I’ve been refining my templates since 2017, and having them in place makes every new project easier to manage. Whether it’s onboarding, project updates, offboarding, or referrals, I have a reliable starting point. Writing emails from scratch takes energy—using a well-crafted template saves it.
Challenges: Overwriting and Overdoing It
One of the biggest challenges is not overcomplicating the system. In the past, I created so many variations that it became hard to choose the right one. I’ve learned to focus on fewer, stronger templates and let my personalization happen in the moment—not in the file name.
A Surprising Benefit: More Time to Focus on Client Work
Using templates means I spend less time on email and more time on actual design work. I noticed it this week as I onboarded a new project—I simply queued up my prewritten emails, scheduled them, and was able to keep working without interruption.
Tools & Resources That Helped
- MixMax – My go-to tool for storing and scheduling email templates. https://mixmax.com
- Folder Organization – I keep things simple: onboarding, project updates, offboarding, referrals.
- Naming Templates Clearly – Using names like “Onboarding – Welcome Email” makes them easy to find.
Lessons Learned
This habit reaffirmed that consistency builds trust. A client should never feel like I’m winging it—templates make sure my communication stays clear and professional every time. But it also reminded me to keep it simple. A smaller, well-used library beats an overbuilt one.
Moving Forward
I’ll continue refining templates as needed, but I won’t add more unless I truly need them. I’ll also schedule 15–30 minutes each week to review and update my most-used emails so they evolve with my process.
How You Can Implement This Habit
Start by saving just one email you rewrite frequently. Over time, you’ll build a full library without even trying. Use a tool like MixMax or Gmail Templates to save and reuse your messages. Keep names simple, group them by purpose, and personalize each one just enough so clients feel seen—not scripted.
about the author
Cami MacNamara is a web designer and owner of WebCami LLC, a Seattle-based agency since 2002. She created Web Designer Habits to help web designers build smarter systems, stay productive, and run a business that works for them.