Gmail Canned Responses and Templates for Common Replies
Create reusable replies and a process to keep them accurate.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
Create templates for Gmail. Common situations I reply to: [SITUATIONS]. My tone: [TONE]. Facts that stay the same (hours, prices, links, policies): [FIXED_FACTS]. People who receive these replies: [RECIPIENTS]. For each situation write a short email under 120 words with square-bracket fields for the parts that change, a subject pattern, and a note on when not to use it. Put the answer in the first sentence, then the details, then the next step. Keep them human, not robotic, and avoid promising outcomes. Include a careful version for sensitive situations that asks a question before giving information. Suggest a naming pattern so templates are easy to find. Explain how to save and insert templates [VERIFY the current name of the feature and where to switch it on]. Review plan: check every template when facts change and at least twice a year, and always read the email before sending, since a template cannot know the context.
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