I’m sure you have a welcome letter you mail to new clients. You probably also use some kind of “memo†or form to accompany mailed documents, along with check boxes to indicate what the recipient should do (e.g., sign and return, review, etc.)
Form letters save time and reduce the risk of errors or omissions and I encourage you to create them for all aspects of your practice.
Gmail has a feature called “canned responsesâ€. Outlook and other email applications have something similar. They allow you to create email templates or “form letters†you can use instead of composing an original email each time, or copying and pasting paragraphs or whole emails from another document.
Go through your “sent†emails for the last 60 or 90 days and look for “frequently sent emails,†whether originated by you or sent in response to an inquiry. Flag them for creating canned responses.
Here are a few ideas to get you started:
- I got your email (and will reply soon/this week/after I review your questions)
- Thank you (for coming in, calling, returning documents, for your help)
- Here’s what to do/expect (what happens next, watch your mail, please call me, don’t forget to send us)
- Answers to FAQs (hours, parking, fees, practice areas. Provide answers and/or direct to pages on your website)
- Marketing inquiries (do you accept advertising, guest posts; I’m available for interviews)
- Checking in (with clients, former clients, networking contacts)
- Nice to meet you (after a networking event, introduction, phone conversation)
- Announcing (new content on your website, firm news, new laws/regs)
- Promoting (your newsletter, your ebook, your seminar, your podcast or youtube channel)
- Reminders (next appointment, court dates, due dates)
- It’s time to review (your lease, trust, corporate docs, agreements, legal status)
In addition to complete emails, you can set up a “library†of frequently used paragraphs, links, and subject lines.
While you’re at it, don’t forget to set up different “email signaturesâ€.
For prospective clients, your signature might promote a free report or free consultation, invite them to connect with you on social, or invite them to review specific pages on your website. For existing clients, your signature might invite them to sign up for your “clients only†email list or cross-promote other services offered by you or your firm.
Using canned responses, form letters, and checklists might save you 30 minutes a day, or more. How much would that be worth to you over the course of a year?
Leverage is the key to earning more and working less. More
