Stop Rewriting the Same Emails
Are You Still Copy-Pasting Emails?
You sit down at your desk and open your inbox… and realize you're writing the same email for the fifth time this week.
The “Thanks for booking!”
The “Your invoice is coming up”
The “Just checking in to confirm tomorrow’s call”
It’s not just time-consuming — it’s exhausting.
If you're a service provider who repeats steps for every client, automation tools inside your CRM system can take that weight off your shoulders — and do it exactly how you would.
Let’s talk about how to automate those recurring emails so you can finally stop micromanaging your inbox and focus on actual client work.
Why Automating Emails Matters
You didn’t become a business owner to spend your days sending the same reminder emails over and over. That’s what systems are for.
When done right, automating your client communication:
Saves you hours every week
Reduces mistakes (goodbye forgotten follow-ups)
Creates a seamless, professional client experience
Makes you look polished — without needing a team behind you
The key?
Workflows inside your CRM.
But, what is a workflow (in plain english)?
A workflow is a series of actions — emails, reminders, task assignments, contract sending, invoice creation, etc. — that get triggered automatically based on what your client does.
For example:
→ A client fills out a form
→ an onboarding email gets sent
→ a contract is sent and signed
→ an invoice is created
→ a reminder is schedule
…all without you lifting a finger.
You set it up once, and your CRM handles it for every client after that exactly the same way.
But, I Don’t Want My Emails to Sound Robotic…
Sound familiar?
I didn’t read your mind. That’s just the excuse every overwhelmed business owner has when they’ve been doing it all themselves for too long.
It feels safe.
It’s familiar.
But it’s also holding you back.
No one wants to sound impersonal or cold. But the truth is, great automation doesn’t feel robotic — when done right, it feels like you.
And it saves you hours while still sounding human.
Here’s how to make your automations feel like you — not a robot:
Use smart fields to personalize your messages (like: client’s name, project date, service name)
Add delays between actions — don’t send everything back-to-back
Write how you speak — use warm, clear, helpful language
Review your emails quarterly — update links, tone, or CTAs to stay relevant
If it sounds like something you’d actually say, your clients won’t even notice it’s automated. They’ll just feel taken care of.
You Deserve to Work Smarter — Not Just Harder
Workflows are the secret weapon behind a polished, professional client experience — without adding hours to your week.
You can automate all this in your CRM, and once it’s done, you’ll never have to rewrite that “just checking in…” email again.
The 5 Emails You Should Automate Today
Start here — these are the emails that make the biggest difference fast:
1. Welcome Email / Confirmation
“Thanks for booking your session! Here’s what happens next...”
✨ Tip: Add a link to their client portal and a next-steps checklist.
2. Prep or Intake Instructions
“Before we meet, please complete this quick form.”
✨ Tip: Time this to go out 1-2 days after booking or right after contract signing.
3. Invoice Reminder
“Just a quick heads up that your invoice is due in 2 days.”
✨ Tip: Set this to go out automatically based on the invoice due date.
4. Feedback or Testimonial Request
“I loved working with you! If you have a minute, I’d be so grateful for your feedback.”
✨ Tip: Time it for a week after the project ends.
5. Follow-Up or Offboarding Email
“Now that we’ve wrapped up, here’s what happens next...”
✨ Tip: Include any final files, a thank-you, and a reminder of how they can work with you again.
“That all sounds great val, but what the heck do I actually write?!”
Don’t worry! I’ve got you!
Below you will find a few solutions to make your canned email making life easier!
UsE AI to Write Your Perfect Canned Emails
If writing canned emails feels overwhelming, AI can be your new favorite assistant — but only if you give it the right instructions. AI is like a talented intern: it can do a great job, but only if you clearly explain what you want.
The trick? You need to train the AI to write in your brand voice and follow the formatting your CRM requires. Do that, and you get consistent, on-brand emails in seconds. Skip that step, and you’ll get generic copy, wrong placeholders, or messages that don’t sound like you.
Once you’ve trained your AI to sound just like you, you need to give it clear instructions for each email including:
When it’s sent — the exact point in your workflow (after booking, before a call, post-project, etc.)
The purpose — what this email should achieve (confirm, remind, nurture, upsell, follow up)
Personalization fields — the merge fields your CRM uses (like client name, project date, invoice link)
Key details — links, attachments, resources, or instructions you always include
Tone and length — warm and conversational vs. formal and concise
CTA (call to action) — the one thing you want them to do next (book, pay, confirm, download, reply)
“Ugh! Val, I don’t have the time to figure this all out by my self!”
I told you, I’ve got you!
That’s why I went ahead and made this ridiculously easy for you.
learn how to train your ai and build perfect canned emails in seconds
I’ve created a blog post that includes a step-by-step guide to training your AI tool. Simple copy and paste prompts, a few copy examples and you it’s done. Also included are five copy and paste AI prompts for the above mentioned emails to automate first. You can use these examples to create your own for future emails.
👉 Read it here: How to Teach AI Your Brand Voice
And if even that feels like too much?
I can set everything up for you—emails, workflows, forms—so your CRM runs on autopilot while you focus on your clients.
Because honestly… you don’t need another thing on your to-do list. You need this handled.
Ready to get your time back?
CLICK HERE to learn more about how I can help.
