So I’ve been using Gmail for…. A LONG time… And last week I finally got around to having a look at some of the features that will help me keep on top of my emails. Gmail has loads and I will share these with you in another blog post soon. But, one feature that I know I will find super useful is the ‘canned email‘ tab. This basically allows you to set up some automatic replies to emails that people frequently send through. I think this is called ‘Quick Parts‘ on Outlook. I get asked the same questions about the blog and our events quite a bit so this feature is really helpful for me. It got me thinking about all the emails that Executives get on a daily basis and in turn all the emails that their Assistants have to send off in response. Having a set of standard canned replies for all the frequent requests you have to deal with will save you a ton of time. I thought I would give you a head start by writing out some suggestions. Here are ten standard replies to frequent email requests:

Event Invitations

Dear…

Thank you for your kind invitation to (event) Unfortunately Mr Executive will not be able to attend due to a prior commitment. Please do accept my apology on behalf of Mr Executive. 

Kind regards

Name of the assistant.

Sales Requests

Dear… 

We appreciate you taking the time to send through details on your company. This is not something that we will be interested so please do go ahead and remove us from your mailing list. 

Kind regards 

Name of the assistant. 

General holding email

Dear… 

Thanks so much for your email regarding (subject). I will need to look into this further before I respond in full. I will aim to get back to you before the end of the week. If you need anything else in the mean time, just let me know. 

Best wishes 

Name of the assistant.

Holding email while your Executive is travelling

Dear… 

Thank you for your note. Just to let you know Mrs Executive is currently on a business trip. She will respond to your email as soon as she is able to. In the mean time if there is anything I can help you with or if you would like to speak to another member of our team please do let me know. 

Kind regards 

Name of assistant.

Meeting request

Dear… 

Thank you for getting in touch. Before I check Ms Executive’s diary for availability could you please let me know a little more information about the meeting? Could you please tell me: 

  • What is the reason for the meeting?
  • How long do you need?
  • Do you have an agenda?
  • Do you have any paperwork that you can send through prior to the meeting?
  • Can this be a phone call rather than a face to face meeting in the first instance?
  • Is my manager aware of the subject being discussed?
  • Who else will be in the meeting?

Once I have the details, I’ll come back to you with availability. 

Thanks and kind regards 

Name of assistant.

Project Support Request

Dear… 

Thanks so much for getting in touch. Your (name of project) sounds interesting. Unfortunately, Mr Executive has a very full schedule this week but I can certainly put you in touch with my colleague who also has experience in this area. If that sounds okay, I will pass your details on to (name of colleague). 

Look forward to hearing from you.

Name of assistant. 

Email Introduction

Dear… 

Thank you so much for putting (name of introduction) in touch with Ms. Executive.

(Name of introduction) I am Ms. Executive’s Assistant and I would love to arrange for you to meet Ms. Executive in person. Are you available on the following dates? (list dates) 

If you do have an assistant you would like me to work with on scheduling the meeting please do give me their details so that we can get something in the diary for you and Ms. Executive. 

Warm regards 

Name of assistant.

Document Approval Request

Dear… 

Thanks for getting in touch. I have printed off the (name of document) and I will ensure that Mr. Executive reads and approves the document by (date). If you have any questions in the meantime please direct them to me. 

Thanks and kind regards 

Name of assistant. 

Speaking Request

Dear… 

Thank you for your asking Mrs. Executive to speak at (name of event). Can you please send me some more information on the event, including: 

  • The programme and agenda for the event 
  • A list of speakers
  • The objectives and themes of the event 
  • The format of the presentation and the length
  • The size of the audience and the demographics
  • The date, time and location of the event 
  • The speaker budget and travel expenses 

Once I have this detail I will speak to Mrs. Executive to see if she is interested and has availability. Thank you again for thinking of Mrs. Executive. If you do need any further assistants please direct your queries to me. 

Kind regards 

Name of assistant. 

Not really sure what they want

Dear… 

Thanks so much for getting in touch with Mr. Executive. He has asked me to follow up on his behalf. Having read through your email there is a lot to digest. Could you please give me a little more detail on the context here and what specifically you would like Mr. Executive to action? Once I have more clarity I can work with you on your request. 

Kind regards 

Name of assistant. 

So, there you go. If you find that you are writing the same emails over and over again this list of standard replies to frequent email requests will save you loads of time (and possibly your sanity!) If you want more tips on handling your emails and your Executive’s check out our email management articles.

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