Do you find yourself sending out the same email over and over? There’s a way to avoid the time suck yet keep it personal. If you have Gmail, then you are in luck for this time hack! Canned responses in Gmail will maintain consistency and save time and money!

Canned Response Maintain Consistency

canned response is a prewritten portion of text that can be conveniently added to an email. These are handy for repeated content to clients that are often used or several times a day. For instance, if sending out a welcome letter, confirmation of an appointment, or follow-up for a review is customary, the canned response can be inserted into the email and then personally tweaked to make each individual. Canned responses save time and work more efficiently for the overall flow of communications and outreach! If you want to maintain consistency and remember system details, their consistency is also a plus. With stored content, a click to enter the content and subject can be typed into the subject line.

Here’s How To Set Up Your Canned Response

To prepare a canned response, go into your Gmail account and select Settings>Labs> and Enable Canned Responses.

canned responses-time hack-emails-virtual assistant

virtual assistant-emails-time hack

Next, select Inbox and hit Compose.

Compose the content text and make any edits.

If you have an automatic signature, remove the one that pops in automatically by erasing it on the composed email. (The signature will pop in automatically when an email is composed each time. If this step isn’t followed, two signatures will appear when using the canned response.)

email-virtual assistant-canned response


When the email is completed, click on ‘New Canned response’

Label the Canned Response. Use a label that will easily be identifiable. (This will show in the Subject line when using it.)

Label canned response


Send the test email (check content and spacing.)


For the final test, go to Inbox>Compose>and click on the bottom menu arrow (More options)>Canned responses>(under Insert) and choose the Canned Response to insert.

canned response-email-time hack

virtual assistant

Make any tweaks to the subject line and content, and hit send!

virtual assistant

Ideas on How to Use Canned Responses

This simple setup will save hundreds of hours of desk time and maintain consistency in client communication. Several uses can be set up, such as:

  • Inquiry response emails
  • Follow up after a meeting
  • Confirmation of an appointment
  • Request for a client review
  • Request to fill out a form

Some may say it is the lazy way to communicate, but I say it is a time hack that saves money and keeps progress moving forward. Personalization can always be added but keep consistent information. That’s the best part! If you’d like help setting up your Gmail account with canned responses or any other time saver, I can help with all the administrative duties in your office. Let’s save time together…I’ll show you how.