Stop Writing the Same Emails Over and Over

Start in your Sent folder.

Think about the types of emails you regularly send and search for a few examples.

For a nonprofit, these might include:

• Responding to volunteer inquiries
• Confirming event registrations
• Sending program information
• Responding to requests for presentations
• Providing donation information
• Thanking donors or volunteers
• Sending someone resources after a conversation
• Responding to partnership inquiries
• Providing directions or appointment information
• Answering frequently asked questions

You don't need to turn every email into a template.

We're looking for emails where you find yourself thinking:

“I know I've written this before.”

If you have AI

If your organization has an AI tool with approved access to your email, you can ask something like:

Review the emails I've sent over the past three months. Identify types of emails where I appear to send substantially the same information repeatedly. Do not include one-off conversations or emails containing confidential personal information.

If your AI doesn't have access to your inbox, you can copy a list of recent subject lines into it instead.