When initially onboarding with UpMail, a variety of proposal templates will be created for you, but where do you go from there? How many templates do you, or should you, create? The answer to this question will vary depending on how you plan to use the tool and your overall objectives. Let’s start by addressing a few questions:
Q. Are you using UpMail for Business Development?
If the answer is yes, you will want to consider creating the following templates:
- Prospecting
- Nurturing
- General Follow-up
- Trade Show Follow-ups
- Invitations
Each of these templates will be fairly basic including an introduction paragraph, some pieces of supporting content such as links to your website or promotional material, then conclude with next steps.
Q. Are you using UpMail for Proposals?
If the answer is yes (which it likely will be), the first item you’ll need to determine is what type of proposal templates to create. Some clients create one large template allowing their users to delete the sections that aren’t required, whereas others will create a number of templates with small variations to fit the booking requirements.
The most common case is to create a base of general proposal templates and utilize the Recommended Content feature to allow customization options for each email sent. These general proposal templates include:
- Group Event Space + Guest Rooms
- Group Event Space Only
- Guest Rooms Only
- Group Event Space + Guest Rooms Detailed (to include more on-site amenities and services)
Depending on the key markets of your hotel, you may also want to create other proposal variations for specific group types such as:
- Weddings
- Incentive Groups
- Film & Production Groups
- Celebration of Life
- Holiday Parties
Each of these proposals will contain similar key information, but you’ll want to tailor the verbiage and visuals to these specific groups.
Q. Are you using UpMail for Contracts?
UpMail is a great tool to streamline contract delivery whether you are utilizing our e-signature feature or not. If your answer is yes, a simple template will suffice including a short introduction paragraph, supporting content link to the contract and closing paragraph outlining any expiry dates or important notes. Also consider if including any deposit documentation would be beneficial at this stage.
Q. Are you using UpMail for Event Servicing?
When it comes to event servicing, a sequence of emails is essential for finalizing event details with clients. Whether it involves transitioning information from the sales team to the catering team, obtaining sign-offs on Banquet Event Orders (BEOs), sending menus, finalizing numbers, or confirming rooming lists, there are numerous chances to optimize event servicing through UpMail. This approach guarantees brand consistency throughout every stage of the client journey.
If you're new to UpMail, we suggest beginning with a small-scale approach and gradually expanding your template collection. Start by focusing on your core email communications and templates, allowing your team to become accustomed to the tool. This step-by-step approach not only prevents overwhelm but also provides opportunities to observe UpMail in action, helping you identify its most effective applications. By starting small, you'll lay a solid foundation for leveraging UpMail efficiently across your organization.
Another great place to start is by exploring our Template Gallery. When you select 'Create a template', you'll be taken to a diverse collection of templates that address all the scenarios mentioned above. This gallery serves as an excellent foundation for your template, providing a base that you can further customize to meet your specific needs.
> Click here to learn more about creating a new email or template from the Template Gallery