Never Write the Same Email Twice: Stash Email Templates + Gmail

How many times have you written basically the same email this week?

The "thanks for signing up" message. The "following up on our conversation" email. The "hey, here's the document you asked for" reply.

You're not actually writing—you're performing email busywork. Copy an old email, change the name and a few details, hope you didn't miss anything, send.

There's a better way. Stash + Gmail lets you build a template library that sends the right email at the right time, automatically.

The Email Template Problem

Most people handle repetitive emails one of two ways:

Option 1: Wing it every time

• Recreate the wheel with each email
• Inconsistent messaging
• Risk forgetting important details
• Takes way longer than it should

Option 2: Gmail templates/canned responses

• Better than nothing, but still manual
• Have to remember which template to use when
• No context awareness
• Still requires copy-paste and manual sending

Both options: You're the bottleneck. Every email waits for you to notice it needs sending.

How Stash Email Templates Work

Stash doesn't just store templates—it knows when to use them. Here's the setup:

1. Build Your Template Library

Common scenarios get templates:

• Welcome emails: New customer signs up
• Follow-up emails: After a sales call or meeting
• Check-in emails: Periodic touchpoints with prospects
• Resource emails: Sending requested materials or documentation
• Onboarding emails: Walking new users through setup

Write each template once, with placeholders for names, specific details, etc.

2. Connect Gmail Integration

Stash integrates directly with Gmail (and other email providers). Once connected, it can:

• Read context from your conversations
• Understand where you are in a communication flow
• Access your files to attach relevant materials
• Actually send emails on your behalf

3. Stash Identifies Trigger Points

This is where the magic happens. Based on your workspace activity and email patterns, Stash notices:

• "New contact added → Should send welcome email"
• "Meeting notes indicate follow-up needed → Draft follow-up email"
• "Customer asked about pricing → Send pricing template with custom numbers"
• "Weekly check-in day for prospect → Queue touchpoint email"

You're not manually selecting templates. Stash suggests the right email at the right moment.

4. Review and Send (or Auto-Send)

Depending on your settings:

• Manual review: Stash drafts the email, you approve and send
• Auto-send: For routine emails you trust (welcome messages, confirmations), just let it handle everything

Either way, you're not writing from scratch.

Real Example: Sales Follow-Up Workflow

You just finished a discovery call with a potential customer. Here's what happens:

Old way:

1. Meeting ends
2. You make a note: "Need to follow up with proposal"
3. Later (maybe), you draft an email recapping the call
4. Attach relevant materials
5. Send (if you remember)

Total time: 15-20 minutes, plus the mental overhead of remembering

With Stash:

1. Meeting ends
2. Stash reads your meeting notes and identifies key points
3. Automatically drafts a follow-up email:
   • Recaps what you discussed
   • Includes the pricing proposal they asked about
   • Attaches the case study you mentioned
   • Suggests next steps
4. Queues it for your review or sends it immediately

Total time: 2 minutes to review and approve (if you want)

The email is better, more consistent, and gets sent while the conversation is fresh.

Common Email Templates to Set Up

Here are templates everyone should have:

For Sales/Business Development:

• Initial outreach
• Discovery call follow-up
• Proposal delivery
• Pricing discussion
• Contract send
• Post-close welcome

For Customer Success:

• New customer welcome
• Onboarding sequence (day 1, week 1, month 1)
• Feature announcement
• Check-in/satisfaction survey
• Renewal reminder

For General Communication:

• Meeting scheduling
• Resource sharing
• Introduction/referral
• "Thanks for your time"
• "Sorry I missed your call"

The more templates you build, the less email you manually write.

Why This Saves More Time Than You Think

It's not just about typing speed. Templates eliminate:

• Decision fatigue: No more "how should I word this?"
• Consistency issues: Everyone gets the same quality message
• Follow-up failures: Nothing slips through the cracks
• Context switching: You're not constantly jumping to email
• Incomplete emails: Templates remind you what to include

Plus, Stash learns your patterns. Over time, it gets better at predicting when templates apply.

Getting Started

1. List your 5 most common emails (the ones you're sick of rewriting)
2. Create templates for each in your Stash workspace
3. Connect your Gmail account
4. Next time you need to send one, watch Stash suggest it automatically
5. Gradually add more templates as you identify repetitive emails

The goal: Spend time on emails that need your personal touch. Automate everything else.

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Stop rewriting the same emails over and over. Try Stash and build an email system that actually saves you time.