Have you noticed how certain email triggers can spark instant reactions, sometimes stress, sometimes relief? Whether it’s a flood of work messages, customer notifications, or even AI-generated responses, the way we interact with email has changed dramatically. Tools like ChatGPT and other AI platforms now help us draft emails, create workflows, and even manage responses automatically. While AI has become a powerful part of business strategies, the rise of customer service bots and virtual assistants replacing human jobs makes many wonder: are we letting technology go too far and unintentionally making customers cringe?
At GreenCup Digital, we believe there is a way to get the time-saving (and cost-saving) benefits of rising tech solutions for your business without sacrificing that human touch. And we’re here to get you started in a big area: email marketing. By combining email triggers with carefully crafted ChatGPT prompts, you can communicate with your customers quickly and effectively–and still sound like you.
What Are Email Triggers?
When it comes to local marketing, the biggest pain point in using AI for customer service (think chat bots and AI phone concierge) is that it can leave customers feeling disconnected from your brand. Email triggers – automated emails sent to an email subscriber based on a specific action they take or a specific event that occurs – help bridge this gap.
These emails are personalized and sent at an optimized time, based on individual subscriber behavior, making them highly effective. The best part? You can pre-write common responses in your brand voice, and then use Klaviyo or other email marketing platforms to send them for you. Even while you sleep.
Here’s how to do it:
- Gather the data. What are some common events that happen in your business where a quick response is essential to hitting those KPIs? In other words, behaviors that are time sensitive and will grow your business – like asking for a review.
- Write responses to each event. The key is to write them in your brand voice. Be as you as you can be, so your customer feels like you wrote the email yourself, just for them.
- Identify email triggers. For example, a trigger could be an online purchase. When a customer makes a purchase, Klaviyo sends your pre-written email, personalized with the customer’s name, to go out automatically at the time period you state (1-3 days after purchase/delivery, etc.)
- Gather more data! Test, test, and test again to see which emails have the biggest impact. Then adjust as needed.
Yes, it’s an upfront time investment to create these emails and set up automations in Klaviyo, but with our help, you can cut the time in half. So open a Word doc, and get ready to copy & paste these 3 easy autoresponse email templates right now!
Hint: Bookmark this page so you can come back to it later.
Steal Our Email Triggers
1. Contact Form Auto-Reply
Trigger: Customer submits a contact form
Subject: Thanks for Reaching Out!
Body:
Hi {{ first_name|default:’there’ }},
Thanks for reaching out to us here at [Insert Your Business Name]!
We wanted to let you know that we’ve received your message, and our team is working hard to get back to you as quickly as possible. You should hear back from us within 24 business hours.
Thank you so much for your patience!
Sincerely,
[Your Name or Team Name]
[Business Name]
2. Post-Purchase Thank You
Trigger: Immediately after a customer makes a purchase or completes a service
Subject: Thank You for Choosing Us!
Body:
Hi {{ first_name|default:’there’ }},
We know you have many options when it comes to choosing a [service provider/product]. Thank you so much for trusting [Business Name]. We work hard every day to deliver the highest quality [care/products] we can, and your support helps us continue this mission of [insert your mission].
Every [order/visit] helps us keep doing what we love, and we’re so grateful to have you as part of our community.
For products: We’re getting your order ready for you now, and we’ll send another update as soon as it’s on its way. If you have any questions in the meantime, please feel free to reply to this email. We’re here to help!
For services: It was a pleasure serving you, and we hope to see you again soon! If you have any questions in the meantime, please feel free to reply to this email. We’re here to help!
Thanks again,
[Your Name]
[Business Name]
3. Review Request Follow-Up
Trigger: 1–3 days after purchase or completed service
Subject Options:
- How’s your new [product]?
- How Did We Do?
- Your Feedback Matters
Body:
Hi {{ first_name|default:’there’ }},
Thank you so much for choosing [Business Name}!
For products: We hope you’re loving your [insert product they purchased].
For services: We hope you had a great experience with us.
Your feedback means the world to us. It helps us grow, improve, and continue doing what we love. If you have a moment, leaving a quick review would mean so much. It only takes a minute, but it makes a big difference.
[Link to Google/Yelp review page]
If anything didn’t go as expected, we’d love the chance to make it right. Just reply to this email, and we’ll get right on it!
Thanks for being part of our story!
[Your Name]
[Business Name]
Pro Tip: Re-Write These Email Triggers in Your Brand Voice
Remember when we said AI has your back? This is where you’ll want to tag in your ChatGPT buddy for an assist. Just because these are pre-written, doesn’t mean you have to lose your personal touch. Use AI to quickly and easily edit these templates in your brand voice.
And GreenCup has your back for this, too. Use our prompt to paste into ChatGPT with each of the above templates.
ChatGPT prompt:
I’m creating auto-reply emails for my business. Please rewrite the email below using my brand voice and tone.
Brand Voice:
[Insert description of your brand voice—e.g., friendly, professional, warm, conversational, witty, etc.] (Optional: upload your brand guide)
Instructions:
Make it feel personal, like I’m speaking directly to my customers.
Use a [friendly/warm/heartfelt] tone.
Keep it clear and genuine.
Maintain any necessary business info, but prioritize connection.
Original Email Template:
[Insert our copy/pasted email template here]
AI can never replace you, but it can help you work more efficiently. Always double-check the email before you use it. You can add emojis where appropriate, if that fits for your brand.
Interested in learning more about using ChatGPT? Check out our blog here.
Save Time. Win Every Interaction.
Finding a balance between automations, AI and your own personal touch is the key to staying ahead of the curve in email marketing. By pre-writing emails in your brand voice and setting up triggers you can connect with your customers and scale your business effortlessly. Give yourself the gift of more time in the day, less stress, and the confidence that every customer interaction creates growth.
Not hitting your KPIs?
If you’re falling short of your targets, email automation alone may not be enough. Take our 30-second quiz to uncover where your marketing strategy is stalling. We’ll tell you what to do next to drive real growth.
