Use Gmail Templates for Instant Shipping Confirmations

What This Does

Gmail's Templates feature (formerly called Canned Responses) lets you save pre-written emails and insert them with two clicks. Combined with Smart Compose, this means your most common lab-to-dentist emails — shipping confirmations, case received acknowledgments, remake notices — take under 30 seconds to send.

Before You Start

• You use Gmail (personal or Google Workspace)
• You're logged in to Gmail on a desktop browser
• Time needed: 10 minutes to set up; 30 seconds per email after that
• Cost: Free

Steps

1. Enable Templates in Gmail

1. Click the gear icon (Settings) → "See all settings."
2. Click the "Advanced" tab.
3. Find "Templates" and select "Enable."
4. Scroll down and click "Save Changes."

2. Create your first template — Shipping Confirmation

1. Click "Compose" to open a new email.

2. Write the email you send most often. Example:

   Subject: Your case has shipped — [Case #] for [Dentist Name]

   Hi [Office name],

   Your case is on its way. Here are the details:

   • Case: [case type, tooth number]
   • Shipped via: FedEx
   • Tracking #: [number]
   • Expected arrival: [date]

   Let us know if you have any questions.

   [Your name], [Lab name]

3. Click the three dots (⋮) at the bottom of the compose window.

4. Select "Templates" → "Save draft as template" → "Save as new template."

5. Name it "Shipping Confirmation."

3. Use the template when shipping

1. Compose a new email.
2. Click the three dots (⋮) → "Templates" → Select "Shipping Confirmation."
3. The template fills the compose window.
4. Update the variable fields (tracking number, case details, dental office name).
5. Send.

4. Create templates for other frequent emails

Repeat for:

• "Case Received — We Got It" (acknowledgment when a case arrives)
• "Case Status Update" (for mid-production check-ins)
• "Remake Notice" (for flagging a remake with professional language)

Real Example

Scenario: You ship 10 cases today and need to notify each dental office.

Before templates: 10 emails × 3-4 minutes each = 30-40 minutes.

After templates: 10 emails × 30 seconds to fill in variables = 5 minutes.

What you type for each: Open template, replace [case type] with "crown #14," replace [tracking #] with the FedEx number, click send.

Tips

• Keep template text professional but warm — it represents your lab.
• Use [ ] brackets around every field you'll need to customize, so it's obvious what needs changing before you send.
• Once you have 4-5 templates, you'll cover 80% of your daily lab emails. Pair this with Smart Compose for the remaining 20%.

Tool interfaces change — if Templates has moved, search "canned responses" or "templates" in Gmail's Settings Advanced tab.