10 Email Templates For PR and Marketing Teams
In a competitive PR and marketing industry, speed of communication is often the name of the game!
Give your business the edge with reusable Trello email templates so that your team can move faster, stay organized, and collaborate more effectively. This article will help you to:
Discover Email Templates: We share our 10 top Trello email templates for PR outreach and marketing communications, to help spark ideas for your own emails.
Integrate Email Templates into Your Workflow: Customize your email templates with variables, learn how to use AI to match your brand tone of voice, and incorporate them into your PR processes.
Enhance Transparency and Collaboration: Standardized communication with email templates promotes clarity and consistency, and fosters a collaborative approach within your team.
❤️ We’ve set each email template up using Email for Trello’s standard variables. You can also create your own custom variables and use these in your email templates and Trello Saved Replies.
10 Trello Email Templates for PR and Marketing Teams
1. Press Release for Media Coverage
Subject: New press release from [Your Brand] Dear {%contactFirstname%}, Exciting news from [your brand]! We've just launched a new [description of your product, service or event]. As your publication is also in the [your brand niche] space, we thought it would be a great fit for your readers. Please find the press release here [link], including: - full launch details - high-quality images for publication - answers to FAQs If you need any further information, please just let me know! Best, {%userFullname%}
2. Launch Announcement
Subject: New product from [Your Brand] Dear {%contactFirstname%}, We're proud to announce the launch of our new product, [description of your product], on [date]. Please see our online press release for more details: [link] Don't hestitate to reach out if you have any questions! Best, {%userFullname%}
3. Event Invitation
Subject: You're invited to [Your Event] Dear {%contactFirstname%}, Please join us for [description of your event, i.e.: our product launch party]! [Event Name] on [Date] at [Time] [Venue] RSVP to [contact email or phone] by [date]. We look forward to seeing you there. Best, {%userFullname%}
4. Influencer Outreach Email
Subject: Collaboration with [Your Brand Name] Hi {%contactFirstname%}, I'm {%userFullname%}, the [your role, i.e. marketing manager] at [your company]. We love your content! We've just launched a new [product description], which would be a great fit for your audience. I'd like to chat with you about a potential brand collaboration. Are you free for a call tomorrow? You can take a look at some of our previous collaborations here: [link] Best, {%userFullname%}
5. Sponsor Request
Subject: Sponsorship Collaboration with [Your Brand] Dear {%contactFirstname%}, We are excited to announce our upcoming [your event, i.e. networking evening, charity fundraiser] on [date]. This event aims to [goal of your event and why it matters i.e. build business networks in the local community, raise funds for a worthy cause]. Your support would be greatly appreciated, we can offer: - [list your offering in return for sponsorship, i.e. promotional consideration, complimentary tickets, etc] We appreciate your consideration and look forward to partnering with you. Best, {%userFullname%}
6. Guest Post Pitch
Subject: Guest Post from [Your Brand] Hi {%contactFirstname%}, I'm {%userFullname%} from [your brand], a [type of brand] in the [your product] space. I'd love to pitch a [type of post i.e. blog, Instagram video] about [your topic] for your audience. You can see some samples of my previous work here: [link] I look forward to hearing from you! Best, {%userFullname%}
7. Follow-Up
Subject: Follow up on [i.e. your pitch, sponsor request] Dear {%contactFirstname%}, I hope you're well. I'm just reaching out to follow up on my last email about [short summary of previous email]. It would be great to chat further, if you're interested. You can find my availability at [call scheduling link]. Best, {%userFullname%}
8. Journalist Outreach
Subject: Story idea for [publication] Dear {%contactFirstname%}, I'm {%userFullname%} from [your company]. I've been enjoying your recent coverage of [specific topic] and would like to pitch a companion piece about [your topic idea] for your audience. Here's a quick overview of what I had in mind: - [one line description of your story idea] - [why your angle/product is a good fit] - [other relevant details, i.e. stats, experts you can quote] Let me know if you're interested and we can set up a time to chat. Best, {%userFullname%}
9. Interview Request
Subject: Interview request from [Your Brand] Dear {%contactFirstname%}, I'm {%userFullname%} from [your company]. We're working on a new [your project, i.e. feature publication, podcast episode] about [your topic]. As an expert in the field, we'd love to get your thoughts on [topic]. Please let me know if you'd be interested and we can set up a time to discuss further. Best, {%userFullname%}
10. Review Request Email
Subject: Review request from [Your Brand] Hi {%contactFirstname%}, I'm {%userFullname%} from [your brand]. Our team really enjoys your [describe their content, i.e. Instagram page, TikTok account, blog posts]. We've just launched a new [your product] that I think your audience would really like. Would you be willing to review it? [If relevant, include beneficial terms, i.e. offer free samples, additional products to run a giveaway.] Please let me know if you're interested. Thanks and best wishes, {%userFullname%}
Using ready-made email messages
Email templates for PR and marketing can be invaluable assets. While these templates provide a starting point, it's essential to tailor each saved reply to the specific issue or user to enhance their effectiveness. Authenticity and clarity make for successful PR interactions!
Customization is key to matching these templates with your brand's voice and language. Change them a little so they sound like your company. If your company is fun and friendly, your emails should be too!
Working better, together
Using Trello email templates helps your team work better together. When everyone uses the same kind of saved replies, it's easier to know what's going on with an opportunity, even if you weren't the one talking to them first.
Using Trello and Kanban – for email
Using Kanban for emails means you can easily track which media opportunities are pending, which ones are being discussed, and which have been confirmed. It's an efficient way to ensure everyone has an overview of the whole PR pipeline at a glance.
If you are considering implementing the Kanban approach for your PR pipeline, Trello is an excellent platform to facilitate it. Trello is a collaborative tool that organizes your projects into boards, providing a clear snapshot of who is working on what and where a task is in the workflow process.
It offers a visual representation of tasks as they move from 'to do' to 'doing' and finally to 'done'. By arranging emails and tasks on a Kanban-style board, you can foster an environment of transparency and efficiency, allowing you to track the progress of tasks in real-time.
Power Up with Email for Trello
The Email for Trello Power-Up by SendBoard transforms your Trello Kanban board into a Kanban-style PR and Marketing workflow by seamlessly integrating your shared email inbox with the Trello platform. This setup ensures that incoming emails convert into actionable tasks on your Trello board.
Ready to revolutionize your PR pipeline with the Kanban approach? Get started with Email for Trello →
