Email Templates
Create reusable email templates for faster, consistent communication
Email templates save time and ensure consistent messaging. Create templates for common scenarios and personalize them with dynamic fields.
Creating Templates
From Scratch
- Go to Settings > Email > Templates
- Click Create Template
- Design your template
- Save with a name and category
From a Sent Email
Turn any email into a template:
- Open a sent email
- Click Save as Template
- Edit and name
- Choose a category
Template Editor
The editor supports:
- Rich text formatting
- Images and logos
- Variable placeholders
- HTML editing (advanced)
Template Variables
Contact Variables
Insert contact information dynamically:
| Variable | Output |
|---|---|
{{contact.name}} | Full name |
{{contact.first_name}} | First name |
{{contact.last_name}} | Last name |
{{contact.email}} | Email address |
{{contact.company}} | Company name |
{{contact.title}} | Job title |
Record Variables
Pull data from linked records:
| Variable | Output |
|---|---|
{{record.name}} | Record title |
{{record.status}} | Status field |
{{record.owner}} | Assigned owner |
{{record.created}} | Creation date |
User Variables
Include your own information:
| Variable | Output |
|---|---|
{{user.name}} | Your full name |
{{user.email}} | Your email |
{{user.phone}} | Your phone |
{{user.title}} | Your job title |
{{user.signature}} | Your signature |
Conditional Variables
Show content conditionally:
{{#if contact.company}}
I noticed {{contact.company}} is expanding...
{{else}}
I noticed you're growing your team...
{{/if}}
Always test templates with different contact types to ensure variables handle missing data gracefully.
Template Categories
Organizing Templates
Group templates by category:
- Outreach - Initial contact emails
- Follow-up - After meetings or demos
- Sales - Proposals and quotes
- Support - Help and troubleshooting
- Internal - Team communication
Searching Templates
Find templates quickly:
- Search by name
- Filter by category
- Sort by recent use
Using Templates
Inserting a Template
When composing an email:
- Click Templates
- Browse or search
- Click to insert
- Edit as needed before sending
Template Preview
Preview before inserting:
- See formatted content
- Check variable placement
- Verify it's the right template
Editing After Insertion
Templates are a starting point:
- Personalize the greeting
- Add specific details
- Adjust for context
Sharing Templates
Team Templates
Share templates with your team:
- Open the template
- Click Sharing
- Select teams or users
- Set permissions (view/edit)
Template Permissions
| Permission | What they can do |
|---|---|
| View | Use the template |
| Edit | Modify and update |
| Manage | Delete and change sharing |
Template Best Practices
Keep It Personal
Even with templates, personalize:
- Reference specific details
- Add relevant context
- Avoid sounding automated
Maintain and Update
Review templates regularly:
- Update outdated information
- Improve based on response rates
- Remove unused templates
A/B Testing
Test different versions:
- Create variations
- Track which performs better
- Iterate based on results
Naming Conventions
Use clear, descriptive names:
- ✅ "Follow-up: Post-demo (Enterprise)"
- ✅ "Outreach: Cold email #1"
- ❌ "Template 1"
- ❌ "New template"
Template Examples
Introduction Email
Hi {{contact.first_name}},
I came across {{contact.company}} and was impressed by your work in [industry].
I'm reaching out because [value proposition].
Would you be open to a quick call this week to explore how we might help?
Best,
{{user.signature}}
Follow-Up Email
Hi {{contact.first_name}},
I wanted to follow up on our conversation about {{record.name}}.
As discussed, here are the next steps:
1. [Action item]
2. [Action item]
Let me know if you have any questions!
{{user.signature}}
Meeting Confirmation
Hi {{contact.first_name}},
Confirming our meeting on [Date] at [Time].
We'll be discussing:
- Topic 1
- Topic 2
Here's the meeting link: [Link]
Looking forward to speaking with you!
{{user.signature}}
Related: Sending Email | Connecting Mailboxes