How to Create an Email Template

How to Create an Email Template

Email templates let you write a message once and reuse it whenever you need to send the same type of email — follow-ups, introductions, meeting confirmations, or payment reminders. Templates can include placeholders that auto-fill with contact details.

Creating a Template

1. Go to Settings > Email Templates
2. Click New Template
3. Fill in the template details:
   • Template Name — A descriptive name for internal use (e.g., “Follow-up after demo”)
   • Subject Line — The email subject. You can use placeholders here too.
   • Body — Write your email content using the rich text editor
4. Click Save

Using Placeholders

Placeholders are dynamic fields that get replaced with actual data when you send the email. Wrap them in double curly braces:

• {{contact.name}} — The recipient’s full name
• {{contact.first_name}} — Just the first name
• {{company.name}} — Their company name
• {{opportunity.name}} — The related deal name
• {{user.name}} — Your name (the sender)

Example template:

Subject: Following up on our conversation, {{contact.first_name}}

Hi {{contact.first_name}},

Thank you for taking the time to discuss {{opportunity.name}} with us yesterday. I wanted to follow up on the points we covered…

Using a Template When Sending Email

1. Open a contact, company, or deal record
2. Click Send Email
3. In the email composer, click the Templates button
4. Select your template from the list
5. The subject and body are filled in, with placeholders replaced by actual values
6. Edit the message if needed, then click Send

Organizing Templates

As your template library grows, keep it manageable:

• Use clear names — “Follow-up after demo” is better than “Template 3”
• Group by purpose — Sales follow-ups, onboarding, payment reminders
• Review regularly — Update templates when your messaging changes

Next Steps

• Send Automated Email
• Configure Email Notifications
• Create a Follow-Up Sequence