Managing Email Templates

Email templates are one of the most powerful weapons in your sales toolbox. They help increase the bar for quality and consistency of the emails being sent to prospects, while simultaneously lowering the bar for effort and creativity required to generate and send the emails so that anyone can easily send out timely, well written follow up emails. 

You can also create and send SMS templates in the same way by activating the Inbound Phone Numbers feature. Read this article for details on activating that feature.

Identifying Email Templates

Start with your most common and repetitive emails and work your way down. The more common the email the bigger the opportunity to optimize it and yield big results. For example:

  • Introduction Email
  • First Follow up
  • Second Follow up
  • Meeting Confirmation
  • Post Meeting Email

Some emails simply involve less personalization than others and are ripe targets for using as templates because of the ease with which the templates can be used and adapted.

Creating Templates

STEP 1: Create The Template

Click on the Email Templates link under Settings.

Click the button that says "Create Template"

STEP 2: Name The Template

Write a name for this template (this will not be visible to leads). By default, your template will be called "New Email Template".

The name will appear in the template list on the templates page as well as the drop down selector when you are composing a new email.

STEP 3: Draft The Template

Let's draft an introduction email. We will use a standard reply to LeadSimple demo requests as an example.

Don't include an email signature here. Each user's signature is added before they send an email.

STEP 4: Insert Merge Tags

Merge tags serve as a placeholder that will automatically insert specific information from the lead record.

For example, including the {{ first_name }} merge tag will insert the leads first name when you send the template.

You can insert a merge tag by clicking the green tag icon which will open a list of options. Simply select the one you want and it will be inserted at the position of your cursor.

LeadSimple supports several merge tags.

  • First Name
  • Last Name
  • Secondary Name
  • Property Street
  • Property City
  • Property State
  • Property Zip Code
  • Assignee Name
  • Assignee Phone
  • Your Company Name

There may be times you want to include personal information that we don't provide merge tags for. In those instances, you can bold those parts of the message as a reminder to fill them in each time you send out the template.

You can give a default value for a merge tag, like this:

Hi ##{{first_name | there}},

If the first_name field on a particular lead is blank, then "there" will be used instead. So, if the lead has a name, this tag will be filled like this:

Hi John,

But if the lead does not have a first name, the default value will be used:

Hi there,

STEP 5: Add Attachments

To add an attachment, click on the "Upload File" button at the bottom of the email template. This will open a file finder from which you can select a file.

Once the attachment is uploaded it will appear in a list at the bottom of the template editor.

Attachments can be removed by clicking the trash icon on the right.

File size limit of 10mb for uploads. It accepts common document and image formats.

Sending Email Templates

Send An Email Template From Scratch

Go to a specific lead record and click on the Send Email button then click on the + Email Template button.

The select the email template you want to insert.

After the email template is inserted you can edit it as needed before sending.

Send a Template Email Associated With a Task

When you schedule a task for the future, you can associate an email template with it.

Select the template you want to attach.

Once the template is attached, you can automatically insert the template by clicking on compose within the task.

Once the email is sent out, the task will auto complete.

Sent a Template Email Automatically

Once you've attached an email template to an email task, you can set that email to go out automatically. This will also auto-complete the task.

You can also have an email template sent out automatically as a part of a workflow as well. Read more about that here.

Got more questions? Call (888) 626-3259 or email, or start a chat session right now.

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