Creating and Using HubSpot Email Templates [5 Example Templates]

Creating and using HubSpot’s email templates - found within the conversations tab - saves your team time and keeps messaging consistent during the sales process. These templates can be sent from your normal email application, out of HubSpot on a one-to-one basis, or within sequences if you have Sales Hub Pro. These provide your team with pre-drafted content while still being able to tweak for personalization. Let’s explore how to create and use these email templates, and a few examples. 

Creating Sales Email Templates in HubSpot

Building email templates is a helpful tool to consider when crafting an effective outbound sales playbook. HubSpot makes it simple and efficient to create sales email templates for one-to-one communication with clients. 

• To start, navigate to the Conversations tab at the top. There, you’ll select Templates. 

• In the top right corner of your screen, press the New Template button and select From Scratch.

• Then, add a name and subject for your email template. 

• This is when you start creating the body of your template! Here is where you can modify the text and style, add links and images, attach any documents, and include personalization by clicking on the Personalization dropdown. 

• When you’re finished, click Save Template. You now have a sales email template ready to customize!

5 Email Template Examples

Sales Outreach Following Form Submission

Your marketing team may have created an awesome piece of content and gated it, and it may even be getting tons of form submissions, but that is half the battle. A solid, fast, and actionable follow-up helps drive that new lead home. Try something that specifically references the content, addresses why you are reaching out, and gives them a link to click on.

Subject: [First Name] - Your [Gated Piece Name] Download Follow-Up

Hello [First Name],

Thanks for checking out our [Gated Piece Name]. I know our team put a lot of work into it, so we hope it proves to be valuable to you. I would love to grab a short call to talk more about your interest in [Gated Piece Topic]. Do you have time to chat?

Here is my calendar link: Book a Meeting

If those times don’t work, let me know and I can try and shift my calendar around.

Best,

[Sender’s Name]

Pricing Information

If you have gotten off a call with a potential customer who needs pricing information, you may not want to type it out every time. By turning pricing details into a template, you get the information out in a fast and consistent manner.

Subject: Call Notes & Pricing Details

Hello [First Name],

Thanks for taking the time to meet with me today and for going over your team’s needs. As promised, below you will find our ballpark pricing information. Please feel free to reach out with any questions.

• Option 1 - Price
• Option 2 - Price
• Option 3 - Price

[Insert contract and purchase details]

Would you like me to send over a contract for your signature? If you have any questions or concerns, here is my calendar link: Book a Meeting

Best,

[Sender’s Name]

No-Show Meeting Template

Every now and again, prospects do not show up to calls. If that is the case, reaching back out in a timely, yet respectful nature, is key to keeping that opportunity alive.

Subject: Our Call Today

Hello [First Name],

It looks like we may have missed one another on our call scheduled at [insert time]. I certainly want to make sure I continue to make myself available to you and your team. Is there a good time to reschedule?

Here is my calendar link: Book a Meeting

If those times don’t work, let me know and I can try and shift my calendar around.

Best,

[Sender’s Name]

Post-LinkedIn Connection

If your team leverages LinkedIn - especially LinkedIn Sales Navigator - for your prospecting efforts, having an email loaded post-connection is a great way to move your conversations into a more formal environment.

Subject: [First Name] - Thanks for the Connection

Hello [First Name],

Thanks for connecting with me on LinkedIn. I wanted to reach out in a more formal setting rather than your messages. 

[Insert Value Prop and Offer]. Do you have time this week or next to chat?

Here is my calendar link: Book a Meeting

If those times don’t work, let me know and I can try and shift my calendar around.

Best,

[Sender’s Name]

Asking for Referral

It can be hard to do at first, but you don’t get what you don’t ask for. A formal referral template can help you and your team look for opportunities within your existing networks without spending the time and energy crafting your message.

Subject: Anyone good connections?

Hello [First Name],

Since we have wrapped up our project, I thought it would be an appropriate time to ask for a small favor. Are there any connections in your network that would make for a good intro to me and the [Your Company Name] team?

Since things have been going smoothly, I thought it was worth asking if you have some colleagues who would benefit from our [Insert Services/Products]. Whether that be an email, LinkedIn message, or just passing my info along. Any ideas?

Thanks,

[Sender’s Name]

If you need assistance effectively crafting HubSpot email templates, turn to Concept, a certified HubSpot partner. With over a decade of experience, our Digital Marketing and Sales Development teams can help craft sales email templates guaranteed to impress your customers. Contact us today!