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Sales email templates are used when sending one-to-one emails. For bulk emails, learn how to save marketing email templates.

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🥇 Best Practices

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Proofread AI Generated Content

  • Proofread and customize AI-generated content to ensure accuracy and alignment with your brand’s voice and style.

  • Balance AI-generated content with personal touches to make your emails more engaging.

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📄 Step-by-Step Instructions for Creating and Managing Templates

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Expand
titleCreate and Send HubSpot Sales Templates

HubSpot’s email templates save time by allowing college outreach teams to reuse and personalize standardized content for effective communication with prospective students. Here’s how to access, create, and send emails using templates in HubSpot.

Accessing the Email Tool in the Prospecting Workspace

  • Navigation: Go to Workspaces > Prospecting. On the Summary page, select Start X tasks due today (this number adjusts based on your tasks).

  • Creating an Email: When an email task appears, select Create an email to open the email composition window.

Using Templates for Efficient Emailing

  • Applying Templates:

    • Click Templates at the top of the email window to access pre-made email structures, including subject lines and email bodies tailored for common outreach scenarios (e.g., event follow-ups, application reminders).

    • Select a template from the list, and HubSpot will automatically populate the email with placeholder tokens (like [STUDENT NAME]) for quick personalization.

  • Creating New Templates:

    • Go to Library > Templates > New Template > From Scratch to create a new template. Set a name and short subject line (45 characters or less), then enter and format your email content, adding links, images, and personalization as needed.

    • Save your template once completed.

  • Template Access and Limits:

    • Free Usage: Users can create and edit up to 3 templates.

    • Paid Usage: Sales/Service Hub Professional, Enterprise, or Starter accounts allow unlimited template creation and editing for users with assigned seats.

  • Documents: Use Documents to attach commonly used materials like program brochures or FAQs, which are sent as links for easy access.

  • Meetings: Use the Meetings dropdown to insert proposed meeting times or a scheduling link, enabling prospective students to book an appointment directly.

  • Quotes (Optional): Attach tuition estimates or cost breakdowns via the Quotes option, if relevant.

4. Sending the Email

  • Send Options:

    • Click Send to send immediately, or use the dropdown to Send later. Options include “best time within 24 hours,” “best time this week,” “tomorrow,” or a custom time.

  • Follow-up Task:

    • Check the box to create a follow-up task within a set number of days to monitor responses or next steps.

Tracking and Managing Engagement

  • Email Tracking: HubSpot tracks all emails, notifying you when emails are opened or clicked so you can prioritize follow-ups based on student engagement.

  • Real-time Notifications: Receive instant alerts for email opens or clicks, helping you follow up with engaged students at the right time.

Additional Tips for Template Creation & Management

  • Template Dashboard: From the top right of the templates dashboard, you can view the total number of templates created in your account.

  • Deleting Templates: To delete a template, go to Library > Templates, select the template(s), and delete. Note: Only creators or super admins can delete private templates.

  • Placeholder Tokens: Use tokens (instead of curly brackets) to ensure seamless email rendering.

  • Using the HubSpot Sales Extension: Create templates directly in Gmail with the Chrome extension, adding convenience for teams using Gmail.Leveraging HubSpot’s

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Expand
titleUsing AI Assistant
with Sales Emails

Use HubSpot’s AI assistant to generate initial template drafts, saving time and adding customization opportunities for personalized outreach.

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Setting Up HubSpot’s AI Assistant in Gmail and the Mobile App

  • Get Started:

    • Install the HubSpot Sales Chrome extension for Gmail or use the HubSpot mobile app on iOS.

    • Access resources in HubSpot’s knowledge base if you need help with setup.

  • Creating an Email in Gmail:

    • When you start composing an email in Gmail, select Write an email for me to open the AI assistant.

    • Enter Email Details: Fill out the prompts with details about the email you’re sending:

      • Email Type: Choose from options like Introduction email, Cold outreach email, or Follow-up email.

      • What are you selling?: Describe your college program or service.

      • Who are you selling to?: Briefly describe the student profile or prospective student segment.

      • What do you want to communicate?: Provide a summary of the email’s content.

      • Tone: Select one or more options, such as Professional, Helpful, Witty, Formal, or Optimistic.

  • Generate and Insert Content:

    • Click Generate to create the email content. You can Generate more if the first version doesn’t fit, or Insert content to add the AI-generated text into your email.

Generating and Customizing Content in HubSpot

  • Where to Use AI Content Generation:

    • AI generation is available in pages, blog posts, knowledge base articles, emails, and CTAs within HubSpot.

    • Highlight existing text in these areas to transform it with options like Rewrite, Expand, Shorten, or Change Tone (e.g., Friendly, Professional, Witty).

  • Creating New Content:

    • In the editor, type / to access commands like Generate Heading, Generate Paragraph, or Generate Image.

    • Enter specific prompts to guide Copilot in generating content that’s relevant to your audience.

Customizing Titles, Meta Descriptions, and Social Posts

  • Titles and Meta Descriptions:

    • In blog posts or pages, click Settings > General to access Title and Meta Description fields. Use the AI icon to generate options based on a brief description.

    • For additional options, click Refresh up to five times.

  • Social Posts from Blog Content:

    • After creating a blog post, you can use Copilot to generate social media posts that summarize or promote the content.

    • In the Publish dropdown, select Social and enter a prompt for Copilot to generate a tailored post.

Generating and Managing Sales Emails with AI

  • Sales Email Generation:

    • For one-to-one emails in the HubSpot Sales Chrome extension or mobile app, enter details about your service, audience, and messaging to generate a professional email.

    • Generate Summaries: On the HubSpot mobile app, you can generate summaries for email threads, providing a quick overview of conversation history for easy follow-up.

  • Best Practices:

    • Proofread and customize AI-generated content to ensure accuracy and alignment with your brand’s voice and style.

    • Balance AI-generated content with personal touches to make your emails more engaging.

With HubSpot’s AI assistant, co

ChatGPT can make mistakes. Check important info.

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For additional instructions on creating and managing Templates, view all HubSpot Templates articles.