Templates & Personalization
Templates help you create consistent, professional emails faster. Use personalization variables to customize content for each recipient, reusable snippets for common blocks, and the AI assistant to generate compelling copy.
Email Templates
What Is a Template?
A template is a reusable email design that you can use across campaigns and newsletters. Templates save time and ensure consistent branding in all your communications.
Creating Templates
- Go to Templates → Create Template.
- Enter a name and optional category for organization.
- Design your email using the visual editor.
- Add personalization variables where needed.
- Save the template for reuse.
Template Types
- Marketing: Newsletters, announcements, promotions
- Transactional: Welcome emails, receipts, notifications
- Sales: Outreach, follow-ups, proposals
- Internal: Team updates, notifications
Personalization Variables
Variables are placeholders that get replaced with actual contact data when the email is sent. They make each email feel personal and relevant.
Standard Variables
| Variable | Description |
|---|---|
{{firstName}} | Contact's first name |
{{lastName}} | Contact's last name |
{{email}} | Contact's email address |
{{company}} | Company name |
{{phone}} | Phone number |
{{unsubscribeLink}} | Unsubscribe URL (auto-added) |
Custom Field Variables
Access any custom field you've created:
{{custom.industry}}- Custom text field{{custom.plan_type}}- Custom select field{{custom.signup_date}}- Custom date field
Fallback Values
Provide a fallback when a variable is empty:
{{firstName|there}} → "John" or "there"{{company|your company}} → "Acme Inc" or "your company"Preview Variables
Use the "Preview" button to see how variables will render for a specific contact. This helps catch issues before sending.
Snippets
Snippets are reusable content blocks that you can insert into any email. Keep common elements consistent and update them in one place.
Common Snippet Types
- Signatures: Professional email signatures with contact info
- CTAs: Call-to-action buttons with consistent styling
- Footers: Company info, social links, disclaimers
- Introductions: Standard opening paragraphs
- Social proof: Testimonials, logos, stats
Creating Snippets
- Go to Templates → Snippets → Create Snippet.
- Name your snippet (e.g., "email-signature").
- Design the content in the editor.
- Save and use in emails with the snippet selector.
AI Writing Assistant
Use AI to generate email content, subject lines, and improve your copy. The assistant understands context and can write in different tones.
What AI Can Help With
- Subject lines: Generate multiple options to test
- Email body: Write complete emails from prompts
- Rewrite: Improve existing copy for clarity or tone
- Expand: Turn bullet points into full paragraphs
- Shorten: Make content more concise
Using the AI Assistant
- Click the sparkle icon in the editor toolbar.
- Describe what you want to write or improve.
- Choose tone: professional, casual, friendly, urgent, etc.
- Review the generated content.
- Insert, edit, or regenerate as needed.
Example Prompts
- "Write a sales outreach email introducing our project management tool"
- "Generate 5 subject lines for a product launch announcement"
- "Rewrite this email to be more friendly and conversational"
- "Create a follow-up email for prospects who didn't respond"
Email Editor
Editor Features
- Rich text: Bold, italic, underline, headings
- Links: Add links with custom text and tracking
- Images: Upload or link images (optimize for email)
- Buttons: CTA buttons with custom colors
- Dividers: Visual separators between sections
- HTML mode: Direct HTML editing for advanced users
Formatting Tips
- Keep paragraphs short (2-3 sentences max)
- Use bullet points for lists
- Include white space for readability
- Limit to one primary CTA per email
- Test on mobile before sending
Best Practices
Subject Lines
- Keep under 60 characters (50 ideal for mobile)
- Front-load important words
- Personalize when possible
- Avoid ALL CAPS and excessive punctuation!!!
- A/B test different approaches
Email Content
- Start with a compelling opening line
- Focus on reader benefits, not features
- Use "you" more than "we" or "I"
- Include social proof when relevant
- End with a clear call-to-action
Deliverability Tips
- Avoid spam trigger words (FREE, Act Now, Limited Time)
- Don't use excessive images or image-only emails
- Include plain text version
- Always include unsubscribe link
- Use a recognizable sender name