With templates, you can save repetitive email content as an email template. Before sending a template, you can personalize and tailor the content to your recipients.
You can access sales templates from the CRM or when sending an email from your inbox.
Sales email templates are used when sending one-to-one emails.
Please note: Users with Templates permissions have the ability to create, edit, and delete templates. For free users, access is limited to the first five templates created in the account. In cases where a free user is added to an account with more than five templates, they can only view and use those initial five templates. If no templates exist in the account, a free user can create a maximum of five templates.
The total number of templates created in your account can be viewed in the top right corner of the templates dashboard. For more details on these limits, refer to HubSpot's Product & Services catalog.
Create a template
You have the option to create a template directly in your HubSpot account, or if you prefer, you can also create templates using the HubSpot Sales Chrome extension right within your Gmail inbox.
- In HubSpot, navigate to Conversations > Templates.
- Click New template, select From scratch.
- Enter a name and subject for your template.
Please note: To make sure your recipients can easily read the entire subject line, it's best to keep it under 45 characters. There is a limit of 256 characters for template subject lines.
To maintain privacy, select the Private option from the Shared with everyone dropdown menu when creating a template. You can also manage who has access to the template on the templates dashboard.
- To add the template to a designated folder, just click on the dropdown menu labeled Select a folder.
- Enter the body of your email.
- Modify the text using the formatting options at the bottom of the editing window.
- Click the More dropdown menu to edit the font style and size, or edit the text alignment,
- To add hyperlinked text, click the link icon link.
- Click the image icon to insert an image.
- To include personalization tokens in your email template, click the Personalization dropdown menu.
- To insert a snippet, sales document, meeting link, or video, click the Insert dropdown menu.
Please note: When creating templates, it is important to include text to ensure successful attachment to your emails in HubSpot or your email client. Avoid using templates with only images, as they may not attach properly. Additionally, refrain from copying and pasting content from other text editors, as this can lead to formatting issues in the HubSpot template editor. If you do need to paste content, make sure to paste only the text itself without any previous styling applied.
- When you've finished, click Save template.
You have the option to send template emails directly from the CRM or your email inbox using the sales extension, as well as add template emails to your sequences for streamlined communication.
Please note: Using curly brackets in templates may lead to problems with HubSpot's template rendering service. To avoid issues, consider using a placeholder token instead. This allows users to fill in the missing information before sending the email, ensuring a seamless and error-free communication process.
Send a template
After creating your email template, you can use it to send emails from the CRM.
- Navigate to your records:
- Contacts: In your HubSpot account, navigate to Contacts > Contacts.
- Companies: In your HubSpot account, navigate to Contacts > Companies.
- Deals: In your HubSpot account, navigate to Sales > Deals.
- Tickets: In your HubSpot account, navigate to Service > Tickets.
- Click the name of a record
- In the left panel, click the Email icon email.
- In the pop-up box, click Templates.
- In the dialog box, hover over the template you want to send and click Select.
- Customize the content, then click Send. If you used any placeholder tokens in the template, update the placeholder text before sending.
- The email will be tracked automatically, and the information will be added to your template report data.
Important note: If you choose to utilize HubSpot's sales email templates and connect your email to HubSpot, please be aware that HubSpot will analyze the content of your sent emails to suggest potential templates for other users within your HubSpot account.
Delete templates
- In HubSpot, navigate to Conversations > Templates.
- To delete an individual template, hover over the template, click Actions, then select Delete. To delete multiple templates, select the checkboxes next to the templates you want to delete, then click Delete at the top of the table.
- In the dialog box, click Delete template(s).
Please note: Only the user who created private templates or a super admin with a paid seat has the authority to delete them.