Connect with Leads: Make Use of Your Sales Email Templates

Published on March 13, 2020
4 min read
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4 min read

Marketing teams are often faced with the challenge of boosting customer engagement rates and getting high sales conversion. This even becomes more difficult when the company is still small and the team is allocated with a small budget. A small budget means fewer members of the team and not a long of things could be done. A small budget could also mean less technology to get things done fast. But recently, these have been addressed by CRM software companies. These companies often target small companies by offering efficiency– something that technology can help businesses achieve. Even with a small budget and even with a few team members, CRM software can help marketing teams reach out to potential and existing customers and encourage purchase behaviors to increase and reach the sales needed for the business to grow.

CRM software is often equipped with tools to shorten the amount of time needed to accomplish tasks. Sending an email to leads, prospects, and customers, for example, can be done using templates so marketing teams will not have to spend time drafting an e-mail for each occasion. These sales email templates can be used to connect with your leads and convert them into paying customers. But to those who are unfamiliar with the entire CRM technology, let us ask a few questions first before heading there.

Guide Points:

  1. What is CRM?
  2. What are Sales Email Templates?
  3. Example of Sales Email Templates
  4. General Email Marketing Strategy

What is CRM?

Customer Relationship Management or CRM is an approach to managing potential and existing customer relationships with the goal of improving customer retention and boosting sales. 

The aim of the CRM software is to speed up the process of converting sales leads to prospects to paying customers. This is the general CRM strategy. 

Prospects are those “leads” that expressed an interest over your product or service. Once you are able to win them over, which leads to their first purchase, they become your customers. The software is not just concerned with how quickly all of these should happen– it also increases the success of your sales conversion through the data the software gathered from y.our interactions with the customer

What are Sales Email Templates?

Sales Email Templates are pre-done, pre-crafted email prepared by CRM technologies that adjust to the customer information of the recipient to achieve a personalized impression of the message.

Most software developed for CRM purposes allow for email marketing campaigns. These campaigns aim for the target audience to be exposed to what the company does and how they can further contribute to their lives. Through email, companies can continue to engage their potential and existing customers, sending them promotional materials to encourage purchase behavior.

Example of Sales Email Templates

1. Reaching out to prospects

Hi [prospect name]

I’ll keep this short and straightforward.

As a [job title] at [company], I want to help people like you to [achieve X]. I want to specifically help your company, [prospect company], because we’ve helped a lot of companies in [X space] with [business area].

I’d like to schedule a 15-minute call to discuss your strategy for Y — what potential you see, what challenges you, and how you plan to adjust to future challenges? Your inputs will leave constructive feedback to [business area] even if you decide not to continue the conversation after our call.


[Your name]

2. Payment Success

Hi [first name]


Thank you for your transaction. We have successfully received your payment.

Amount: {{amount}}

Workspace: {{workspace}}

Transaction date: {{transaction_date}}

Plan type: {{plan}}

Card number: {{card_type}} {{card_number}}

Card holder’s name: {{card_holder}}

Invoice Number: {{invoice_id}}

[Insert Invoice Button]

3. Resubscription Newsletter

Thank you for re-subscribing!

Dear [first name],

Your re-subscription has been confirmed. You have been added back to our newsletter list. To manage your mailing preferences, click here.

You can also follow us on Social Media.

[insert multiple social media logos and links]

4. Membership

We are excited to work with you!

Dear [first name],

We are privileged to have you on board as one of our valued clients.

We are honored to be working with a respectable client like you. We value our reputation when it comes to providing high-class digital solutions to our customers. You can set your expectations based on high standards and expect us to deliver quality results–because that is what WE DO. We will provide you with the leverage that you need when it comes to digital transformation.

Experience the digital future with [insert company]. Your investment in [insert company] is an investment to success!

5. General Inquiry

Thank you for sending your inquiry!

Dear [first name],

Thank you for sending us your inquiry.

Our team will contact you as soon as possible to answer your queries. To know more information about [insert company], you can visit our website at [insert link to website].

[insert useful link 1]

[insert useful link 2]

6. Free Trial Inquiry

Dear [first name],

Thank you for sending us your inquiry.

Our team will contact you as soon as possible to answer your queries. To know more information about our [insert product], you can visit our website.

[insert About Us link to your website]

So these are the examples of the templates that you can use with your CRM. Remember, your CRM may be able to automate the sending of these emails based on the trigger– whatever action your leads and customers did on your website or your app. This tremendously reduces the amount of time and effort needed to reach out to your potential and existing customers. This helps marketing teams a lot to redirect their focus and energy on more important things, other than the mechanical sending of emails.

Speaking of email. Do you have an email marketing strategy prepared? Check these guidelines out!

General Email Marketing Strategy

1. Craft a subject line and preview text that your target readers won’t be able to resist\

Ever read a subject line so punchy you just had to click on it and see what the email is about? The art of creating irresistible subject lines and preview texts requires a lot of creativity – and careful assessment to check whether something is working or not.

Examples of good subject lines:

Free *insert item* Alert!

*Don’t Open This E-mail!*

Hot Freebie Alert! Giveaways You Can Get This Week!

This is the Best *Insert Subject* You’ll Ever See

2. Personalize Your E-mail and Make a Segmented E-mail List

To improve your CTR, put a personal touch in your message and personalize your email. You can start off by just putting in the name of the recipient. To further personalize your email, you can even customize the CTA button according to the buyer persona of the recipient.

You can engage them according to their age, gender, job title, and other relevant information about your recipients like location and interests. For example, if the customer is still a student, get a CTA button that is relevant to a student’s needs. If a customer is a professional, say an engineer, get a CTA button that engineers would be enticed to click.

3. Include interactive content in your e-mail

Capturing the attention of your recipient within the first eight seconds is crucial. With the exposure to millions of information every day, it comes as no surprise that the average customer attention span only lasts until 8 seconds.

To get your recipients’ attention and ensure it will last, make your content interactive. Include Infographics, videos, surveys, polls, quizzes, calculators, and images so you can sustain your readers’ attention until they reach your CTA button.


Connecting with your leads do not have to take a massive amount of effort and resources. Use the right tools and automate these transactions while making them sound personalized. Get the best of both worlds using CRM technology.

March 18, 2020