Master Inbox
Inbox & Conversations

Create an Email Template

What you'll learn

In this guide, you'll learn how to create and organize email templates, insert them while replying, personalize them for context, and use them effectively without sounding robotic.

How to Use Email Templates While Replying

Email templates help you reply faster, consistently, and without rewriting the same messages again and again.

Common Use Cases

  • Partnership replies

  • Lead qualification

  • Follow-ups

  • Client responses

When to Use Templates

  • You reply to similar questions repeatedly

  • You want consistent messaging across the team

  • Speed matters — hot leads, partnerships, client replies

Steps

  1. Click on the message you want to reply to from the inbox.

    Inbox view showing message selection

  2. Open the reply editor by clicking the Reply button inside the message view.

    Reply button in message view

  3. Click the Insert Reply Template icon at the bottom-right of the reply box

    or simply type # to open template options.

    Insert Reply Template icon and hashtag shortcut

  4. To create the new template first click Add Category then name the category based on use case (e.g. Inbound Queries, Partnerships, Pricing, Client Updates).

    Add Category button for template organization

  5. Add a clear, short template name (similar to a subject line), for example:

    • Short demo nudge

    • Let's book a demo

    • Thanks for reaching out

    • Partnership follow-up

    This helps teammates quickly choose the right reply.

  6. Add the email content you want to reuse.

    Optional:

    • Add CC / BCC addresses if needed

    • Use placeholders for personalization (name, company, context)

    Email template content editor

  7. Once saved, the template becomes available to everyone with access. Also, you can anytime edit the category, template name and message by simply clicking on the text.

  8. To insert a template; Click Insert Reply Template, or type # in the reply box and select the template. The content will be inserted automatically.

    Selecting and inserting a template

  9. You can always:

    • Edit the text

    • Add personalization

    • Adjust tone based on context

    Editing template before sending

  10. Click Send once you're happy with the reply.

You can edit the category name, template name, and message content at any time by simply clicking on the text. Templates are never locked

Personalizing Templates

Templates are starting points — not finished messages. Before sending, you can always:

  • Edit the body text

  • Add prospect-specific context

  • Adjust tone based on the conversation

Best Practices

Do This

  • Keep templates short and flexible

  • Use placeholders where names or context vary

  • Review every template before sending — especially for clients

  • Name templates clearly so teammates pick the right one fast

Avoid This

  • Over-personalizing inside the template itself

  • Sending without reviewing

  • Using the same template for very different reply scenarios

What Templates Cant Do

Templates don't auto-send replies, don't replace human judgment, and don't lock you into fixed messaging. They simply help you reply faster — a human still reviews and sends every message.

Once saved, your template is instantly available to the whole team. No rewriting from scratch.

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