3 Smart Strategies to Apply When Using Email Templates for Teams

Not all emails are created equal – especially when it comes to team selling. While some team members have an innate ability to sweep prospects right off their feet, others may have to go the extra mile to grab a client’s attention.

This is a recurring problem many sales team members are faced with, often leading to low response rates from prospects. But this can be solved with a simple solution: email templates for teams.

Some salespeople are naturals at crafting emails that shout “respond to me” to prospects at first sight. Whether it’s an email subject line or the way an introduction is composed, they can get leads to click open their email and complete any call-to-action they want. Wouldn’t it be great if they could show exactly what works for them by sharing an email template with the rest of their sales team? Think about the productivity boost and time saved writing pitches!

If you’ve been using ContactMonkey’s email template feature, then you know how ridiculously simple it is to create email templates for teams and share them directly from your inbox.

Don’t have any experience with email templates? We’ve got your back. Here are three best practices to keep in mind when building out email templates for your sales team.

1. Own Your Messaging When Building Email Templates for Teams

Did you know, prospects only open 24% of sales emails? That’s probably because they are constantly blasted with emails from people trying to sell them anything and everything, all day long. So how do you stand out from the rest of the crowd? Through your messaging!

The key to messaging is consistency, which is often overlooked by many salespeople during their sales pitch. Consistency also contributes to  a flawless customer experience. When creating an email template, think about the tone you want to use, and apply this voice consistently throughout the messaging. It’s also important to consider how you want to position your product, and what kind of value propositions you want to identify. Make sure that you are consistent regarding what you have to offer to the client at each stage of the sales cycle, and how they can benefit from what you’re selling. Be specific, and don’t leave out any details relevant to the client.

Let’s say you sell vegan snacks to environmentally conscious customers. You mention that you sell vegan snacks in your first email but fail to mention that they are organic as well. In your second email, you pose your products as organic and vegan. That just confused your customers and shows that you don’t have a concrete value proposition set. Here’s a great guide that can really help in how to approach prospects in different stages of the buying cycle.  

From the email subject line to the call-to-action at the end of your email, make sure there is consistency in your messaging so your prospects know exactly what action to take.

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2. Test, Trial, and Update

We’ll let you in on a secret – there’s no such thing as an ideal email template. Yup, you read that right.

If you have any experience with email templates, you’ll notice what might work for your sales team one month, may not work the following months. There are loads of factors that come into play – competition, industry changes, product updates, etc. There’s also a chance that you have to upsell existing clients, so you want to make sure that you are using a different email than the original one used to win them over.

With tools such as email tracking for sales, you can use analytics and data to see which emails have the highest click-through rates and which emails are not performing well. Take the least performing email template and start making tweaks in the body and subject line to test out different options. To make sure that email templates for teams remain relevant and useful, make a habit of tweaking existing templates after a couple of months to test out which version yields the most response. After trialing with a couple of different versions, analyze which email performed the best by audience, and make the necessary changes and updates. If there’s one thing we value here at at ContactMonkey, it’s that there is always room for improvement!


3. Don’t Be Afraid to Use Emotion

Most sales pitches are long, boring, and conventional. Do you really expect prospects to respond to them?

Instead of going the traditional route, try adding emotion into email templates for teams, and really connect with your audience. By showing emotions such as humour in the earlier stages of your sales cycle, you are more likely to build rapport with prospects by showing them your human side, making you more relatable, and let’s be honest – more tolerable from the prospects point-of-view!  

While levity in a sales email might prove useful, it may not always be the most appropriate emotion to display. If you are finding it difficult to be funny or quirky in your messaging, then it’s probably best to stay away from humour. Instead, think of applying other emotions into the template such as excitement or a surprise element. Have a read at this Buffer blog that does a great job at diving deep into the science behind emotions in messaging.


You only need a few seconds to really sell to a prospect, so why not make the most out of their time? By applying best practices when building email templates for teams, you’re likely to create a template for you and your team that works at getting your prospects interested in what you have to say.

Can’t wait to try out email templates for your sales team? Download ContactMonkey for free today and experience selling with optimal success.

Still not sure if email templates might be the thing that your team is missing ? Here are more reasons to try email templates when working in sales!

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