Templates and personalisation

A template is a reusable message — email, LinkedIn, SMS or WhatsApp — with placeholders that fill in per person. Workflows send templates, so this is where the words in your outreach actually live.

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Create one

Go to Templates and create one. Give it a name that says what it is for, not what it says — “First touch, hiring signal” beats “Email 1”.

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Personalise with merge fields

Insert a placeholder and it is replaced per recipient when the message sends — their first name, company, job title, and any custom field you have added.

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Always set a fallback

This is the part people skip and regret. A merge field with no value produces an empty gap. “Hi , I saw that is hiring” is worse than no email at all, and it tells the reader precisely how automated your outreach is. Set a fallback on every field: there for a first name, your team for a company.

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Personalisation that is worth the name

A first name is not personalisation; every tool does it and every buyer knows. What earns a reply is a reason you are writing now:

• The signal that surfaced them — the role they are hiring, the funding they raised, the tool they adopted
• Something specific to their company that you could not have said to anyone else

This is why signal-driven outreach outperforms a static list. The signal is the opening line.

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Keep it short

Cold email is read on a phone, in a preview pane, in about three seconds. If it does not fit on one screen it does not get read. One idea, one question, one link at most.

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Write a subject line that is not a headline

Lowercase, short, and something a colleague might plausibly send. Anything that reads like marketing gets treated as marketing.

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Test before you scale

Add yourself as a lead and run the workflow. Read what arrives on a phone, not just a desktop. Check every merge field, the signature, and that links work.