Email Templates

Create compelling email content by inputting your own copy or leveraging our AI Writer. Monitor and analyze performance over time to track the origin of your leads.

Email Templates

Check out all your templates easily in the email templates view. It provides a brief summary of key stats, making comparisons easy.

Use the search box at the top to find a specific template or filter your emails to see only initial or follow-up ones. For example, if you're testing two initial templates, filter to see only initial templates for a quick comparison.

Email Templates shows the following columns:

  1. Template Name The name you have given the template. Under this column, you'll be able to see your template's subject line, the template creator and the created date.

  2. Status Your email template can exist in one of two states: Published or Draft. - Published Status: This indicates that your template is ready for use in your campaign's message sequence. - Draft Status: If your template is in draft status, it's a work in progress, and you won't be able to use it until the status is changed to published.

  3. Stage If your email is in stage 1, it signifies that the prospect has only received the initial (first) email. Subsequent numbers correspond to your follow-up emails, depending on their order in your message sequence.

  4. Open Rate / Click Rate / Lead Rate The open/click/lead rate for the template, giving you a quick overview of its performance.

  5. Total Sent Total number of prospects engaged with this template.

  6. Last used The last date when the email was sent to prospects.

  7. Last Modified Shows the most recent date when any changes were made to the template.

  8. Actions - Edit (pencil icon) - Delete (trashcan icon)

Write email templates using AI Writer

Initial Template - AI Writer

Crafting compelling prospecting emails is no longer a challenge with our AI Writer!

To access the AI Writer tool, navigate to the Email Templates view. From there, you can either initiate a new template by clicking on the "New Template" button or simply edit your existing templates.

The AI Writer helps to streamline your template creation process, by using the auto-populated product/service information generated when creating up your organization. You also have the flexibility to customize details like Company Name and Website. You can even supplement the information by adding an extra URL to your website, enhancing the accuracy of your company details.

When you make any changes, just click "Search" to update and regenerate your product or service description, along with your unique selling points. Don't forget that you can fine-tune these details according to your preferences.

Moving on to Step 2, select your audience parameters, such as Company Size, Languages (UK, US), and Template Requirements (Template Goal, Tone). Once these criteria are set, simply click on "Generate" and the AI Writer will craft your template email based on your specifications.

You can add the email template to the Text Editor and then tweak it according to your preferences. Once you're happy with the generated template, you have the option to publish it and immediately integrate it into your campaigns. If you want to make changes to your email at a later time, you can choose to save the template as a draft without publishing it immediately.

Additionally, you can choose to edit the requirements or provide specific instructions to the AI Writer, such as a request to make the content shorter.

If the AI Writer includes the {{NAME DROP}} variable meant for client names or company titles, kindly replace it with actual client examples to personalize your emails.

Follow Up Template - AI Writer

Just like crafting an initial email, our AI Writer is here to assist you in creating compelling follow-up emails. To get started, select the "Follow Up" option (as illustrated in the screenshot below) and access the AI Writer menu. From there, begin by specifying your template requirements.

  1. Follow-Up Type:

    • Quick nudge reintroducing your company.

    • Request for a referral.

    • Final attempt to contact them.

  2. Choose Initial Email: Select the initial email that your follow-up email should reference.

  3. Template Goal: Define the action you want your prospects to take.

  4. Tone of Voice: Choose the tone of voice for your follow-up email.

Once you've made your selections, click the "Generate" button, and allow a few minutes for the AI Writer to create your follow-up email. Follow the same steps as you did for the initial email, add your copy in the text editor, and publish your template when ready!

We suggest including previous messages in a thread. This gives the impression that you've found the prior email in your sent folder and forwarded it to your prospect with a gentle reminder. That's why follow-up emails default to a subject line of FW: {{INITIAL_EMAIL_SUBJECT}}. This mirrors the same approach, adding a personal and authentic touch to your email sequence.

If you're generating follow-ups in this manner, we also advise disregarding the advice on the length provided by the Check Wording feature and keeping follow-ups concise. This is because the initial email content is included in the email thread.

For your initial email, your full signature is always included. If you're sending follow-ups in a thread, you can decide whether to include your signature or simply sign off with your name.

If you choose to send each email as a standalone message, deselect the option to include previous messages as a thread and update the subject line accordingly. In this scenario, it's highly recommended to add your signature to each follow-up. This ensures easy identification for you and your organization and keeps your outreach compliant, especially in areas where links to privacy policies and unsubscribe options are required.

Template Preview

The Template Preview tool offers a preview of how your email will appear when delivered to your prospect's inbox. Any sections with added variables will be replaced with example text on our end. Additionally, variables with incorrect formats will be highlighted in red, preventing you from saving the template without necessary corrections.

To test your template before sending it out, click "Send Test Email" and await the email to land in your inbox!

Check Wording

We know what makes a good email, and Check Wording will check your content for length, recurring words, spam terms, and more.

Simply open the Check Wording tools icon), select the email account the emails will be coming from (so that the checker includes this when looking for links), and you'll get some feedback on what you've written.

Nobody's perfect! So while we don't recommend pouring over your template trying to get this to 100%... But we would suggest reviewing anything that comes in below 60% as this could cause problems with email deliverability.


If you're using Outbase data from the Audience Builder, we highly recommend using our variables in your email template to enhance personalization and infuse authenticity into your emails.

If you're adding your own data using a CSV file, you can choose extra columns during the upload. Just be sure to include the custom column in your CSV file before bringing your audiences into the campaign. When you import a file with extra columns (in addition to the required ones – remember to export the CSV audience template), Outbase lets you use the info from these custom columns in your email templates.

To add a variable, simply click the "Add" (plus icon) to the left of the variable, triggering a pop-up:

  • If you select the Required parameter and click Apply, prospects without known {{FIRST_NAME}} details will be skipped. Consequently, emails will not be sent to these prospects. Furthermore, an error notification will be triggered, prompting you to take appropriate action.

  • Alternatively, if you mark it as an Optional parameter, you can include text to be used if the field is unknown, allowing the campaign sequence to proceed.

In the example above, using the Optional parameter {{FIRST_NAME|there}}, if the first name is known (e.g., emailing Elon Musk), it will display:

Hey Elon,

However, if the prospect's first name is unknown, the email will still be sent, and the text will read:

Hey there,

While it is unlikely that the first name of a prospect is unknown, this might be more likely with other variables and is just used as an example.

An overview of the Default Variables offered through Outbase is covered on the next page of the User Guide.

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