Creating and Using Sales Templates

Step 1

Open the sales templates tool

In HubSpot, click More, then go to CRM → Message Templates. If More is not shown, go directly to CRM → Message Templates. These are reusable messages for personal sales emails, not the Marketing → Email template tool.

Template access depends on the account’s subscription and your seat. Free accounts have limited templates; accounts without Sales Hub or Service Hub can access only the first three and cannot create or edit additional templates. Starter access beyond the default limit requires a Core Seat. A Core Seat can also use message templates in Sales Hub or Service Hub Professional/Enterprise; a Sales seat is not universally required for templates.

Step 2

Create a template and name it

Click New template → From scratch. Enter a clear internal name that explains its purpose. Select an existing folder if helpful.

Example only: eQ | Home search follow-up. This is a suggested name, not an existing eQ template or naming rule. If you cannot create or edit, check your access, seat and account limits with your administrator.

Step 3

Write a subject and concise message

Write a clear subject and a short message with one useful next step. Include text, not only images. Use approved facts and avoid claims you cannot confirm.

Step 4

Insert real personalization tokens

Click where the value belongs in the body. Open Personalize (labelled Personalization in some editors), choose Type, search for the actual property and select it, then click Insert.

A property token uses stored CRM information. A placeholder token prompts you to enter text before sending; it does not save that text to a contact property. Use only properties that exist in your portal, and do not type invented token syntax.

Step 5

Set fallbacks and check missing values

For a property token, enter suitable wording in the Fallback value field where supported. It is used when the property is blank. Choose wording that still reads naturally in the complete sentence.

Fill every placeholder token manually and check the final draft. HubSpot warns that an unresolved placeholder can still appear in a sent email—do not rely on a warning to prevent sending. Never guess a person’s interests just to fill a blank.

Step 6

Review sharing and save

Review the Shared with everyone dropdown. Select Private if only you should view and use it, or the appropriate sharing option available to you. Sharing can also be managed from the templates dashboard; specific user/team choices depend on access and subscription.

Click Save template. Sharing content does not grant a teammate the seat, permissions or connected inbox needed to use it. Confirm the intended teammate can find it before relying on it.

Step 7

Open the contact and start a personal email

Go to More → CRM → Contacts (or CRM → Contacts directly), find the correct person, review their recent activity and click their name. In the left panel, click the Email icon to open the one-to-one composer.

Use your connected individual work email and appropriate communication permissions. Connecting a personal inbox requires an eligible Core, Sales or Service seat; a View-Only seat cannot connect one. Confirm the recipient’s preferences before sending.

Step 8

Insert the saved template

In the email composer, click Templates. Hover over the appropriate template and click Select. It inserts the content into your draft.

Inserting a template does not send the email automatically and does not start a sequence. A sales template is reusable content; a sequence separately schedules emails and tasks. A marketing email template is a different tool.

Step 9

Tailor the message to the conversation

Read the complete draft, including resolved tokens and fallback wording. Replace instructional placeholders and add a helpful detail from your actual conversation.

Check recent replies, appointments and purchase information. Remove any wording that repeats an answered question or asks the person to book something already arranged.

Step 10

Check the final email before sending

Check the recipient, sender, subject, spelling, personalization, formatting and every link. Make sure the message matches the person’s preferences and current situation.

Only when the draft is ready, click Send. Review the contact’s activity for the recorded email and any sending error; a sent activity does not prove the recipient read it.

A template saves writing time—not the final review. You remain responsible for the message you send.