If you’re running outreach campaigns—sales, recruiting, fundraising, you name it—you know the drill: send a bunch of messages, try not to sound like a robot, and keep your sanity. This guide is for anyone who wants to use Textus templates to actually make their life easier, not harder. I’ll walk you through what works, what to skip, and how to avoid the classic template traps.
Why Templates Matter (and Where They Go Wrong)
Let’s get this out of the way: templates save time. But use them wrong, and you’ll sound like spam. The real trick is using templates to handle the repetitive stuff—while keeping your outreach personal and human.
Where templates help: - Repetitive messaging (event invites, reminders, follow-ups) - Ensuring compliance (think opt-out language or legal disclaimers) - Keeping teams consistent (no more “whoops, wrong info”) - Faster onboarding for new team members
Where templates backfire: - Cold, generic intros (“Dear [First Name], I hope this email finds you well…”) - Overly complex merge fields (hello, broken formatting) - Templates that never get updated (stale jokes, old links, outdated info)
If you’re reading this, you already know you need templates. The rest of this guide is about making them actually work.
1. Start with Your Real-World Workflows
Before you even open Textus, map out the actual conversations you’re having. Templates should reflect real messages, not wishful thinking or “best practices” from someone else’s playbook.
What to do: - Look at your sent messages from the last month. Which ones are you sending over and over? - Identify the points in your workflow where you lose time—maybe scheduling, reminders, or follow-ups. - Ask your team what messages they copy-paste the most. (That’s your low-hanging fruit.)
What to skip: - Don’t start by copying a bunch of “template packs” from the internet. They’re usually generic and don’t fit your audience.
Pro tip:
Start with 2-3 core templates. You can always expand later. Too many templates = confusion.
2. Build Templates Around Real Conversations
Now, get into Textus and start drafting. But keep your actual conversations in mind.
Keep it simple: - Use merge fields for things you always personalize (name, company, meeting date). - Write like a human. If you wouldn’t say “I wanted to reach out and touch base,” don’t put it in your template. - Leave room for quick customization—don’t try to automate every word.
Example:
Hi {{FirstName}},
Saw your post about {{RelevantTopic}}—really liked your take. If you’re open to it, I’d love to chat about {{YourGoal}}.
Let me know if you’ve got a few minutes this week.
Thanks, {{YourName}}
What to avoid: - Nested merge fields (unless you like debugging) - Overly formal intros and closings - Huge blocks of text—shorter is almost always better
3. Organize Templates for Actual Use
A big library of templates is useless if you can’t find the right one when you need it.
Set up folders or tags based on: - Campaign type (e.g., recruiting, sales, events) - Stage (initial outreach, follow-up, last chance) - Personal vs. team templates
Quick wins: - Name templates clearly (“First Touch – Event Invite” beats “Template 2”) - Archive templates you don’t use anymore—clutter slows everyone down
Pro tip:
Have a “scratchpad” template for testing new ideas. Don’t unleash untested templates on your whole list.
4. Test, Track, and Update Ruthlessly
Templates are not “set it and forget it.” What worked last quarter might flop next month.
How to stay sharp: - Check response rates—if a template isn’t working, tweak or kill it. - Ask teammates for feedback. Did a template get you more replies, or more unsubscribes? - Spot-check for mistakes (wrong merge fields, outdated links, embarrassing copy-paste fails)
Don’t waste time on: - Over-engineering A/B tests for tiny lists. Make changes, see what happens, move on. - Getting hung up on “perfect.” Good enough beats nothing every time.
5. Personalization: The Line Between Efficient and Robotic
Here’s the thing: everyone hates obviously templated messages. The best templates are a starting point, not the whole message.
What actually works: - Leave a blank line or comment where a personal note should go (“Add something about their recent post here”) - Use merge fields sparingly—not every sentence needs one - If you can’t add something personal in 30 seconds, you’re probably messaging too many people at once
What to skip: - “First Name” only personalization. It’s overdone and easy to spot. - Trying to fake rapport (“I see we both like coffee!” when you don’t actually know)
Pro tip:
If your message doesn’t make sense with the merge fields blank, your template needs work.
6. Compliance and Opt-outs: Don’t Skip This
If you’re doing outreach in bulk, you need to play by the rules. Most of it’s not complicated, but it’s easy to forget.
Best practices: - Add opt-out language to your templates (“Reply STOP to unsubscribe” or whatever applies in your region) - Keep your legal/compliance copy in a template block, so you don’t forget it - Double-check the latest rules for your industry
What to avoid: - Leaving compliance as an afterthought—one mistake can get you blacklisted or fined - Mixing compliance language into your main message (keep it at the end, short and clear)
7. Quick Tips for Faster, Smoother Outreach
- Short beats long. People don’t read walls of text.
- Update regularly. Out-of-date templates make you look sloppy.
- Ask for replies, not clicks. Conversations lead to results, not just links.
- Use analytics—lightly. If Textus gives you stats, use them to spot duds, but don’t obsess.
- Train your team. A five-minute walkthrough prevents most “oops” moments.
What to Ignore
There’s a lot of noise out there about “hyper-personalization” and “AI-driven engagement.” Most of it is overkill for real-world outreach. Here’s what’s safe to ignore:
- Fancy templates packed with unnecessary dynamic content
- Overly formal language
- Anything that takes more time to set up than it saves you in a week
Focus on speed, clarity, and not annoying your recipients. That’s it.
Keep it Simple — and Keep Improving
Templates aren’t magic—they’re just a tool. Start with a handful, see what works, and don’t be afraid to delete what doesn’t. The best outreach isn’t canned, it’s just efficient. Keep your Textus templates simple, make tweaks as you go, and you’ll spend less time formatting messages and more time having real conversations.
If you’re not sure where to start, just grab your last five sent messages and build from there. The rest is just details.