If you’re sending a lot of outreach messages (cold email, LinkedIn, whatever), you already know two things: consistency matters, and writing each message from scratch is a waste of time. That’s where custom templates come in. If you use Icereach, you’ve probably noticed the built-in templates are…fine, but they’re not tailored to your voice, offer, or goals. This guide is for anyone who’s tired of copy-pasting the same stuff or, worse, sending out a message that feels like it was written by a robot. Let’s make templates that actually work, not just fill a checkbox.
Why Custom Templates Beat Stock Messages Every Time
You know those generic templates that come with every outreach tool? Most people can spot them from a mile away. They’re bland, sound like everyone else, and don’t reflect your brand—or you. Here’s what you get by making your own:
- Consistency: Nobody on your team “goes rogue” with weird messaging.
- Speed: Build it once, use it forever (well, until you tweak it).
- Personalization: Still fast, but feels one-to-one, not one-to-many.
- Fit for your use case: Whether you’re recruiting, selling, or networking, your message matches your goal.
Don’t overthink it: templates aren’t about being lazy—they’re about not rewriting the same intro 200 times a month.
Step 1: Map Out What You Actually Need
Before you even touch Icereach, get clear on what messages you send. Most teams only need a few core templates, not dozens:
- Initial outreach (your cold open)
- Follow-up (when they ghost you)
- Referral ask (if they’re not the right person)
- Thank you/closing (for warm leads)
Write these out in plain language. What do you actually say to people? Don’t copy some “ultimate template” you found online—use your own words.
Pro tip: If you’re part of a team, get everyone’s input. There’s always someone with a better line or a killer subject line you haven’t thought of.
Step 2: Get to Know Icereach’s Template System
Icereach makes it pretty easy to create and manage templates, but there are some quirks (and a couple of gotchas):
- Personalization tokens: You can insert stuff like
{firstName},{company},{jobTitle}. Use these, but don’t overdo it—messages still need to sound human. - Folders or categories: You can organize templates by campaign or use case. Helps a lot once you have more than a handful.
- Shared vs. private templates: Decide if your team can see your templates, or if they’re just for your use. If you’re solo, ignore this.
- Formatting: Icereach supports basic formatting (bold, italics, lists), but fancy HTML is overkill and can break things. Keep it simple.
Here’s what doesn’t work well: - Super-long templates (they get ignored or flagged as spam) - Overcomplicated logic or too many tokens (starts to look fake) - Relying on “AI-generated” templates (they’re usually generic)
Step 3: Build Your First Custom Template
Let’s get practical. Here’s how to build a template in Icereach that’s actually useful:
- Go to the Templates section. It’s usually in the sidebar, labeled “Templates” or something similar.
- Click “Create New Template.”
- Give it a clear name. Don’t call it “Template 1.” Be specific: “Cold Outreach – SaaS CEOs.”
- Write your message. Start simple. Use personalization tokens where it makes sense.
Example:
Subject: Quick question, {firstName}
Hi {firstName},
I saw you’re heading up {company}’s {jobTitle} team. I’ve been working with a few similar companies on [your offer], and thought it might be relevant for you.
If this isn’t up your alley, no worries—just let me know.
Best, [Your Name]
- Save it and test it. Send a few test messages to yourself (or a teammate). Make sure the tokens work, and the message doesn’t sound robotic.
Pro tip: Read the message out loud. If it sounds stiff or like something you’d never say, rewrite it.
Step 4: Use (But Don’t Abuse) Personalization
Personalization is good. Overdoing it isn’t. Here’s what works:
- Use their name, company, or role once or twice.
- Reference something specific if you can (a recent product launch, mutual connection, etc.).
- Don’t force it. “Hi {firstName}, as a {jobTitle} at {company}…” sounds like a form letter.
What to ignore: Fancy tricks like using AI to guess their hobbies, or dropping in too many variables. It’s easy to break, and most people see through it.
Step 5: Organize and Share Templates (If You’re on a Team)
If you’re flying solo, skip this section. For teams, a little organization saves a ton of headaches:
- Folders: Group by campaign, industry, or stage (outreach, follow-up, closing).
- Naming conventions: Be consistent. “Outbound – SaaS – VPs” is better than “Template2.”
- Share wisely: If a template is for everyone, share it. If it’s just your style, keep it private.
Heads up: Teams that don’t organize templates end up sending the wrong messages, or worse—multiple people send the same prospect the same template.
Step 6: Test, Track, and Tweak
Templates aren’t “set it and forget it.” The biggest mistake is using the same message for months and wondering why replies drop off.
What you should do: - Track open and reply rates. If a template flops, change it. - A/B test subject lines or opening lines. Small tweaks can make a big difference. - Regularly review. Every couple of months, look at what’s actually working.
What you can ignore: - Chasing every “best practice” you read online. What works for one company might tank for you. - Over-optimizing for spam filters. Stay relevant and human—most tools, including Icereach, already handle the basics.
Step 7: Avoid Common Pitfalls
A few things to watch out for:
- Templates that are too long. Shorter is almost always better.
- Too much automation. If it feels like a bot wrote it, people will treat it like spam.
- Not updating for new offers or target audiences. Don’t send the same pitch to everyone forever.
- Ignoring feedback. If prospects say your messages sound canned, they probably are.
Pro tip: Save your best replies (even the rejections). Sometimes prospects write a better pitch for your next campaign than you could.
Keep It Simple, Iterate Often
Custom templates in Icereach aren’t rocket science. Start with a few basics, keep them short and personal, and don’t be afraid to tweak as you go. The best templates are the ones that sound like you, not some “growth hacker” from a blog post. Build, test, and—most importantly—keep it human. That’s how you get replies.