If you’re tired of rewriting the same outreach emails or LinkedIn DMs from scratch every time, you’re not alone. Templates can save you hours—if you set them up right. This guide is for anyone who wants practical, no-nonsense instructions on building and using custom templates in Hoppycopy to speed up their outreach (and maybe get better replies).
Let’s skip the fluff and get straight into it.
Why Custom Templates Are Worth Your Time
Before you roll your eyes, it’s not just about “efficiency.” Outreach works best when you’re consistent but not robotic. Custom templates let you:
- Stop repeating yourself (save your brainpower for actual conversations)
- Reply faster, especially on busy days
- Avoid embarrassing copy-paste mistakes
- Scale up outreach without sounding like a spammer
But here’s the honest part: Templates won’t magically make people respond, and bad templates are worse than none at all. The goal here is to build flexible, human-sounding templates you can actually use.
Step 1: Know What You Want to Template
Not everything should be a template. Focus on messages you send a lot—think:
- Cold outreach emails
- Follow-up emails (“just checking in…”)
- LinkedIn connection requests
- Introduction emails
Don’t waste time templating long, one-off messages. If you haven’t sent it at least five times, it’s not worth templating.
Pro tip: Pull up your sent folder and look for patterns. What do you rewrite every week? That’s your shortlist.
Step 2: Sketch Out Your Template Outside Hoppycopy
This might sound old-school, but do your first draft in plain text (Google Docs, Notepad, whatever). Why? You’ll spot awkward phrasing and overused lines more easily before you start fiddling with Hoppycopy’s tools.
Here’s what to focus on:
- Personalization spots: Mark places where you’ll want to insert names, company info, or custom tidbits. Use brackets or ALL CAPS so you can’t miss them (e.g., “[FIRST NAME]” or “COMPANY_NAME”).
- Keep it modular: Break your message into chunks—opening, value prop, call to action, signature. This’ll make it easier to swap parts out later.
- Test for tone: If it sounds like a robot wrote it, rewrite it.
Example skeleton:
Subject: Quick question for [FIRST NAME] at [COMPANY]
Hi [FIRST NAME],
Saw your work on [RECENT PROJECT/POST]—really impressive.
I’m [YOUR NAME] from [YOUR COMPANY]. I help [SIMILAR COMPANIES] with [SHORT VALUE PROP].
Would you be open to a quick call next week?
Best, [YOUR NAME]
Step 3: Set Up Your Custom Template in Hoppycopy
Now it’s time to bring your draft into Hoppycopy. Here’s how to actually do it:
- Log in to Hoppycopy and go to the dashboard.
- Find the Templates section. It’s usually in the sidebar—look for something like “My Templates” or “Custom Templates.”
- Click “Create New Template.” Sometimes it’s a button; sometimes it’s a plus sign. If you can’t find it, search for “template” in their help docs—it’s easy to miss.
- Paste your draft. Copy your text from step 2 and drop it in.
- Add variables. Hoppycopy usually lets you define variables (sometimes called “fields” or “placeholders”). Replace your ALL CAPS spots with their variable format (like
{{first_name}}). Check what syntax Hoppycopy uses—most tools use double curly braces. - Name your template. Be specific (“Cold Outreach – SaaS” is better than “Template 1”).
- Save (don’t trust auto-save). Click save. If there’s no confirmation, refresh and make sure it’s there.
Heads up: Some Hoppycopy plans limit the number of custom templates—annoying, but true. Check before you go wild.
Step 4: Test Your Template Before You Use It For Real
This is the step most people skip, but you’ll regret it if you don’t.
- Preview with sample data. Hoppycopy lets you preview the template with fake info. Do this—check for weird formatting, broken links, or missing variables.
- Send a test email to yourself. Don’t trust the preview alone. Send it to your inbox and read it on your phone, too.
- Check for red flags: Did you forget to replace a variable? Does it sound stiff? Are there typos?
Pro tip: Have a friend or coworker read it. If they say “it sounds like a template,” rewrite it.
Step 5: Use (and Reuse) Your Template for Faster Outreach
Now for the payoff: putting your template to work.
- Start a new message in Hoppycopy and select your custom template.
- Fill in the variables. If Hoppycopy auto-fills from a CSV or CRM, double-check for errors. If you’re entering by hand, don’t rush—one wrong name kills trust.
- Edit for context. Even a good template needs a tweak. Add one personal line or a recent detail to show you’re not spamming.
- Send, track, repeat. Use Hoppycopy’s tracking features if you have them, but don’t obsess. Templates help with speed, not magic results.
What not to do: Don’t blast the same message to 500 people in one go. Your response rate (and reputation) will tank. Use templates as a time-saver, not a mass-blast shortcut.
Step 6: Iterate—Templates Aren’t Set-and-Forget
What works today might flop next month. Build a habit of checking your templates every few weeks:
- Track replies. Which templates get responses? Which get ignored?
- Update for accuracy. If your job title, product, or offering changes, update your template.
- Archive bad templates. Don’t be sentimental—if it stops working, junk it.
Pro tip: Keep a “graveyard” folder for retired templates. Sometimes old lines come back in style.
What Works, What Doesn’t, and What to Ignore
What works: - Personalization—at least one sentence that couldn’t go to anyone else - Short, clear subject lines - Call to action that’s easy to say yes to (“Can you point me to the right person?” beats “Let’s schedule a 60-minute call”)
What doesn’t: - Overused clichés (“Hope this finds you well…”) - Templates that try to sound clever or quirky—play it straight unless you really know your audience - Ignoring follow-up (no template will fix ghosting, but a decent follow-up template helps)
What to ignore: - Fancy formatting (bold, colored text, lots of links)—it often breaks or triggers spam filters - Overly complex variable logic (if you need nested “if/then” statements, you’re overcomplicating things)
Keep It Simple, Iterate Often
Custom templates in Hoppycopy aren’t about cutting corners—they’re about saving time so you can focus on what matters: real conversations. Don’t get bogged down chasing “perfect” phrasing or building a template for every situation. Start with your most-used emails, keep them flexible, and tweak as you go. The faster you get your outreach done, the sooner you can move on to work that actually needs your brain.
Now, go make a template that actually sounds like you.