If you’re on a sales team and tired of rewriting the same emails, or worse—digging through a graveyard of old drafts and messy Google Docs—this guide’s for you. Hunter’s template features can save you hours, but only if you set them up right and actually use them. Here’s how to build, organize, and tweak custom email templates in Hunter without losing your mind.
Why Bother With Templates in the First Place?
Before diving into steps, let’s get honest: most email outreach is repetitive. You need a system or you’ll waste time and send inconsistent messages. Email templates in Hunter let you:
- Send faster, but still sound human
- Keep messaging on track for your whole team
- Actually measure what works (Hunter tracks opens, clicks, replies)
- Avoid embarrassing copy-paste mistakes
Templates aren’t magic, but they do give you structure—without turning you into a robot.
Step 1: Get Clear on What You Need (Don’t Just Jump In)
It’s tempting to start building templates for every scenario. Don’t. Start with the basics:
- Identify your most common sales emails: Cold outreach, follow-ups, meeting requests, and “breakup” emails are usually enough to begin with.
- Decide who’s using them: Will everyone on your team use the same templates? Or does each rep need a slightly different flavor?
- Figure out where templates fit in your workflow: Are you using them in Hunter Campaigns, one-off emails, or both?
Pro tip: You can always add more templates later. Overcomplicating things early just leads to clutter and confusion.
Step 2: Create Your First Custom Template
Here’s how to actually build a template in Hunter:
- Log into Hunter and head to the “Campaigns” section.
- Click on “Templates” in the left menu.
- Hit the “+ New template” button.
- Give your template a clear name. (“Cold Outreach – SaaS” beats “Template 1.”)
- Write your email in the editor. Use variables like
{{first_name}},{{company}}, etc., for personalization. - Save it.
What works: - Using variables—Hunter auto-fills these for each contact, so you don’t have to. - Keeping things short and conversational. People spot stiff, generic emails a mile away.
What to skip: - Don’t cram your templates with every possible scenario or CTA. One clear goal per template is enough. - Avoid jargon or gimmicky “personalization.” If you wouldn’t say it on a call, don’t put it in your template.
Step 3: Organize Templates Before They Get Out of Hand
Templates pile up fast, especially if your whole team is using Hunter. Do yourself (and your future teammates) a favor:
- Use naming conventions: Include the purpose, audience, and version (e.g., “Follow-up – SaaS Trial – V2”).
- Archive or delete old templates: If you haven’t used something in a month, it’s probably dead weight.
- Group templates by type or campaign: Hunter lets you filter and search, but a little thought up front saves headaches later.
Pro tip: If your team is larger, set some ground rules about who can create or edit templates. Too many cooks spoil the soup—and the inbox.
Step 4: Share Templates With Your Team (and Avoid Chaos)
Hunter lets you share templates with your team automatically if you’re on a multi-user plan. Here’s what to know:
- Shared templates appear for everyone in the workspace.
- Individual users can also create private templates just for themselves, which is handy for experimenting.
- Assign ownership: Decide who’s in charge of updating templates, so you don’t end up with three versions of the same “breakup email.”
What works: - Holding a quick team sync when you roll out new templates. Make sure everyone knows what’s available and how to use them. - Collecting feedback—if a template’s getting low reply rates, figure out why and tweak it.
What doesn’t: - Letting everyone run wild with edits. Version control is a real problem if you don’t stay organized.
Step 5: Use Templates in Real Campaigns
Templates save time, but only if you actually use them where it counts. In Hunter, you can:
- Apply templates to new campaigns: When building a campaign, just select your template from the dropdown.
- Send one-off emails with templates: If you’re emailing a single lead, open their profile and use the “Templates” button to drop in your saved message.
- Mix and match: Start with a template, then tweak for context—especially if you’re emailing high-value prospects.
Pro tip: Always double-check personalized fields before sending. Hunter fills them in, but mismatched or missing data still happens.
Step 6: Track Performance and Iterate
This is what separates good sales teams from everyone else. In Hunter:
- You get metrics on opens, replies, and clicks for each template (if you send via Campaigns).
- Compare templates side-by-side: See which intro lines, subject lines, or CTAs actually work.
- Update or kill underperforming templates every few weeks. Don’t get sentimental—if it doesn’t work, move on.
What works: - Small tweaks—changing a subject line or opening sentence—can make a big difference. - Sharing results with the team so everyone benefits from real data.
What doesn’t: - Chasing “best practices” you read online. Test in your own market—what works for one industry may bomb in another.
Step 7: Keep It Legal and Respectful
Not glamorous, but important:
- Always include unsubscribe info if you’re doing outreach at scale. Hunter has built-in options; use them.
- Don’t over-personalize. There’s a fine line between “I saw you posted on LinkedIn” and “I spent an hour stalking you.” Keep it relevant, not creepy.
- Check your local laws. GDPR, CAN-SPAM, and similar rules matter. Hunter helps, but don’t assume you’re covered just because you use a tool.
What to Ignore
There’s a lot of hype about “AI-generated templates” or “hyper-personalization at scale.” Here’s the truth:
- AI tools can help brainstorm, but don’t expect magic. Most AI-generated emails sound… like AI.
- Personalization is good, but only if it’s real. Using someone’s first name and company isn’t “hyper-personalized,” it’s table stakes.
- More templates ≠ better results. Focus on a few that actually work.
Wrapping Up: Start Simple, Iterate Often
You don’t need a library of 50 templates or the latest AI hacks. Pick your top email scenarios, set up clear, reusable templates in Hunter, and keep them organized. Test, tweak, and let the data—not wishful thinking—guide your next move. Email outreach is never “set it and forget it,” but with the right setup, you’ll spend less time clicking around and more time actually selling.