If you’re using Heybase for B2B outreach, you probably already know: nobody wants to read another generic sales pitch. The good news? You don’t have to sound like a robot. Customizing your Heybase templates is actually pretty straightforward, and it’s the difference between an email that gets deleted and one that actually gets a reply.
This guide is for anyone who wants their outreach to feel less like spam, and more like something a real human wrote. No fluff, no hype—just the stuff that actually works, and a clear look at what’s worth your time.
Why Personalization Actually Matters (and Where It Doesn't)
Before we get into the “how,” let’s be honest about the “why.” Personalization isn’t a magic bullet—but it does make your outreach less likely to be ignored. Here’s what matters:
- Relevance beats cleverness. People don’t care how witty your intro is if it’s not about them.
- Specifics stand out. “Saw your recent funding round” is better than “I hope this message finds you well.”
- Don’t overcomplicate it. You don’t need ten data points. One or two details that prove you’re not blasting this to 300 strangers is enough.
But here’s what doesn’t matter as much: - Using someone’s first name in the subject line. It’s so overdone that it barely registers anymore. - Overstuffing templates with “personalization tokens” that end up looking awkward or, worse, broken if your data isn’t perfect.
So, focus on what’s useful. Let’s get to it.
Step 1: Pick the Right Heybase Template (Don’t Reinvent the Wheel)
Heybase comes with a bunch of starter templates. Some are actually decent, some are clearly written by someone who’s never sold a thing in their life. Here’s what to look for:
- Start with a template that’s close to your use case. Selling SaaS? Pick one for software, not real estate.
- Look for clean structure. Avoid the ones that are five paragraphs long or packed with jargon.
- Don’t be afraid to delete. Shorter is better—trim anything that feels like filler.
Pro tip: If you find a template that’s 80% right, use it. You can always tweak the rest.
Step 2: Strip Out the Generic Stuff
Before you add anything, take a minute to remove the junk. Here’s what to cut:
- Anything that sounds like it came from a template: “Dear Sir or Madam,” or “I hope this email finds you well.”
- Long intros about your company’s “innovative solutions.” Nobody cares—yet.
- Over-the-top promises (“10x your revenue in 30 days!”). Just… don’t.
This leaves you with the bones of a message that’s actually worth reading.
Step 3: Add Real Personalization—But Keep It Simple
Now for the good part. The best personalization isn’t about fancy tokens; it’s about relevance. Here’s how to do it without spending hours per prospect:
- Reference something recent and specific. A product launch, a blog post, a LinkedIn comment, or a mutual connection. One line is enough.
- Keep it conversational. “I saw your team’s new chatbot—pretty clever way to handle FAQs.”
- Don’t fake it. If you don’t have a real reason to reach out, don’t pretend. People can spot a phony a mile away.
Where to put the personalization: - First line: This is prime real estate. If you get their attention here, they’ll keep reading. - Subject line (if it’s truly relevant): Not just “{FirstName}, quick question”—try something like “Question about your new {Product} feature.”
Example
Instead of:
Hi {FirstName},
I wanted to reach out because I think our platform could help you achieve your goals at {Company}.
Write:
Hey {FirstName},
Saw your post last week about scaling support—sounds like you’re in the trenches. We built something for teams juggling exactly that.
Step 4: Tweak the Offer—Make It About Them, Not You
Most templates talk too much about what you want. Flip it around. Ask yourself: “Why would this person care?”
- Tie your offer to their reality. If you sell scheduling software, don’t say, “We’re the leading solution.” Say, “Noticed your team is hiring fast—want to see how you can cut down on meeting chaos?”
- Be specific about the next step. Instead of “Let me know if you’re interested,” try, “Worth a 10-minute chat next week? If not, no worries.”
Pro tip: When in doubt, make your ask smaller. People are more likely to reply to a quick question than a big request.
Step 5: Use Heybase Variables Wisely (Don’t Break Your Own Emails)
Heybase lets you use variables like {FirstName} or {Company}. These can save you time—until they don’t.
- Double-check your data. A broken token looks way worse than no personalization at all (“Hi {FirstName},” is the kiss of death).
- Don’t overuse variables. One or two per message is plenty.
- Test before you send. Send a preview to yourself with real data. Catch any weird formatting or typos.
What to ignore: You don’t need to fill every possible variable. If you’re missing info, just cut that line.
Step 6: Save Your Custom Template (and Don’t Be Precious About It)
Once you’ve got a template you like, save it in Heybase. But—here’s the key—don’t treat it like gospel.
- Keep tweaking. Use replies, or lack of them, as feedback. If nobody responds, change it up.
- Create versions. If you’re reaching out to different industries or roles, make separate templates. Don’t try to fit everyone into one message.
- Don’t hoard old templates. If something’s not working, delete it. Move on.
Step 7: Automate (But Not Too Much)
Heybase is built for efficiency, but don’t let automation make you lazy.
- Batch similar prospects. Personalizing for 10 similar companies is easier than for 100 totally different ones.
- Set aside time for real research. Even 2-3 minutes per prospect can make a big difference.
- Avoid “spray and pray.” Sending 500 semi-personalized emails is usually less effective than 50 good ones.
What to Avoid: Common Mistakes
- Sounding like a template. If you read it out loud and it feels generic, it is.
- Forgetting to update variables. Nothing kills trust like “Hi {FirstName}.”
- Using too much automation. Personalization at scale is a myth—there’s always a tradeoff.
- Over-promising. Don’t make claims you can’t back up. Prospects see right through it.
Keep It Simple and Iterate
Customizing Heybase templates for B2B outreach isn’t rocket science. The best results come from keeping things straightforward, focusing on what matters to your prospect, and not being afraid to experiment. Don’t stress about making it perfect—just make it personal, keep it short, and adjust as you go. That’s what gets real replies.