Personalized emails get opened. Generic ones get ignored. If you’re using Saleshandy to run outreach, you’ve probably seen this firsthand—some sequences get replies, others land with a thud. This guide is for anyone who wants to stop sending robotic emails and actually get responses from leads.
Below, I’ll show you how to personalize email sequences in Saleshandy step by step, what to watch out for, and where to spend your time (and where not to). No hype—just what actually works.
Why Bother Personalizing? (And What NOT To Do)
Personalization isn’t just “Hi {{FirstName}}.” Everyone’s seen that. When people talk about personalization, they usually mean a few different things:
- Using merge tags (like names or company fields)
- Tweaking your message to fit different segments or industries
- Referencing something real about the lead, not just their job title
What doesn’t work: Overusing merge tags without context. People can smell a mail-merge from a mile away. If you’re going to personalize, do it right—or don’t bother.
Step 1: Get Your Lead Data in Shape
Personalization starts (and often fails) with your data. If your CSV is a mess, you’ll end up with emails that say “Hi ,” or “Saw you work at .” Not a good look.
Checklist before you upload:
- Make sure every lead has a real first name, not just initials or usernames.
- Check company names. “Inc.” and “LLC” aren’t usually necessary.
- Add a “custom note” or “personalization” column for anything unique (like a recent blog post or mutual connection).
Pro Tip: Don’t try to personalize if you don’t have the data. It’s better to send a decent, non-personalized email than a broken one.
Step 2: Upload Leads and Map Fields in Saleshandy
Once your spreadsheet is cleaned up, upload it into Saleshandy. Here’s what matters:
- Go to your campaign and choose “Add Recipients.”
- Upload your CSV.
- Map your columns: Match your spreadsheet fields (like “First Name,” “Company,” “Personal Note”) to Saleshandy’s merge tags.
What to skip: If you see columns you don’t need, don’t map them. Too many fields just add clutter and confusion.
Step 3: Build Your Sequence—Start with Segmentation
Not all leads should get the same sequence. Segment your list—even if it’s just by industry, persona, or where you found them.
- Create separate sequences for each main segment.
- Tweak messaging to match their pain points. (You don’t have to rewrite everything. Change a few key lines.)
Why bother? Because even the best personalization tag can’t fix a message that’s totally off-base for the person getting it.
Step 4: Write Templates that Don’t Sound Like Templates
Here’s where most people go wrong. They write one generic message and sprinkle in {{FirstName}} and {{Company}}. That’s not enough.
What to actually do:
- Write like you talk. If you wouldn’t say “I noticed you’re an innovator at Acme Corp,” don’t write it.
- Use merge tags only where it makes sense. Don’t force it in every sentence.
- Leave space for a custom line, even if you have to add it manually.
Example:
Bad:
Hi {{FirstName}},
I wanted to reach out to a fellow {{Industry}} professional at {{Company}}.
Better:
Hi {{FirstName}},
I saw you recently launched a new feature at {{Company}}—that’s no small feat.
Pro Tip: If you’re stuck, write the email as if you’re sending it to one person. Then generalize it gently.
Step 5: Add Custom Personalization Fields
The magic happens when you go beyond the basics. Saleshandy lets you create custom fields—use them for:
- Recent news about the company
- Shared connections
- Something you noticed in their LinkedIn profile
How:
- In your CSV, add a column like “Personal Note.”
- Fill it out for as many leads as you can (even if it’s just 10-20% of your list).
- In your template, add the merge tag (e.g., {{PersonalNote}}) where you want it to appear.
Does this take more time? Yes. But even a little bit of real personalization can double your response rate. Don’t try to do it for everyone—focus on your best-fit leads.
Step 6: Preview and Test (Seriously, Don’t Skip This)
Before you hit send, preview your emails. In Saleshandy, you can see exactly what each recipient will get.
- Check for missing fields (nothing screams “spam” like “Hi ,”).
- Make sure merge tags pull in the right info.
- Send a test email to yourself or a colleague.
Pro Tip: If you spot a mistake, fix it in your data or template. Don’t just hope no one will notice.
Step 7: Automate, but Keep a Human Touch
Saleshandy is built for automation, but don’t let it make you lazy.
- Set follow-up steps, but personalize the first message as much as possible.
- For follow-ups, you can be a bit more generic—but avoid sounding like a robot.
- If someone replies, stop the sequence and take over manually.
What to ignore: Don’t believe anyone who tells you full automation is “set and forget.” If you want real replies, you’ll need to keep an eye on things.
Step 8: Review Results and Adjust
The best part about using a tool like Saleshandy is you get feedback quickly.
- Watch open, reply, and bounce rates.
- If one sequence bombs, change your approach—don’t just send more.
- Try A/B testing different types of personalization: Is a custom line worth it? Does mentioning recent news help? Find out for your audience.
Pro Tip: Save your best-performing templates and build on them. Don’t reinvent the wheel every time.
What’s Overrated (and What Actually Matters)
- Don’t waste time: Writing a novel for every lead isn’t realistic. Focus on the leads most likely to convert.
- Skip fake personalization: A bad mail-merge is worse than no personalization at all.
- Use real research wisely: A little bit of specific info goes a long way. Don’t try to fake it.
The Bottom Line
You don’t have to be a genius (or a stalker) to send personalized emails that get replies. Clean up your data, use merge tags where they make sense, and add a real human touch where it counts. Keep it simple, review what works, and don’t be afraid to tweak as you go. The “perfect” sequence doesn’t exist—just keep improving and stay honest. You’ll see better engagement, and you won’t feel like a spammer.