Hate sending emails that get ignored? You’re not alone. If you’re using email outreach tools and your replies are drying up, it’s probably because your templates feel like… well, templates. This guide is for sales reps, founders, and anyone reaching out cold who wants real responses—not just “unsubscribe” clicks. We’ll talk about personalizing email templates inside Closelyhq, what actually moves the needle, and which tricks aren’t worth your time.
1. Stop Sending “Hi {{FirstName}}” and Calling It Personalization
Let’s be honest: swapping in a first name or company name isn’t personalization. Everyone does it, and everyone knows it. If you want higher response rates, you need to go a step or two further. Here’s why that matters:
- People can smell automation. If your email looks like it was mass-blasted, it’s headed for the trash.
- Relevance beats cleverness. Fancy language doesn’t matter if your message isn’t about them.
Think of personalization as “showing you did your homework,” not just “filling in the blanks.”
2. Get Your Data Right First
Before you mess with templates in Closelyhq, make sure your contact data isn’t garbage. No personalization tactic can fix bad or missing info. Here’s what to check:
- Accurate first and last names. Typos make you look lazy—or like a robot.
- Company info. Actual company names, not “Inc.” or “LLC.”
- Role or job title. Helps with relevant messaging.
- Anything else you can use. LinkedIn activity, recent news, mutual connections.
Pro tip: Don’t trust scraped lists without reviewing them. One wrong field, and your “personalized” message will be a meme.
3. Map Out Personalization Fields in Closelyhq
Closelyhq lets you use dynamic fields (like {{FirstName}}) in your templates. But don’t just stop at the basics. Here’s what you can (and should) personalize:
- First and last name: Obvious, but only if accurate.
- Company name: Useful for context, not flattery.
- Role/title: Reference their actual job (not just “Hi, professional!”).
- Industry or vertical: If your offer is tailored.
- Recent activity: This is where you actually stand out—think “Congrats on your new funding” or “Saw your talk at [Event].”
How to add fields:
While editing your template in Closelyhq, look for the “Insert variable” button or type {{ to see which fields are available. If you want to add something custom (like a “personal note”), you’ll need to upload it as a column in your CSV before importing contacts.
What NOT to do:
Don’t overdo it. Too many variables = more things to break. Stick to 2-3 fields for most emails, unless you’re doing serious research.
4. Write Templates That Don’t Sound Like Templates
Most email templates sound like they were written for a textbook. The goal is to sound like a human who actually cares. Here’s how:
- Ditch the generic openers. Instead of “Hope this finds you well,” try “Saw your post about remote onboarding—smart take.”
- Reference something specific. If you’re using a custom field (like “{{PersonalNote}}”), make it count.
- Keep it short. Long emails get skimmed, then ignored.
- Ask a real question. Not “Can I get 15 minutes?” but “Are you still hiring for your sales team?”
Template Example (Don’t Copy, Adapt):
Subject: Quick question about {{CompanyName}}
Hi {{FirstName}},
I noticed {{PersonalNote}}—impressive work.
I help companies like {{CompanyName}} with [problem you solve].
Is this even on your radar right now?
If not, no worries—just wanted to ask.
Thanks,
[Your Name]
What works:
- Short, clear, and to the point.
- References something real (the “personal note”).
- Easy for the recipient to reply “yes” or “no.”
What doesn’t:
- Overly formal intros.
- Fake flattery (“I’ve been following your company for years…” when you haven’t).
- Huge paragraphs.
5. Use “Personal Note” Fields for Real Relevance
This is the single most powerful (and underused) tactic. Create a custom field in Closelyhq called PersonalNote or similar. Before launching your campaign, spend a few seconds per contact adding something specific:
- “Saw your recent interview on SaaS Growth podcast.”
- “Congrats on the Series B funding.”
- “Mutual connection with Jane Smith.”
You don’t need a novel. One line is enough to prove you’re not a spammer.
How to do it in Closelyhq:
1. Add a PersonalNote column to your CSV before importing.
2. Fill in a short, genuine note for each contact.
3. In your template, reference it like this: “I noticed {{PersonalNote}}.”
Yes, it takes time. But even 20% of your list with real notes can double your reply rates compared to 100% generic emails.
6. Don’t Blindly Trust AI “Personalization” Tools
Lots of tools (including some inside Closelyhq) promise to auto-personalize emails with AI. Here’s the reality:
- AI can help with ideas, not research. It’ll give you basic facts, but won’t notice subtleties or recent updates.
- AI-generated lines sometimes sound weird. “I noticed your passion for innovation” — nobody talks like this.
- Always review before sending. Never let a bot speak for you unchecked.
If you use these tools, treat their output as a draft. Edit it. Otherwise, you’re just sending fancier spam.
7. Test, Track, and Tweak (But Don’t Overthink It)
Personalization isn’t set-and-forget. Here’s what to do as you go:
- A/B test your templates. Closelyhq lets you split test. Try one with just name/company, one with a personal note.
- Track replies—not just opens. Opens can be misleading; people open spam by accident all the time.
- Iterate quickly. If a template flops, kill it. If it works, double down.
What to ignore:
Don’t obsess over tiny differences in subject lines or emoji use. Focus on what actually gets replies.
8. Keep It Simple, Keep It Honest
If you remember one thing: personalization is about caring enough to be relevant. You don’t need to write a Shakespearean sonnet—just show you’re not a robot.
- Start with clean data.
- Use a couple of personalization fields that matter.
- Add a real “personal note” when you can.
- Don’t overcomplicate it.
You’ll get more replies from fewer emails—and spend less time wondering why nobody writes back. Try it, tweak it, and trust your gut.