So, you’re sick of sending out generic sales emails that get ignored. You want your outbound emails to actually feel like they were written for a human being, not just another name on a list. This guide is for people who want to use templates in a smarter way—whether you’re in sales, recruiting, or just trying to get more replies from cold outreach. We’re going to walk through how to use Outboundsync’s templates to personalize your outbound sequences without losing your mind (or your calendar). No fluff, no magic bullets—just practical steps and a few lessons learned the hard way.
1. Why Personalization Matters (and Where It Goes Off the Rails)
You already know that personalized emails outperform generic blasts. But let’s be honest: most “personalization” out there is just a first name and maybe a job title. That’s not fooling anyone. People can spot a template from a mile away.
Here’s what actually works: - Relevant details that show you did some homework—company news, mutual connections, or a genuine compliment. - Tone that sounds like a real person, not a bot. - Timing that makes sense for the recipient (not just when your sequence says to send).
But here’s what doesn’t work: - Overly complex mail merges with 10+ variables (they break, and you look like a fool if a field is empty). - Cliché openers like “I hope this finds you well.” - Dropping in “personalized” facts that are just scraped from LinkedIn headlines.
With Outboundsync, you get tools that help you personalize just enough without turning your process into a spreadsheet nightmare. But you still need to use your brain—no tool can do all the work.
2. Get Set Up: The Basics of Outboundsync Templates
Before you start building personalized campaigns, get the basics sorted. Here’s what you actually need:
- A clean contact list. Garbage in, garbage out. Make sure your CSV or CRM data is up to date, with the fields you want to use (first name, company, etc.).
- A clear goal for your sequence. Are you booking meetings? Starting conversations? Make it specific.
- Access to Outboundsync. If you’re not set up yet, sign up and connect your email account—don’t overthink it.
Pro Tip: Don’t try to personalize every field for every contact. Focus on 2-3 key details that actually matter.
3. Build Your First Personalized Template
Let’s walk through making a template that feels personal—without spending hours on each email.
Step 1: Identify What to Personalize
Figure out which details will make the biggest impact. Usually, this is: - First name - Company name - A recent company event or trigger (e.g., funding round, new hire) - (Optional) Something genuinely unique, if you have time
Don’t get fancy with five custom fields if you’re only going to fill in two for most people. Start simple.
Step 2: Create Your Template in Outboundsync
Log into Outboundsync and head to the templates section. Here’s a skeleton that works:
Subject: Quick question for {{first_name}} at {{company}}
Hi {{first_name}},
I saw that {{company}} recently {{trigger_event}}—congrats! I’ve worked with a lot of teams in your space, and I noticed {{observation}}.
Would you be open to a quick call next week to see if we can help?
Best, {{your_name}}
What to keep in mind: - Use double curly brackets for variables. Don’t invent new ones unless you really need them. - Write the template like a human. If you wouldn’t say it in person, don’t put it in your sequence.
Step 3: Map Fields to Your Data
Outboundsync lets you map CSV columns or CRM fields to your template variables. Double-check these: - Are the column names consistent? - Do you have data in every field? (If not, add a fallback or skip that variable.)
Pro Tip: Use fallback text for variables that might be empty. For example, {{trigger_event|recent milestone}} so the email doesn’t look broken.
4. Add Real Personalization Without Losing Your Sanity
The trick is balancing automation with a dash of manual effort. Here’s how to do it without burning out:
Batch Your Research
- Group your contacts by industry, recent news, or trigger events.
- For each group, jot down a sentence or two you can use as a custom variable (like
{{observation}}). - Spend 30 minutes on LinkedIn or Google—don’t go down rabbit holes.
Use “Snippets” for Fast Tweaks
Outboundsync lets you edit individual emails before they go out. Skim each one and: - Add a quick note if something jumps out (maybe you noticed a blog post they wrote). - Fix anything that reads weird or generic.
You don’t need to reinvent the wheel for every contact. Spend an extra minute on the top 10% of your list—the ones you really care about. The rest can run with the batch data.
Don’t Over-Personalize
It’s tempting to try and make every email feel 100% unique. But if you burn out after the third sequence, you won’t stick with it. Good enough is good enough.
5. Sequence Setup: Timing and Follow-Ups That Don’t Annoy
Personalization isn’t just what’s in the email—it’s also when you send it and how you follow up.
Best Practices
- Don’t blast everyone at once. Start with a small batch (20-30 contacts) to spot issues before scaling.
- Space out your follow-ups. Give people a few days to respond. No one likes a daily barrage.
- Personalize your follow-up just a bit. Reference your first email or something new. Outboundsync makes it easy to add a quick note to follow-ups.
What to Ignore
- Don’t stress about perfect send times. There’s no magic hour—just avoid weekends and holidays.
- Don’t send more than 3-4 emails per sequence unless you have a real reason.
6. Common Mistakes (And How to Dodge Them)
- Typos in merged fields: Proofread your data and send test emails to yourself. Nothing kills credibility faster than “Hi {{first_name}},”.
- Broken variables: If a field is empty, the whole sentence can look off. Use fallbacks or write your template so it still makes sense if something’s missing.
- Templates that sound like templates: If you wouldn’t reply to your own email, rewrite it.
Pro Tip: Always send a few test emails to yourself or a teammate before launching a campaign. Catch the dumb mistakes before your prospects do.
7. Measuring What Matters
Forget open rates—they’re unreliable thanks to privacy changes. Focus on: - Replies (especially positive ones) - Meetings booked - Actual conversations started
Tweak your templates based on real replies, not just opens or clicks. If you’re not getting responses, try changing your intro line or adding a more relevant observation.
8. Keep It Simple, Keep Iterating
Personalization isn’t about writing a novel for every prospect. Use Outboundsync’s tools to save time, but don’t trust automation to do it all. Start small, focus on what actually gets replies, and keep tweaking your approach.
You’ll get better results by sending 50 thoughtful emails than blasting 500 generic ones. When in doubt, simplify. The best campaigns are the ones you actually finish.
Now go send something worth reading.