You want to send outreach messages that don’t make people roll their eyes or hit delete. You also don’t have all day to write each one from scratch. This guide’s for anyone—sales, recruiting, partnerships—who’s tired of “Hi {{FirstName}}” spam and wants a better way. We’ll dig into using Lunatro templates to add real personalization to your outreach, without spending your whole day copy-pasting.
Let’s skip the fluff and get into how to actually use Lunatro to send smarter, more human messages at scale — and what pitfalls to avoid.
1. Figure Out What’s Worth Personalizing (And Don’t Overthink It)
Before you even open Lunatro, decide what parts of your message actually need to be unique. Not every line has to be bespoke. Here’s what usually matters:
- The opener: Show you’re not a bot. Reference something real about them or their company.
- The value: Why should they care? Tie your message back to their world.
- The ask: Make it relevant and clear.
What doesn’t matter? Rewriting your signature, or using 10 different ways to say “Hope you’re well.” Focus your energy where it counts.
Pro tip: If you can’t find anything personal about the recipient, maybe don’t send the message. There’s no magic template that fixes pure spray-and-pray.
2. Set Up Your Lunatro Templates: Keep It Simple
Open Lunatro and create a new template. Don’t overcomplicate this—the best templates are clear, modular, and easy to tweak.
Template structure basics: - Subject line: Use a variable if you want (“Quick question about {{Company}}”). - Body: Write the parts that never change, and insert variables for what will. - Variables: Stuff like {{FirstName}}, {{Company}}, {{RecentNews}}, or {{MutualConnection}}.
Here’s a barebones example:
Subject: Quick question about {{Company}}
Hi {{FirstName}},
I saw that {{Company}} recently {{RecentNews}}. Congrats!
I’m reaching out because {{ReasonForMessage}}. I think we could {{ValueProp}}.
Would you be open to a quick chat next week?
Best, Your Name
What works:
- Short, direct, and easy to personalize.
- Variables are obvious and not overused.
- Template doesn't sound robotic, even before customizing.
What to ignore:
- Overly flowery language or gimmicky “icebreakers.”
- Templates with 10+ variables—hard to keep track of and prone to mistakes.
3. Prep Your Data: Garbage In, Garbage Out
Templates are only as good as your data. If your contact list is full of missing names or weird company formatting, you’ll end up with “Hi ,” or “Congrats on your work at {{Company}}.”
How to avoid this: - Use a spreadsheet or CRM export with clean columns: FirstName, LastName, Company, etc. - Fill in the gaps—if you don’t know a company’s recent news, leave it blank or have a fallback line. - Double-check for weird capitalization or typos.
Pro tip:
If you’re personalizing based on LinkedIn or news, batch your research. Spend 30 minutes collecting the key details for a batch of contacts instead of researching one-by-one as you send.
4. Merge and Preview: Don’t Trust the Machine Blindly
Lunatro will let you upload your data and merge it into your template. This is where a lot can go wrong (and where most outreach falls flat).
What to do: - Upload your CSV or connect your CRM as Lunatro allows. - Preview each message before hitting send. Seriously—read them with fresh eyes. - Check for missing variables, awkward phrasing, and anything that screams “mail merge.”
What works:
- Spot-checking 10-15 messages, not just the first one.
- Using fallback text (e.g., “your recent project” if {{RecentNews}} is blank).
- Editing individual messages if something looks off. Yes, it’s a little more work, but it saves you from embarrassment.
What doesn’t:
- Blindly trusting automation to never screw up.
- Sending 1,000 messages just because you can.
5. Add a Real Personal Touch (But Set Boundaries)
Here’s where most people get lazy: they rely on the template and skip the extra 10%. But recipients can tell when you didn’t even try. If you want replies, add a quick, real note to the top or bottom of your message.
- Mention a specific article they wrote, or a mutual connection.
- Reference a recent product launch or event they attended.
- Make it about them, not just you.
But:
Don’t spend 15 minutes per message. Set a time limit—maybe 2 minutes for a quick scan and one-liner. If you’re sending to 50 people, that’s less than two hours for the whole batch and way more effective than blasting 500.
6. Send, Track, and Learn (Then Iterate)
Once you’re happy with your batch, send them out via Lunatro. But don’t just move on—track what happens.
- Open rates: If these are low, your subject line probably stinks or you’re hitting spam.
- Reply rates: If all you get is silence, your personalization isn’t enough or your value prop is off.
- Negative replies: If people are annoyed, your messaging might be too aggressive or generic.
Change one thing at a time—subject, opener, call to action—then see if results improve. No need to reinvent the wheel with every batch.
What to Avoid: Common Pitfalls
- Over-templating: If your message has more brackets than actual text, dial it back.
- Sending to the wrong people: No amount of personalization fixes bad targeting.
- Sounding like a robot: If you wouldn’t say it out loud, don’t send it.
- Relying on AI for everything: Tools can help, but you still need to think.
Final Thoughts: Keep It Human—and Keep It Moving
Personalized outreach isn’t rocket science, but it does take a little effort. Lunatro makes the mechanics easier, but it’s still on you to sound like a person and send messages that actually matter. Start simple, don’t overthink your templates, and keep improving as you go. The goal isn’t perfection—it’s to sound like you care, because if you don’t, why should they?
Now go send something worth replying to.