If you’re doing any kind of sales, recruiting, or community building, you know the drill: everyone says “personalize every message!” But who’s got time to write 50 custom notes a day? This guide is for anyone who wants their outreach to not sound like a robot, but can’t afford to spend all day in their inbox. We’ll talk about using Theirstack templates to get the best of both worlds—real personalization, just faster.
You’ll get the honest version: what actually helps you stand out (and what’s overrated), how to set templates up, and some hard truths about shortcuts that don’t work.
Step 1: Get Clear on What “Personalized” Actually Means
Let’s get real. Personalization doesn’t mean dropping someone’s first name into a generic pitch. People spot that in a second. Good personalization shows you’ve done at least a little homework—enough that you don’t look like you’re blasting the same thing to everyone.
What actually works: - Mentioning something specific about their company, role, or recent work. - Referring to a post or article they wrote (and actually knowing what it was about). - Addressing a pain point or goal that’s unique to them.
What to skip: - Over-the-top flattery (“You’re a thought leader!”) unless you genuinely mean it. - Fake familiarity (Don’t act like you’re best friends if you’ve never met).
Pro tip: If you can’t write one sentence about them without checking notes, you haven’t personalized enough.
Step 2: Set Up Theirstack and Learn the Template Basics
Before you can scale anything, you need a system. Theirstack is built for this—think of it as your smarter mail merge tool, but with more power and fewer headaches.
The basics: - Templates: These are your starting points—messages with variables (like {{first_name}}, {{company}}, etc.). - Data fields: The info you’ll swap in for each contact (job title, last blog post, mutual connection, etc.). - Personal notes: The space for that extra sentence or two that’s unique for each person.
How to get going: 1. Sign up and log in. (Obvious, but let’s not skip steps.) 2. Import your contact list. You’ll need a spreadsheet (CSV) with the columns you care about—name, company, LinkedIn profile, whatever. 3. Familiarize yourself with the editor. Theirstack’s template builder is pretty self-explanatory, but poke around. You can insert variables, add conditional text (e.g., “If they have a recent post, mention it”), and preview how your message looks.
What not to do: Don’t just dump your entire CRM in and hope for the best. Start with a segment you actually want to reach—maybe 20-50 people with something in common.
Step 3: Build Your Core Template (But Don’t Overthink It)
Here’s where most people get stuck. They try to write the perfect message. Don’t bother. Write a solid, simple template you’d be happy to get yourself.
A good template is: - Short (nobody’s reading your life story) - Direct (say why you’re reaching out) - Friendly, but not fake
Example structure:
Hi {{first_name}},
Saw your work on {{recent_project}}—really interesting approach. I’m reaching out because {{reason_for_outreach}}.
If you’re open to a quick chat, let me know. Either way, thanks for your time.
Best, {{your_name}}
Add a “personal note” variable. This is where you’ll drop your one-sentence custom detail per person. You can leave it blank if you truly find nothing, but try not to.
What to ignore: The urge to make it sound “unique” by using quirky language. Most people appreciate clarity over cleverness.
Step 4: Pull in Real Personalization Data (and Don’t Fake It)
This is the grunt work. But it’s where the magic happens.
How to gather personalization at scale: - Use LinkedIn, company blogs, or Twitter to find a recent post or project. - Look for shared connections or mutual interests. - Check their company’s press/news section for anything noteworthy.
Theirstack’s workflow: - For each contact, fill out the “personal note” or any specific variable (like {{recent_project}}). - If you’re automating, you can use Theirstack’s integrations to pull in certain data fields automatically, but don’t trust automation to get the nuances right. Autopopulating “recent blog post” is fine; auto-writing a compliment about it is not.
Pro tip: If you’re batch-writing, do it in sprints—10-15 contacts at a time. That way, you won’t get sloppy or start repeating yourself.
What not to do: Don’t copy-paste the same “Saw your recent post—great stuff!” to everyone. It’s as bad as no personalization.
Step 5: Test, Send, and Tweak (Don’t Just “Set and Forget”)
Once your templates and data are ready, it’s time to actually send the messages.
Checklist before you hit send: - Spot-check a few messages using Theirstack’s preview. If anything looks off or generic, fix it. - Make sure you’re not making weird mistakes (e.g., “Hi {{first_name}}, I saw your work at {{company}}” with missing data). - Double-check tone—is it too pushy? Too bland? Adjust as needed.
After sending: - Track replies and response rates (Theirstack gives you basic analytics). - Pay attention to which personal notes or hooks actually get responses. - Be ready to tweak your template. If you’re not getting replies, change something.
What to ignore: The idea that you can “optimize” everything with A/B tests right away. Focus on getting real replies first, then worry about split-testing subject lines or experimenting with emojis.
Step 6: Keep It Human (and Know the Limits of Automation)
No tool—Theirstack included—can make you sound human if you’re just swapping out names and companies. The best results come from real curiosity and a willingness to do a tiny bit of homework for each person.
What works: - Using templates as a starting point, not a crutch. - Spending 30 seconds per contact to add something real. - Being honest—if you don’t have a custom angle, say so, or skip that person.
What doesn’t: - Letting the software do all the work. People can tell. - Sending huge batches and hoping for the best. Quality first, always.
Pro tip: The best compliment you can get is “I could tell you actually read my stuff.” If you hear that, you’re doing it right.
Wrapping Up: Keep It Simple, Iterate, and Don’t Sweat Perfection
Personalizing outreach is mostly about not being lazy, not about fancy tech. Tools like Theirstack help you move faster, but they’re just that—tools. Start with one good template, add real details, and don’t worry if your first round isn’t perfect. You’ll get better with every batch.
Stay focused on making your messages something you’d want to read. Iterate as you go. Don’t let the quest for “scaling” make you sound like a robot. Stick with it, and you’ll see real results—without burning out or annoying your prospects.