Getting people to respond to sales emails is tough. Most of what lands in an inbox looks like it was written by a robot—because, honestly, it was. If you're in sales or running outbound campaigns, you know the struggle: you want to sound human, but you also can't write every email from scratch.
This guide is for anyone who needs to send a lot of sales emails—BDRs, SDRs, founders, or marketers—and wants to use Upscale templates to do it well. I’ll walk you through how to get personal (but not creepy), keep things efficient, and avoid the generic garbage that gets ignored.
Why personalization matters (and what doesn't work)
Let's get one thing out of the way: most “personalized” emails aren’t. Dropping a first name or company name into a template isn’t enough. Buyers can spot mail merge “personalization” a mile away.
Here’s what actually moves the needle: - Relevance: Does your email address a real pain or goal? - Specifics: Are you mentioning something that couldn't apply to just anyone? - Tone: Does it sound like a person wrote it?
What doesn’t work: - Canned intros (“Hope this finds you well!”) - Lifting one line from someone’s LinkedIn and calling it a day - Overusing merge tags—especially if your data is messy
Personalization is about showing you did your homework, not just proving you know how to use curly braces.
Step 1: Clean up your data (don’t skip this)
Before you open Upscale, focus on your contact data. Automation is only as good as your inputs.
Why bother? - Bad data = embarrassing emails (“Hi {{FirstName}}, saw your work at {{Company}}”) - Incomplete info means you’ll end up sending the most generic version of your template
What to do: - Make sure you have accurate first names, company names, and job titles. Double-check for weird formatting. - Add custom fields if you plan to reference things like recent news, mutual connections, or product usage. - If you’re pulling lists from LinkedIn or a CRM, spot-check a few entries for errors.
Pro tip: Run a quick mail merge with your data in a spreadsheet first. Look for weird results before Upscale sends anything.
Step 2: Build a template skeleton that doesn’t suck
Upscale lets you create templates with merge fields (like {{first_name}} or {{company}}), but the template itself needs to sound human.
Keep it tight: - Write like you talk. No one writes “I’m reaching out to synergize our respective organizations” in real life. - Keep it short—3-5 sentences max. - Make your ask clear. Don’t hide it in jargon.
Template example:
Subject: Quick question about {{company}}’s [goal/problem]
Hi {{first_name}},
Saw you’re working on {{relevant_topic}} at {{company}}. I’m curious—how are you handling [specific challenge]? Others in {{industry}} have hit roadblocks with [common pain], so thought I’d reach out.
Worth a quick chat?
– [Your Name]
What makes this work: - The merge fields aren’t just for show; they help you get specific. - There’s a real question, not just a pitch. - It doesn’t read like a script.
Step 3: Use custom fields for real personalization
Here’s where Upscale helps you scale actual personalization, not just mail merges.
How to do it: - Create custom fields for things like “recent news,” “mutual connection,” “product used,” or “pain point.” - In your CSV or CRM, fill these fields for as many contacts as possible. Yes, it takes time, but it pays off. - In Upscale, insert these fields into your template wherever they’ll make the biggest impact.
Examples: - “Congrats on {{recent_news}}—that’s huge for {{company}}.” - “Noticed you and I both know {{mutual_connection}}.”
Don’t go overboard: If you have to write a novel for each contact, you’re defeating the point. Focus on one or two genuinely personal touches.
Step 4: Build multi-step sequences (and avoid annoying people)
Upscale lets you set up sequences—multiple emails over several days or weeks. Good, because most folks won’t respond the first time.
Sequence tips: - Vary your messaging. Don’t just resend the same template with “Bumping this up” as the only change. - Use different angles: value, social proof, resources, or a direct ask. - Make it easy to say no. A simple “Not interested? Just let me know” is fine.
What to skip: - Guilt trips (“I’ve emailed you 3 times—why no response?”) - Overly aggressive follow-ups. If they haven’t replied after 4-5 tries, move on.
Step 5: Test, tweak, and don’t trust “best practices” blindly
You’ll hear a lot of advice: “Always use the prospect’s name in the subject line.” “Send on Tuesday at 10am.” Most of it is regurgitated from someone else’s blog.
Here’s a better way: - A/B test your templates. Upscale lets you run variants—see what gets real replies, not just opens. - Check your data regularly. Are your merge fields actually populating? Are you sending “Hi {{first_name}},” to anyone? - Watch for unsubscribes and angry replies. If people are telling you to buzz off, your messages aren’t as “personalized” as you think.
Pro tip: Save your best-performing emails as new templates. Don’t reinvent the wheel if something’s working.
Step 6: Automate what you can, but add a human touch where it counts
Automation is a tool, not a replacement for effort. Use Upscale to handle the grunt work—scheduling, sending, tracking—but don’t forget to jump in when it matters.
Where humans still win: - High-value accounts: Spend more time researching and writing. - Replies: Don’t automate your responses. That’s where the deal happens. - When something feels off: If a prospect’s info looks wrong, fix it before hitting send.
What to ignore (really)
- Overly fancy formatting: Plain text beats HTML newsletters for cold outreach.
- Long-winded intros: Just get to the point.
- Over-promising what Upscale (or any tool) can do: No software can make up for bad messaging or lazy research.
Wrapping up: Keep it simple, stay curious
Personalizing sales outreach isn’t magic—it’s about being relevant, respectful, and a little bit thoughtful. Upscale can save you hours, but it won’t fix boring emails or bad lists. Start with solid data, write like a real person, and keep tuning as you go. The only “hack” that works is paying attention.
You don’t have to get it perfect—just keep experimenting, keep it honest, and you’ll see better replies than the folks sending “Hope this finds you well.”