How to set up and use templates for follow up emails in Revenuegrid

If you’re tired of rewriting the same follow-up email for the hundredth time, you’re not alone. Sales teams and anyone in a revenue role know the pain: you want your emails to sound personal, but you don’t want to waste time retyping the same stuff. That’s where email templates in Revenuegrid come in handy. But only if you set them up right—and actually use them in a way that saves time instead of adding another layer of busywork.

This guide is for anyone who wants to get their follow-up process dialed in and keep things moving without sounding like a robot. I’ll walk you through setting up templates that work, skipping the “best practices” fluff and focusing on what’ll actually help you close more deals (or at least get more replies).

Why Use Email Templates in Revenuegrid?

Let’s be honest: Templates are only useful if they’re easy to use and don’t make you sound like a spam bot. In Revenuegrid, templates help you:

  • Send consistent, clear follow-ups without reinventing the wheel
  • Personalize just enough to actually get a response
  • Save time for the conversations that matter

But beware: If you treat templates like mail merges from the ‘90s, you’ll get ignored. The trick is to set up templates that are flexible and fast to tweak.

Step 1: Set Up Your Revenuegrid Account

Before you start creating templates, make sure you have:

  • A Revenuegrid account with email integration connected (Outlook or Gmail)
  • The right permissions (some companies lock down template creation—if so, bug your admin)

If you’re not sure if your email’s connected, check the settings in your Revenuegrid dashboard. If you don’t see your email listed, follow their integration prompts—otherwise, templates can’t send squat.

Pro Tip: If your company has a “master” template library, check what’s already there. No need to reinvent the wheel if someone’s done the work.

Step 2: Find the Templates Section

Revenuegrid isn’t always the most intuitive, so here’s how to get to templates:

  1. Log in to Revenuegrid.
  2. In the sidebar (usually on the left), look for “Templates” or “Email Templates.”
    • If you don’t see it, try clicking into “Settings” or “Content.” Sometimes it’s hidden behind admin menus.
  3. Once you’re in, you’ll see any templates you (or your team) have created.

Heads up: If templates are grayed out or you can’t edit, you might not have permission. That’s an admin thing.

Step 3: Create a New Follow-Up Email Template

Here’s how to set up a template that actually works for follow-ups (not just first-touch).

1. Click “New Template” (or similar button)

  • The button should be easy to spot. Sometimes it’s a plus sign.

2. Give Your Template a Clear Name

  • Don’t call it “Template 1.” Try “2nd Follow-Up – Demo Request” or “3rd Touch – No Response.”
  • The more specific, the easier it is to find later.

3. Write Your Email Body

  • Keep it short. People are skimming, not reading novels.
  • Use placeholders (sometimes called “merge fields” or “variables”) for things like:
    • Recipient’s first name ({{FirstName}} or whatever Revenuegrid uses)
    • Company name
    • Your signature

Sample Template:

Subject: Quick follow-up on our last conversation

Hi {{FirstName}},

Just wanted to check in regarding our last chat about {{ProductName}}. Any questions come up, or is there someone else on your team I should loop in?

Let me know what works.

Best, {{YourName}}

Don’t overdo it: If every line is a placeholder, you’ll spend more time customizing than just writing a new email.

4. Add a Subject Line

  • Don’t leave this blank. The subject is half the battle in getting opened.

5. Save (and, if needed, set sharing permissions)

  • Choose whether it’s just for you or for the whole team.
  • If your team’s using different templates for different stages, organize them in folders if Revenuegrid allows.

Step 4: Insert and Use Templates in Your Workflow

Now for the part that actually saves time.

A. Using Templates in Manual Emails

  1. Compose a new email from within Revenuegrid (or your email client, if it’s integrated).
  2. Look for the “Insert Template” button.
    • In Gmail/Outlook, this might be a Revenuegrid add-in or sidebar.
    • In Revenuegrid itself, it’s usually above the message body.
  3. Choose your template.
  4. Double-check that the placeholders filled in correctly.
    • Sometimes merge fields don’t populate if your CRM data is spotty.
    • If something looks weird, fix it before hitting send.

Pro Tip: Always customize at least one sentence. Everyone can spot a 100% templated email.

B. Using Templates in Sequences or Automated Cadences

Revenuegrid lets you build sequences (drip campaigns) where templates are sent automatically based on triggers or schedules.

  • When building a sequence, choose the template for each step (e.g., first follow-up, second follow-up).
  • Make sure your data is clean—nothing ruins automation like “Hi {{FirstName}},” with no name.
  • Test the sequence on yourself or a colleague before rolling out to prospects.

What to Ignore: Don’t get bogged down in adding a dozen steps to a sequence. Three thoughtful follow-ups beat eight generic ones.

Step 5: Edit and Iterate Your Templates

Templates aren’t “set it and forget it.” Here’s what to watch:

  • If nobody’s replying to a template, it’s not working. Change it.
  • If you find yourself always tweaking the same line, update the template to save future-you some hassle.
  • Revenuegrid usually lets you see open and reply rates per template—use this data, but don’t obsess. Sometimes people just aren’t ready.

Common Pitfalls: - Too many placeholders: If your template looks like a Mad Lib, it’s hard to use. - Sounding robotic: If you wouldn’t say it out loud, don’t send it. - Forgetting to update old templates: Products, pricing, and people change. Templates should too.

Pro Tips for Getting Real Value

  • Keep a “swipe file” of the best replies you get, and turn those into new templates.
  • Don’t template apologies or sensitive conversations. These always deserve a fresh, human message.
  • Set a quarterly reminder to review and prune templates. If you have more than 10, it’s probably too many.

What Works, What Doesn't, and What to Skip

What Works: - Short, specific templates that are easy to personalize - Clear subject lines - Templates built for follow-ups, not just first contacts

What Doesn’t: - Overly formal or generic language (“Per my last email…”) - Relying on automation alone—people still spot the fakes - Wasting time organizing dozens of templates you never use

What to Ignore: - Fancy formatting or embedded images—most follow-ups are read on mobile and get mangled anyway - Templates with outdated info (delete them) - The urge to “optimize” for every possible scenario. Focus on the 80% use case.

Keep It Simple (and Keep Improving)

Setting up templates in Revenuegrid isn’t rocket science, but it does take a bit of up-front work. The payoff is less time spent on grunt work, and more time on real conversations. Start with a couple of templates, see what gets replies, and tweak as you go. Don’t let the “template library” become a graveyard—keep it lean, useful, and genuinely helpful. That’s what actually moves the needle.