If you’re tired of rewriting the same outreach emails or demo scripts, you’re not alone. There’s nothing fun about copy-pasting, tweaking, and hoping you didn’t miss a detail. This guide is for anyone running outreach campaigns—sales, marketing, or customer success—who wants to actually save time with templates, and not just create another folder of unused drafts.
We’ll walk through how to use Saleo templates to speed up your outreach. You’ll get honest takes on what’s worth your time, what to skip, and how to avoid the usual template traps.
Why Use Saleo Templates? (And What to Watch Out For)
Templates aren’t magic, but they can save you a ton of time if you set them up right. Here’s what you actually get with Saleo templates:
- Consistency: Your team sounds like they’re on the same page—no more rogue messaging.
- Speed: Stop retyping the same stuff.
- Personalization (the real kind): Drop in dynamic variables (like names, companies, pain points) fast.
But don’t fool yourself: Templates aren’t a set-and-forget solution. If you never revisit them, they’ll get stale quick. Also, overusing templates can make your outreach sound robotic. The key is using them as a starting point, not a crutch.
Step 1: Decide What Actually Needs a Template
Before you start building templates, don’t just template everything. Here’s what’s usually worth it:
- First-touch emails: The intro you send to every prospect.
- Demo scripts: Walkthroughs you use in sales calls.
- Follow-ups: Those “just checking in” messages.
- Onboarding checklists: Steps for new customers.
Skip anything super niche or rare—you’ll spend more time maintaining the template than just writing it when needed.
Pro tip: Pull up your sent emails or call notes from the last month. If you see the same phrases or paragraphs popping up, those are prime template candidates.
Step 2: Build Templates in Saleo (Without Making Them Sound Like Templates)
Once you know what to template, it’s time to build. Here’s how to do it without sounding like a robot.
2.1. Start from Real Messages
Don’t write templates from scratch. Grab your best-performing real emails or scripts. Copy them into Saleo, then strip out personal details and replace them with placeholders.
Example:
- “Hey Sarah, I saw Acme Corp just launched a new feature—congrats!”
becomes
“Hey {{FirstName}}, I saw {{CompanyName}} just launched a new feature—congrats!”
2.2. Use Dynamic Variables (But Don’t Overdo It)
Saleo lets you drop in variables like {{FirstName}}, {{CompanyName}}, etc. This is great—until you go overboard.
- Stick to 2-4 variables per template.
- Don’t try to fake personalization with things like
{{IndustryPainPoint}}unless you actually know it. - Double-check that your data source for these variables is accurate. A “Hey {{FirstName}},” with a missing name is worse than no personalization at all.
2.3. Add Guidance Notes
Not every part of a template should be filled in automatically. Use comments or internal notes (Saleo supports these) to remind yourself or teammates where to add a sentence or tweak the tone.
- Example:
[Add a sentence here about their recent product launch, if relevant.]
This keeps your outreach human and stops templates from getting too generic.
Step 3: Organize Templates So Your Team Actually Uses Them
Templates are useless if nobody can find them. Here’s how to keep things simple:
- Folders by type: “Cold Outreach,” “Follow-ups,” “Demo Scripts.”
- Clear naming: Not “Template 1” or “Bob’s Email”—use names like “Intro - SaaS Prospects” or “Follow-up - No Response.”
- Short descriptions: In Saleo, add a quick note about when to use each template.
Pro tip: Review template usage every couple months. If a template isn’t getting used, archive it. Don’t let clutter pile up.
Step 4: Test, Tweak, and Actually Use the Templates
Don’t expect perfection from day one. The fastest way to know if a template works? Use it, see what happens, then adjust.
- A/B test: Try two versions of the same outreach and see which gets replies.
- Collect feedback: Ask your team what’s working, what feels clunky, and what prospects are responding to.
- Iterate: Update templates as your messaging or products change.
What Usually Doesn’t Work
- Templates with too many variables—easy to break, hard to personalize.
- Templates that sound like templates (overly formal, stiff, or generic).
- Templates you never update—eventually, they’ll reference old features or dead links.
Step 5: Don’t Automate Yourself Into Obscurity
Automation is great until you’re just blasting out noise. Saleo integrates with other tools—CRM, email, Slack—but don’t let that trick you into spamming.
- Use automation to send smarter, not just faster.
- Look for signals that someone actually read your message before you send follow-ups.
- Personalize when it matters: Big accounts, strategic prospects, tricky deals—don’t rely on templates alone.
Pro tip: Set up a “final review” step before sending automated outreach. Catch embarrassing mistakes before your prospects do.
What to Ignore (You’ll Thank Yourself Later)
- One-size-fits-all templates: If someone promises a “proven” template for every situation, run.
- Templates packed with jargon: You’re not impressing anyone.
- Overly complex workflows: If you need a flowchart to send an email, it’s time to simplify.
Quick Recap: Keep It Simple, Keep It Human
Templates in Saleo can save you a ton of time—if you build them on top of what’s already working, keep them organized, and remember they’re just a starting point. Don’t try to automate authenticity. Start with a few core templates, get your team using them, and tweak as you go.
The best outreach is the kind that sounds like you, just a little bit faster. Keep it simple, stay human, and don’t be afraid to hit delete on anything that isn’t working.