If your inbox feels like Groundhog Day—same sales pitch, different prospect—you're not alone. Writing out the same email over and over is a waste of time, and copy-paste jobs are a recipe for embarrassing mistakes. This guide is for salespeople, founders, or anyone who sends a lot of “almost-the-same” emails and wants to stop reinventing the wheel. We'll get straight into how to use Yesware templates to speed things up, stay human, and actually get replies.
Why Use Email Templates at All?
Let's be real: Most prospects don't want to read a novel or a generic pitch. Good templates help you:
- Respond faster, so leads don't go cold
- Keep messaging consistent (especially if you work in a team)
- Avoid silly mistakes from copying and pasting
- Free up headspace for the conversations that actually matter
But templates can also backfire if you treat them like autopilot. Bad templates sound robotic, get ignored, or worse—land you in spam. The goal here isn't to make your emails identical, but to make the repetitive parts easier so you can focus on the personal touches.
Step 1: Figure Out Which Emails You Actually Need Templates For
Don’t template everything. Start by looking at your sent mail and spotting the most common, repeatable types. You’ll usually find:
- Cold outreach: Introducing yourself and your company
- Follow-ups: Nudging people who haven’t replied
- Meeting scheduling: Sharing your calendar link or times
- Demo reminders: Confirmations and reminders before a call
- Post-demo check-ins: Recapping what you discussed and next steps
Pro tip: If you find yourself rewriting a sentence for the third time this week, it probably deserves a template.
Step 2: Build Your First Yesware Template
Setting up a template in Yesware is dead simple, but there are a few things you should (and shouldn’t) do if you want people to actually reply.
How to create a Yesware template
-
Open Gmail or Outlook with the Yesware add-in active.
If you haven’t installed it, do that first—it’s quick, but you’ll need admin permissions if you’re on a locked-down company setup. -
Find the “Templates” section in the Yesware sidebar or toolbar.
Click “New Template.” -
Give your template a clear name.
Don’t call it “Template 1.” Use something like “Cold Outreach – SaaS” or “Demo Reminder.” -
Write your email.
Here’s where most people mess up: - Don’t write a one-size-fits-all novel. Keep it short.
- Use placeholders for personalized info:
{{First Name}},{{Company}}, etc. -
Add your own notes in brackets (e.g., “[Insert custom line about recent news]”) so you don’t forget to personalize.
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Save the template.
Now it’s ready to use anytime you’re composing a new email.
What not to do:
Don’t try to build a “perfect” template out of the gate. Write something simple, then tweak as you go. You’ll spot what works (and what gets ignored) quickly.
Step 3: Make Your Templates Not Sound Like, Well, Templates
Here’s the tricky part. People can spot a template a mile away. To avoid sounding like a robot:
- Always personalize the opening line.
Reference something specific—an article they wrote, a mutual connection, or a recent company announcement. - Avoid generic intros.
“I hope this email finds you well” screams mail merge. - Don’t overload with placeholders.
Filling in a dozen fields is just as annoying as rewriting the email. - Add a “custom” section.
Build in a spot where you must type something unique. Literally use “[Type something personal here]” as a reminder. - Sound like yourself.
If you’re casual, be casual. If you’re direct, be direct. Templates should save time, not erase your personality.
What to ignore:
Yesware’s template gallery is a mixed bag. Some are decent, but most are too generic for real results. Use them for inspiration, not as plug-and-play answers.
Step 4: Organize Your Templates Before They Become a Mess
Once you have more than 3-4 templates, you’ll lose track fast. Here’s how to keep things organized:
- Group by type.
Use folders or naming conventions: “Cold – SaaS,” “Follow-up – Finance,” etc. - Archive or delete what you don’t use.
Outdated templates are just clutter. - Share with your team (if you have one).
Yesware lets you share templates so everyone’s on the same page. But don’t force everyone into cookie-cutter emails—encourage tweaks.
Pro tip:
Add the last edited date to the template name or body. “Demo Reminder (2024-04)” tells you at a glance if it’s up to date.
Step 5: Test, Track, and Tweak Relentlessly
Templates aren’t “set it and forget it.” Here’s how to keep them sharp:
- Watch your open and reply rates.
Yesware tracks this automatically. If a template flops, don’t keep using it out of habit. - A/B test.
Try two versions of your follow-up template. See which gets more replies, not just opens. - Ask teammates for feedback.
If they’re getting better results, steal (and adapt) what works. - Update regularly.
If your product or pitch changes, so should your templates. - Don’t be afraid to kill bad templates.
Some emails just don’t work anymore. Delete, revise, or replace.
What Yesware Templates Can’t Fix
Templates save time—but they don’t fix everything. Here’s where they fall short:
- Poor targeting.
If you’re reaching out to the wrong people, no template will save you. - Bad product-market fit.
Templates can’t make a dud offering exciting. - Over-automation.
If you send 300 emails a day and never personalize, you’ll burn your reputation fast. - Compliance and privacy.
Yesware isn’t magic for GDPR or CAN-SPAM. You still need to follow the rules.
If you’re getting consistently poor replies, the problem probably isn’t your template—it’s your list, your offer, or your research.
When (and When Not) to Use Yesware Templates
Good times to use them:
- You’re sending 80% of the same info to every new prospect
- Your team needs to stay consistent (but not robotic)
- You keep making silly typos or forgetting key details
When not to:
- For super high-stakes, one-off emails (e.g., closing a big deal)
- If personalization is the main reason the prospect will reply
- When a call or LinkedIn message would do the job better
Templates are a tool, not a replacement for real sales skills.
Keep It Simple, Iterate, and Get Back to Selling
The best sales emails don’t come from the fanciest template—they come from knowing your prospect and not wasting their time (or yours). Start with a basic Yesware template for your most repetitive emails, personalize the bits that matter, and keep tweaking. Don’t stress about perfection. If it’s saving you time and getting replies, you’re doing it right.
Now, get those templates set up and get back to work. Your inbox will thank you.