Create Reusable Email Templates

1. Define the scenario and persona

Ask what the user needs:

• What sales scenario? Discovery call invite, demo follow-up, objection response, etc.
• What persona? Title, seniority, company size, industry
• What's the ask? Meeting, demo, reply, intro
• What's the relationship? Cold, warm intro, existing conversation
• Key context? Product, ICP, proof points, common objections

If Harmony conversation data exists, pull:

• Successful emails from past deals with this persona (extract tone, structure, proof points)
• Which openings and CTAs got replies (subject lines, personalization angles)
• Common objections this persona raises and how top reps handle them
• Patterns in what convinced this persona to move forward

2. Choose template structure

Select a framework based on the scenario:

• Discovery invite: Personalization → value statement → low-friction ask → CTA
• Demo follow-up: Recap what you discussed → why they said they're interested → propose next step → CTA
• Objection response: Acknowledge concern → provide evidence/context → alternative approach → CTA
• Proposal intro: What you're proposing → why (based on their criteria) → timeline → CTA
• Closing email: What we've aligned on → next immediate step → urgency if applicable → CTA

3. Write with persona in mind

Calibrate voice, length, and proof points for the buyer:

• C-suite: Ultra-brief (3–4 sentences), one metric/proof, subtle ask
• VP/Director: Slightly longer (5–7 sentences), 1–2 proof points, clear value statement
• Manager/IC: More detail (8–10 sentences), specific use case, technical proof, relatable voice

4. Build personalization placeholders

Include placeholders that signal what to customize:

• [Company name] — Not just {{company}} (make it clear what goes there)
• [Specific signal] — E.g., "[Product launch announcement]" instead of [news]
• [Your proof point] — E.g., "[Customer in similar role saved X hours/month]"
• [Specific question] — E.g., "[Question about their current process]"

Comment on how to personalize: "Use a specific LinkedIn post, product launch, or company news, not a generic observation."

5. Add tactical guidance

Include notes on:

• Best time to send — "Send on Tuesday–Thursday, 9–11am in prospect's timezone"
• Subject line variations — "Try [option A] if they responded to a cold intro, [option B] if it's a warm intro"
• Reply rate expectations — "This template typically gets 8–12% reply rate on cold outreach"
• When to use this — "Use this after a demo, not before"

6. Create the template output

Format as a complete, copy-pasteable template with clear sections and placeholders.

Output Format

Email Template — [Scenario] / [Persona]

Created [date] · Replaces: [if updating existing] · Expected reply rate: [baseline]

Scenario Summary

• Use case: [When to send this email]
• Best for: [Persona / Seniority / Relationship type]
• Goal: [What response you want]
• Timing: [When in sales cycle]

Template

Subject line: [Subject — 2–4 words, boring, internal-looking]

Alternative subjects:

• [Option A] — [When to use]
• [Option B] — [When to use]

Body:

[Full email]

Personalization Guidance

Tactical Notes

• Best send time: [Day/time that gets highest open rates]
• Email length: [Expected word count and why]
• Tone: [Brief voice guidance — e.g., "Peer-level, slightly casual, not pushy"]
• Expected performance: [Reply rate, open rate if data available]
• Pair with: [What should follow this email if they don't reply]

When to Use This Template

• ✓ [Appropriate scenario]
• ✓ [Appropriate scenario]
• ✗ [Do NOT use for this]
• ✗ [Do NOT use for this]

Common Variations

Variation 1 — [Different persona]: [Adjusted version for different seniority or industry]

Variation 2 — [Different relationship]: [Adjusted version for cold vs. warm vs. existing relationship]

Reply Handling

If they reply with:

• Enthusiasm: [Suggested response — move to next stage]
• Question: [Suggested response — addresses concern]
• Objection: [Suggested response — handles blocker]
• No reply: [Suggested follow-up — when/what to send]

Now What?

• Test it: Use this template for your next 10 outreach emails; track open rate and reply rate
• Refine: If reply rate is <5%, try a different subject line; if open rate is <20%, personalization might feel generic
• Share with team: Post this in Slack or email template library so other reps use the same pattern
• Measure: Track which templates win for which personas; update this doc quarterly

Example

User: "Create a template for a discovery call follow-up email. The persona is CFO at a mid-market SaaS company, 5 days after we had an initial call."

Output:

Email Template — Post-Discovery Call Follow-Up / CFO

Created 2026-03-22 · Expected reply rate: 15–20% (warm relationship)

Scenario Summary

• Use case: Follow-up after a discovery call to reinforce value, move toward next step
• Best for: CFO / VP Finance / Finance Director at mid-market SaaS (Series B–D, $50–300M ARR)
• Goal: Confirm interest, lock in next meeting (demo or technical deep-dive)
• Timing: 2–5 days after discovery call

Template

Subject line: next steps

Alternative subjects:

• [Specific problem mentioned] → approach
• timeline for [solution area]
• quick follow-up from our call

Body:

Hi [Name],

Really enjoyed our call last week. The [specific challenge] you mentioned is something we see a lot at [similar company size/industry], and it usually surfaces when [underlying reason from call].

A few things resonated:

1. Your team's pushing to [specific goal they mentioned]
2. Today you're spending [time or cost impact] on [current approach]
3. You'd ideally want [outcome they described]

I put together a quick outline of how we'd approach this for you — basically [1-sentence core value]. I'll send it as a separate note, but wanted to check: does next Tuesday or Wednesday work for a 20-minute technical deep-dive? [SE name] would join to walk through the specifics.

If neither works, happy to find another time.

Personalization Guidance

Tactical Notes

• Best send time: 2–3 days after discovery call (while they still remember the call); early morning (9–11am their time) on Tuesday–Thursday
• Email length: 90–110 words (short, respectful of their time as CFO)
• Tone: Peer-level, helpful, not pushy. Shows you listened (repeats their challenges back). Makes the next step easy (just confirm yes/no on times).
• Expected performance: 15–20% reply rate (warm relationship after discovery); 35–40% open rate
• Pair with: If no reply after 5 days, send a brief check-in with a single alternative time

When to Use This Template

• ✓ 2–5 days after a discovery call
• ✓ When they showed interest on the call
• ✓ When you have specific notes on their challenges and goals
• ✗ Do NOT use if they said "we're not interested" or "send me info"
• ✗ Do NOT use if you don't have a specific next step (demo, technical review)

Common Variations

Variation 1 — VP Finance (Director level, more tactical):

Hi [Name],

Loved our conversation last week about [problem]. The [specific pain] you described is a classic pattern we see, especially at companies in [growth stage/industry] like yours.

You mentioned three priorities:

1. [Priority 1]
2. [Priority 2]
3. [Priority 3]

Here's the approach we'd take: [2–3 sentence explanation of how you solve it].

Quick question: which of those three is causing the most friction right now? And does the approach resonate, or should we think about it differently?

Happy to do a 20-minute technical walkthrough with [SE name] if it makes sense.

Variation 2 — Warm intro (internal reference already mentioned):

Hi [Name],

[Mutual contact] mentioned I should reach out — great to hear you had a solid conversation about [topic] last week.

Quick context: we help companies like [similar company] solve [problem]. The pattern we see is [insight from their situation], and the outcome is usually [result].

[Mutual contact] thought you should see how we'd approach [their specific challenge]. Would Tuesday or Wednesday work for a brief technical deep-dive?

Reply Handling

If they say "Yes, let's do Tuesday": Send: "Perfect. Tuesday at [time] — I'll send a calendar invite. Here's what we'll cover: [1. Specific tech question], [2. Implementation approach], [3. Next steps if it makes sense]."

If they ask "What's the cost?": Send: "Great question. Pricing depends on [your variable], but for a company your size with [specific need], it's typically [range]. Happy to get more specific once we understand your exact use case better. Still good for Tuesday?"

If they say "We're currently evaluating [competitor]": Send: "Good context. We'd approach this differently because [specific differentiation]. Most of the clients we work with started evaluating [competitor] too, but they chose us because [reason]. Worth a 20-minute look to see if it applies to you?"

If no reply after 5 days: Send: "Quick follow-up — wanted to check if Tuesday or Wednesday still works, or should we find another time? No worries if it's not a priority right now."

Edge Cases

• You don't have detailed call notes: Use generic personalization placeholders but note that the template is weaker. Recommend recording calls in Harmony so you can extract exact language.
• They said "interesting" but no clear next step on the call: Use softer language ("worth exploring together?") instead of confident next-step proposal.
• Very formal, slow-moving organization: Extend email slightly, be more explicit about the process (discovery → technical review → proposal → negotiation).
• They preferred email over calls: Skip the "let's schedule" request; instead ask "Does this direction make sense?"

Performance Tracking

Use this template for 10 outreach emails:

• Track: Open rate (target: 35–40%), Reply rate (target: 15–20%), Meeting rate (target: 60–70% of replies)
• If open rate is low: Subject line or sender reputation is an issue. Try alternative subjects.
• If open rate is high but reply rate is low: Email content might feel generic. Increase personalization specificity.
• If reply rate is high but meeting rate is low: Next step might be too specific or inconvenient. Try "worth a conversation?" instead of a specific time.