Send and reply to one-to-one emails

You can send an email to individual contacts in HubSpot from the contact record or from the associated company, deal, or ticket record. You can also reply to emails in HubSpot from the record timeline.

Please note: a connected inbox is required to send emails through the CRM. Learn how to connect your inbox. 

Send one-to-one emails

• In your HubSpot account, navigate to your contacts, companies, deals, or tickets.
• Click the name of a record.
• In the left panel, click the Email email icon.
• In the pop-up box, write your email. If the GDPR functionality setting is enabled and the contact's lawful basis to communicate has not been validated, you must validate it before sending the email.
  • To send the email to a specific email address, in the To field, click the name dropdown menu then select another email address associated with the contact.
  • To send from another one of your connected email addresses, in the From field, click your email address then select another email to send from. The name in the From field is the user name set in your Profile & Preferences settings.
  • Enter a subject for your email.
  • Type the body of your message. In the top toolbar:
    • Click Templates to insert an email template.
    • Click Sequences to enroll the contact in a sequence.
    • Click Documents to insert a sales document.
    • Click Meetings to insert a meeting link.
    • Click Quotes to share pricing information.
  • To modify the text, use the formatting options at the bottom of the editing window.
  • To edit the font style and size, or edit the text alignment, click the More dropdown menu. 
  • To add hyperlinked text, click the link icon link.
  • To add an image, click the image icon insertImage. 
  • To attach a file, click the paper clip icon attach.
  • To insert snippets, add links to your knowledge base (Service Hub only), insert a video, or edit your signature, click the Insert dropdown menu. 

• Click Send.

Reply to one-to-one emails

• In you HubSpot account, navigate to your contacts, companies, deals, or tickets.
• Click the name of a record.
• Locate the email on the record timeline and click Reply. If the thread includes another member of your team, click Reply all to reply to both.

Please note: if the email is from your team member to the contact, clicking Reply will send the email only to your team member, and not the contact.

• To send the email to a specific email address, in the To field, click the name, then select another email address. 
• To send from another one of your user's connected email addresses, in the From field, click your email address then select another connected email address to send from. The name in the From field is the user name set in your Profile & Preferences settings.
• Compose and format your reply, then click Send.

Validate your contact's lawful basis to communicate

When your GDPR setting is enabled, the contact's lawful basis to communicate must be validated before you can send them a one-to-one email through HubSpot. You can do this by adding a subscription or giving a one-time legal basis.

Please note: since GDPR took effect on May 25th, 2018, if a contact has globally opted out of email, a user needs to give the contact a one-time lawful basis to communicate before sending them a one-to-one email from the CRM, even if the GDPR functionality is not enabled in the account they are sending from.

• In your HubSpot account, navigate to Contacts > Contacts.
• Click the name of the record. 
• In the left panel, click the Email email icon.
• In the pop-up box, validate the contact's lawful basis to communicate:
  • Add subscription: click to set a subscription type. This gives you a lawful basis to communicate and allows you to add the One to one subscription for the contact so you can send them one-to-one emails from the CRM going forwards.
  • Please note: the Add subscription option will not be available if the contact has opted out of all email communication. In these cases, you can only give them a one-time legal basis and for only transactional, non-commercial emails.
  • Give one-time legal basis: click to assign a lawful basis and explain why you are allowed to communicate with the contact so you can send them the email. This option is helpful when you only need to communicate with this contact once, like when you are emailing them a contract or an invoice.

• Once lawful basis is validated, you can continue writing your email.