Create and send message templates

If you frequently send similar one-to-one sales emails, you can save your message as a template and quickly access it from the contact record, conversations inbox, or help desk. You can create templates from scratch, or select a pre-built template. Each template can be customized using personalization tokens, making it easier for your team to send consistent, tailored messages.

Sales email templates are used when sending one-to-one emails. For bulk emails, learn how to save marketing email templates.

Create a template

You can create a template in your HubSpot account, or if you use the HubSpot Sales Chrome extension, you can create templates within your Gmail inbox.You can also use HubSpot's AI assistant to generate sales templates.

1. In your HubSpot account, navigate to CRM > Message Templates.
2. In the top right, click New template > From scratch.
3. Enter a name and subject for your template.
4. Please note: there is 256 character limit applied to template subject lines. To ensure that your recipients can read the entire subject line, it is recommended to keep the subject line under 45 characters. Learn more about email subject line best practices on HubSpot's User Blog.
5. To make the template private so only you can view and use the template, click the Shared with everyone dropdown menu and select Private. You can also change who the template is shared with on the templates dashboard.
6. To add the template to a folder, click the Select a folder dropdown menu.
7. Enter the body of your email:
   • Use the formatting options at the bottom of the editing window to modify the text.
   • 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 insert an image, click the image icon insertImage.
   • To include personalization tokens in your email template, click the Personalization dropdown menu. Learn more about adding personalization tokens to your sales email templates.
   • To insert a snippets, sales document, scheduling link, or video, click the Insert dropdown menu.

Please note: templates must include text. Templates with images only will not attach successfully to your email in HubSpot or your email client. It is not recommended to copy and paste content from another text editor, as this can cause formatting issues in the HubSpot template editor. If you do need to paste content, make sure to paste only the text itself and not any previously applied styling.

7. When you've finished creating your template, click Save template.
8. You can also generate your sales email template using AI assistants. Learn more about generating sales email templates using AI.

Once your template is created, you can send template emails from the CRM and your email inbox using the sales extension, or add template emails to your sequences.

Please note: curly brackets in templates cause issues with HubSpot's template rendering service.You can use a placeholder token instead to prompt users to enter the missing information before sending the email.

Send a template

After creating your email template, you can use it to send emails from the CRM.

1. Navigate to your records:
• Contacts: In your HubSpot account, navigate to CRM > Contacts.
• Companies: In your HubSpot account, navigate to CRM > Companies.
• Deals: In your HubSpot account, navigate to CRM > Deals.
• Tickets: In your HubSpot account, navigate to CRM > Tickets.

2. Click the name of a record
3. In the left panel, click the Email icon email.
4. In the pop-up box, click Templates.

4. In the dialog box, hover over the template you want to send and click Select.
5. Customize the content, then click Send. If you used any placeholder tokens in the template, update the placeholder text before sending.
6. The email will be tracked automatically, and the information will be added to your template report data.

Learn how to send templates from your inbox using the HubSpot Sales Chrome extension, the Outlook desktop add-in, or the Office 365 add-in.

Necessary disclosure: if you opt to use HubSpot's sales email templates in addition to connecting your email to HubSpot, HubSpot will scan the content of your sent emails to identify possible templates for use by users in your HubSpot account.

Edit template content

1. In your HubSpot account, navigate to CRM > Message Templates.
2. Click the name of the template.
3. In the pop-up box, edit your template.
4. Click Update existing template, or to create a new template, click Save as new template.

Manage templates

1. In your HubSpot account, navigate to CRM > Message Templates.
2. Hover over the template and click Actions. Then, select from the following options:
   • Move: to relocate the template, click Move. In the dialog box, select a folder and click Move. 
   • Clone: to duplicate the template, click Clone. In the dialog box, enter a name for the cloned template and click Save. 
   • Manage sharing: to control who can access the template, click manage sharing, select a sharing option, and click Save. 

Delete templates

1. In your HubSpot account, navigate to CRM > Message Templates.
2. To delete an individual template, hover over the template, click Actions, then select Delete.
3. To delete multiple templates, select the checkboxes next to the templates you want to delete, then click Delete at the top of the table.
4. In the dialog box, click Delete template(s).

Please note: private templates can only be deleted by the user who created them or a super admin with a paid seat.