Templates to Increase Referrals

Email templates allow you to send the same message, but personalized, to your contacts. Need a refresher on templates? Click here for a quick walk through.

We will create the following templates:

Why did we choose these templates? The situations listed above are ones where reaching out to a contact will provide value in the relationship, but you may not have the time nor the patience to think of the right words to include in the email. Having a pre-written template allows you to send the message with just a few clicks of a button.


Following up with someone after an event. This template will be used to follow up after meeting someone for the first time.

STEP 1: CREATE THE TEMPLATE

  1. Click on Email Templates.
  2. Look towards the top right corner and click on Create Email Template. Again, if you want a refresher on what templates are and how they work click here.
  create_email__template



STEP 2: NAME THE TEMPLATE

  1. Name the template “After Meeting – Follow Up”.
  2. Feel free to write in a goal, but this is not necessary.
  3. Keep the Type of template to be a Message template. (The type of template directly affects the contact fields listed below the subject line. Since you are writing a simple HTML message, choose Message template).
  4. Now, let’s move onto the subject and body of the template.

It should look like this:


Screen Shot 2015-09-23 at 12.18.30 PM

STEP 3: WRITE THE TEMPLATE

    1. For the subject, include a quick reference indicating how you may know this person. Since this is someone you recently met, type “Great meeting you!” into the subject line.

Screen Shot 2015-09-23 at 12.18.50 PM
2. Now, onto the message!  Include the contact’s first name in the greeting. Use the “Add contact fields” link listed under the subject line and choose First Name.

What is a contact field?
A contact field serves as a placeholder for a contact’s specific information. For example, including the ‘First Name’ contact field will insert the contact’s first name when you send them that template. It’s a way to personalize emails at scale.
  1. List where and when you met the contact. We have a generic default in this message, but feel free to personalize.
  2. Type in a specific detail about the contact.
  3. State the plan for future follow up.
  4. Once you’ve written the template, make sure to click the blue Save button.

You can also use contact fields throughout the message. There may be times you want to include information that is not an option for contact fields. In those cases, you’ll need to make sure you bold or italicize those parts as a reminder to fill them out each time. Take a look at the message below to see an example:


Screen Shot 2015-09-23 at 12.20.54 PM

The fill-in-the-blanks are bolded in red so it catches your eye and you know to fill that information in before you send the message off.

If you don’t want to constantly edit the template to include specifics, you could always keep the template very, very general. For example, we included “Great meeting you at the event the other day”. That way there is no specific information in the message and the template would be appropriate to send without editing.

Asking for a referral from a Current client. This template will be used to ask for a referral from a client you’re currently working with.

STEP 1: CREATE THE TEMPLATE

  1. Click on Email Templates.
  2. Look towards the top right corner and click on Create Email Template. Again, if you want a refresher on what templates are and how they work click here.
create_email__template





STEP 2: NAME THE TEMPLATE

  1. Name the template “Ask for referral – Current Client”.
  2. Feel free to write in a goal, but this is not necessary.
  3. Keep the Type of template to be a Message template. (The type of template directly affects the contact fields listed below the subject line. Since you are writing a simple HTML message, choose Message template).
  4. Now, let’s move onto the subject and body of the template.
It should look like this: Screen Shot 2015-09-23 at 12.32.30 PM

STEP 3: WRITE THE TEMPLATE

This email should take a little more care because you want to make sure you are being clear, but not pushy, with your asking for a referral. Create a subject line that will intrigue your client and give him/her a subtle idea of what the message is about.

    1. Type “Help out this small fish?” into the subject line to make the message more personal and less formal.
Screen Shot 2015-09-23 at 12.32.35 PM

Now, onto the message! You need to make sure you clearly ask for what you want (the referral) but also communicate that you are thankful for his/her business regardless!


  1. Start off by displaying gratitude and value that you have for your client (which must be authentic!)
  2. Make a case or a ‘reason’ for why you need the referral.
  3. Ask for 1 referral from a specific group of contacts in the client’s life. Having an open ended “I’d love any referral” may require a ton of thinking on your client’s behalf. By providing structure and direction, it is easier for that client to mentally run through the people he/she knows.
  4. Once you’ve written the template, make sure to click the blue Save button.

Screen Shot 2015-09-23 at 12.34.47 PM Introducing a Current Client. This template will introduce your client to someone in your network.

STEP 1: CREATE THE TEMPLATE

  1. Click on Email Templates.
  2. Look towards the top right corner and click on Create Email Template. Again, if you want a refresher on what templates are and how they work click here.
create_email__template




STEP 2: NAME THE TEMPLATE

    1. Name your template “Introducing a Current Client”.
    2. Feel free to write in a goal, but this is not necessary.
    3. Select the Type of template to be a Intro template.
Screen Shot 2015-09-23 at 1.19.27 PM

STEP 3: WRITE THE TEMPLATE

The reason you are going to introduce a current client to someone in your network is because you want to add value to your client’s life. Of course, the services you are providing are adding value to your client’s life, but you want to go over and above! By introducing your client to someone in your network, you are showing that (1) you are paying attention to the details of the client’s life and (2) you want to provide value in his/her life beyond what he/she is paying you for.

      1. Type “You two should meet.” into the subject line.

Screen Shot 2015-09-23 at 1.10.45 PM

(You’ll notice below the subject line there are contact fields links for Contact 1 and Contact 2. For the purposes of this example, Contact 1 will always be your current client).



Screen Shot 2015-09-23 at 1.11.56 PM

      1. In the body of the email, explain why you are introducing these two people to each other.
      2. Explain how you know each of them.
      3. Make sure you are not giving out personal information. Leave it up to the contacts to choose to exchange phone numbers or addresses.
      4. Once you’ve written the template, make sure to click the blue Save button.
Screen Shot 2015-09-23 at 1.15.25 PM

The email looks a little jumbled with all those dynamic fields, but when sending the email it will look perfectly normal. The fill-in-the-blanks are bolded in red so it catches your eye and you know to fill that information in before you send the message off.



      WHAT’S MY NEXT STEP?

Learn how setting up a program can save you time and bring you referrals.

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