What Templates to Organize Your Network

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 that everyone encounters at some point. They can be applied to both personal and professional circumstances.


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 your Settings (top right corner where your initials or picture are).
  2. On the left hand side of the screen, click on Email Templates on the left under Features.
  3. Click on the Create New Template link in the top right corner of the screen. Again, if you want a refresher on what templates are and how they work click here.
template1

STEP 2: NAME THE TEMPLATE

  1. Select the Type of template to be a Message template. (The type of template directly affects the dynamic fields listed on the right side of the screen. Since you are writing a simple HTML message, choose Message template).
  2. Type “After Meeting – Follow Up” in the label field.

It should look like this:
template2



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.




    1. Now, onto the message! Include the contact’s first name in the greeting. Use the dynamic field for First Name.
What is a dynamic field? A dynamic field serves as a placeholder for contact specific information. For example, including the ‘First Name’ dynamic 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.
  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 Save button.

You can also use dynamic fields throughout the message. There may be times you want to include information that is not an option for dynamic 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:

template4


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. You could say something along the lines of “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.


Reaching out to someone you haven’t spoken to in a long time. This template will be used to reach out to a client you haven’t spoken to in awhile.

STEP 1: CREATE THE TEMPLATE

  1. Click on your Settings (top right corner where your initials or picture are).
  2. Click on Email Templates on the left under Features.
  3. Click on the Create New Template link. Again, if you want a refresher on what templates are and how they work click here.
template1

STEP 2: NAME THE TEMPLATE

  1. Select the Type of template to be a Message template. (The type of template directly affects the dynamic fields listed on the right side of the screen. Since you are writing a simple HTML message, choose Message template).
  2. Type “Quick Check In” in the label field.
template1

STEP 3: WRITE THE TEMPLATE

    1. Type “How’ve you been?” into the subject line. You want to give a frame of reference of what this email is about. Keeping it casual and using the apostrophe gives a more personal feel.
template2

Onto the message! Since the message is going to someone you haven’t spoken to in awhile, keep it short and sweet so they are more likely to respond.

  1. Include the contact’s first name in the greeting. Use the dynamic field for First Name.
  2. List the last time you spoke with the contact. Use the dynamic field for Month Last Contacted.
  3. State the plan for future follow up. If you want the person to respond back to your message, ask them a question. If you just want to say hi, explicitly tell them they don’t need to respond back.
  4. Once you’ve written the template, make sure to click the Save button.

Take a look at the message below to see an example:

template3

Ideally after the sentence “How are things on your end”, you would add in specific detail. Examples could include “Are you still _________?”, “How did the ________ go?”, “Will you be at ________”?


Sending an article

STEP 1: CREATE THE TEMPLATE

  1. Click on your Settings (top right corner where your initials or picture are).
  2. Click on Email Templates on the left under Features.
  3. Click on the Create New Template link. Again, if you want a refresher on what templates are and how they work click here.
template1

STEP 2: NAME THE TEMPLATE

  1. Select the Type of template to be a Content template.
  2. Type “Reminds me of you – article” so you know it’s a template for an article.
template4

STEP 3: WRITE THE TEMPLATE

    1. Type “Reminds me of you” in the subject line.
template5
    1. Message time! Since you want this template to be versatile, let’s keep it generic.
    2. Make sure to add in how you came across the article and why you are sending it.

Don’t put too many details in the template because they may not apply to every contact or every piece of content. You will fill in the details when you’re actually sending the template.

template6
    1. Use the Content Fields to insert placeholders for the content title and URL.
template7
  1. Once you’ve written the template, make sure to click the Save button.

This template is important to have because it allows you to easily send a message to someone when you’re not sure what to say. Finding an article online gives you a ‘reason’ to reach out to the contact, and having a template makes it that much easier to do the follow up.


Following up with someone after a new job change

Contactually will notify you when someone receives a new job on LinkedIn. This is a great opportunity to reach out. However, very few people follow up with the contact months after they have started their new job to see how things are progressing. You can set up a template to do just that.

STEP 1: CREATE THE TEMPLATE

  1. Click on your Settings (top right corner where your initials or picture are).
  2. Click on Email Templates on the left under Features.
  3. Click on the Create New Template link. Again, if you want a refresher on what templates are and how they work click here.
template1

STEP 2: NAME THE TEMPLATE

  1. Select the Type of template to be a Job change template.
  2. Type “New Job follow up” in the label field.
template8

STEP 3: WRITE THE TEMPLATE

    1. Type “So it’s been a few months…” into the subject line. You want to intrigue the user to open your email.
template9
  1. Let’s create the body of the message. Make sure to include the contact’s first name in the greeting using the Dynamic Field of “First Name”.
  2. Mention the company they are working at. Use a dynamic field for this.
  3. Ask them questions about their new job.
  4. Focus on the follow up action.
  5. Once you’ve written the template, make sure to click the Save button.

Listed below is an example:

template10
WHAT’S MY NEXT STEP?

Walk through how you can set up a program to automate the sending of these templates.