Templates to Generate More Business

Having pre-written templates will allow you to follow up with more people in less time.

In this post you’ll learn how to create templates for the following situations:


*(Optional) you can add a ‘Goal’ to any of these Templates when you create them.  Goals can be helpful for remembering what that Template is used for*

Asking a past client for a referral

This template will be used to ask for a referral about a month after you’ve worked with a client.


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. Hover over Add Email Template in the top right corner of the screen.
  4. Select New Email Template.  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 “Past Client – Ask for Referral” in the label field.

It should look like this:

template1

STEP 3: WRITE THE TEMPLATE

Now, time to write the message!

  1. Type “Great working with you” in the subject line.
  2. In the message you’ll want to make sure you offer assistance to show that you still genuinely want to help the customer in any way possible.
  3. Once you’ve done that, let the customer know how much you enjoyed working with them.
  4. Lastly, ask for the referral. Specifically ask if they know 1 person in their network that would benefit from your services. Phrase the question in a way that shows your dedication to creating a lasting relationship with this contact.
  5. Once you’re happy with the message, make sure to click the “Save” button to save the template to your library!
template13

Back to top



Checking in with a past client

This template will be used to check in on a past client after 3 months.


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. Hover over Add Email Template in the top right of the screen.
  4. Select New Email Template.  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 “Past Client – 90 Day check in” in the label field.

It should look like this:

template3


STEP 3: WRITE THE TEMPLATE

    1. In the subject line you’ll want to type “How have you been?”. A simple and friendly subject line that is genuine is key.
    2. Message time! Make sure to add in specifics to this message. Use the dynamic field of “Month Last Contacted” to give the contact a frame of reference for when you last communicated. Make sure you insert a fallback phrase of “a few months ago”.
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.
What is a fallback phrase? This is the word that Contactually will use in the event it cannot find this specific information for the contact. You can use whatever word(s) as the fallback, just make sure it’s within the quotation marks.

In this example, if Contactually cannot find the last month you communicated with the contact it will default to “a few months ago” instead.

    1. Ask the contact a question so they respond back. You want to show interest in their life.
    2. Close out the message with an offer to help. Remember, it takes 3 offers of help before a referral is generally given.
    3. Once you’re happy with the message, make sure to click the “Save” button to save the template to your library!
template18

Back to top


      Following up with lost business #1

This template will be used as a cold email to clients that did not end up doing business with you. This is one of three emails in a series.


    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. Hover over Add Email Template in the top right corner of the screen.
        4. Select New Email Template. 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 “Lost Business #1” in the label field. By labeling the templates numerically, it will be very easy to see what order they should be sent.

      It should look like this:

        Screen Shot 2015-09-16 at 10.42.38 AM


        STEP 3: WRITE THE TEMPLATE:

          The point of this email is to gather feedback from the contact as to why they decided to not go with your services.

              1. For the subject, type “What happened?”. You want the subject to catch the contact’s eye so they open and read your message.
              2. Keep the message simple, short, and to the point.
              3. Specifically ask for 1 particular point of feedback. One suggestion seems less daunting to the contact than having to come up with a variety of reasons.
              4. Always be friendly! Make sure the message doesn’t come across as negative in any manner.
              5. Once you’re happy with the message, make sure to click the “Save” button to save the template to your library!

          Screen Shot 2015-09-16 at 10.48.04 AMBack to top


                Following up with lost business #2

            This template will be used as a follow up email to clients that did not end up doing business with you. This is the second of three emails in a series.


            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. Hover over Add Email Template in the top right corner of the screen.
                4. Select New Email Template.  Again, if you want a refresher on what templates are and how they work click here.
            Screen Shot 2015-09-16 at 10.14.02 AM


              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 “Lost Business #2” in the label field.

              It should look like this:

              Screen Shot 2015-09-16 at 10.49.55 AM

              STEP 3: WRITE THE TEMPLATE:

                  1. Subject line should say “One thing”.
                  2. You’ll want to reference that you’ve already sent an email to this person. Specifically use the dynamic field of “Weekday Last Contacted” to provide even more detail.
                  3. As always, you want this message to be authentic. If you write this message with the theme of learning from the customer, rather than bothering them, they will be more likely to respond.
                  4. Again, short, simple, and to the point is the best type of message.
                  5. Once you’re happy with the message, make sure to click the “Save” button to save the template to your library!
              Screen Shot 2015-09-16 at 10.53.45 AMBack to top


                    Following up with lost business #3

                This template will be used as a follow up email to clients that did not end up doing business with you. This is the third of three emails in a series.




                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. Hover over Add New Template in the top right corner of the screen.
                    4. Select New Email Template.  Again, if you want a refresher on what templates are and how they work click here.
                Screen Shot 2015-09-16 at 10.14.02 AM

                  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 “Lost Business #3” in the label field.

                  It should look like this:

                    Screen Shot 2015-09-16 at 10.55.56 AM

                      STEP 3: WRITE THE TEMPLATE:

                          1. This is the final message you’ll be sending to the contact. Since the salutation of the contact is just their first name (via the dynamic field of First Name), you’ll want to change the fallback word to “Hey” so it makes sense in the event Contactually cannot find the contact’s first name.
                      What is a fallback word? This is the word that Contactually will use in the event it cannot find this specific information for the contact. You can use whatever word(s) as the fallback, just make sure it’s within the quotation marks. template12

                      In this example, if Contactually cannot find the first name of the contact it will default to use “Hey” instead.

                          1. In this message you’ll list potential reasons why the client may have declined your services. By giving them options, you’re making it that much easier for them to respond back to you.
                      Why don’t I list options in the beginning emails?The reason you don’t want to list these options in the beginning emails is because you don’t want to bias the contact’s reasoning. If they see options, they may not stop and think about the real reason they did not choose you. However, after two emails with no response, you can list these examples.
                          1. Make sure to let the user know you’re happy to help with whatever they need going forward in return for their feedback.
                          2. Once you’re satisfied with the message, make sure to click the “Save” button to save the template to your library!
                      Screen Shot 2015-09-16 at 10.58.13 AMBack to top





                              WHAT’S MY NEXT STEP?

                        Create a program that will automate following up with recent clients.