How to Create an Email Template in HubSpot?

How to create an email template in HubSpot means building a reusable email format that saves time, keeps branding consistent, and improves communication with your contacts.

Imagine preparing follow-up emails, onboarding messages, or sales outreach over and over again — rewriting the same structure each time. That’s exactly where templates in HubSpot simplify your workflow.

In this guide, you’ll learn how to create an email template in HubSpot using clear, step-by-step instructions, personalization tokens, subject line examples, testing tips, and troubleshooting advice — all written for busy professional women who value efficient, polished communication.

Key Elements of a HubSpot Email Template

Every effective HubSpot email template includes these core parts:

• Subject line
  Example: “Quick follow-up: Next steps for [First Name]”

• Greeting
  Example: “Hi {{ contact.first_name }},”

• Opening context
  Example: “I wanted to quickly follow up on our recent conversation.”

• Main message body
  Example: “Here’s the information you requested regarding…”

• Call to action (CTA)
  Example: “Please let me know a time that works for you.”

• Professional closing
  Example: “Best regards, [Your Name]”

• Signature
  Example: “[Your Name], [Job Title], [Company Name]”

Check out more email templates.

Step-by-Step: How to Create an Email Template in HubSpot (UI Steps)?

Note: UI may vary; verify current product docs.

1. Log in to your HubSpot account.

2. From the top navigation, click Conversations.

3. Select Templates from the left-hand menu.

4. Click Create template (top-right corner).

5. Choose From scratch.

6. Enter a Template name (e.g., “Follow-Up After Call”).

7. In the editor, write your email content.

8. Add personalization tokens by clicking Personalize.

9. Click Save template.

Screenshot placeholders:

• [Insert screenshot: HubSpot Conversations menu]

• [Insert screenshot: Templates dashboard]

• [Insert screenshot: Create template editor]

Alt text guidance:
Use descriptive alt text like:
“HubSpot Templates menu showing Create template button”

Sample Subject Lines for HubSpot Email Templates

Use these proven subject lines:

• “Following up on our discussion, {{ contact.first_name }}”

• “Next steps for {{ company.name }}”

• “Quick check-in — happy to help”

• “Your update from {{ owner.first_name }}”

Personalization Tokens (Merge Fields) in HubSpot

Use these commonly supported HubSpot tokens:

• {{ contact.first_name }}

• {{ contact.last_name }}

• {{ company.name }}

• {{ owner.first_name }}

• {{ contact.email }}

Example inside a template:
“Hi {{ contact.first_name }}, I wanted to follow up with you from {{ company.name }}…”

Tips / Do’s and Don’ts

Do’s

• Do keep templates short and scannable for busy readers.

• Do use personalization tokens to increase engagement.

• Do test your template before using it live.

Don’ts

• Don’t overload emails with multiple CTAs; keep it focused.

• Don’t use robotic or overly casual language.

• Don’t forget to proofread for grammar and tone.

Follow steps for how to create an email template in Salesforce?

Sample Templates

Follow-Up Email Template

Use this after a call, meeting, or demo.

Subject: Following up, {{ contact.first_name }}

Hi {{ contact.first_name }},

It was great connecting with you recently. I wanted to follow up and see if you had any questions.

Please let me know a convenient time to continue the conversation.

Best regards,
[Your Name]

Sales Outreach Email Template

Use this for initial business outreach.

Subject: Exploring opportunities with {{ company.name }}

Hi {{ contact.first_name }},

I came across your work at {{ company.name }} and wanted to introduce myself. I believe there’s a strong opportunity for collaboration.

Would you be open to a quick conversation?

Warm regards,
[Your Name]

Client Check-In Email Template

Use this for nurturing relationships.

Subject: Checking in, {{ contact.first_name }}

Hi {{ contact.first_name }},

Just checking in to see how things are going and if there’s anything you need support with.

Looking forward to staying connected.

Best,
[Your Name]

Find out how to edit email templates in Gmail easily.

How to Save, Use, and Test Your HubSpot Email Template?

How to save a template:

1. After writing the email, click Save template.

How to use a template:

1. Open Conversations → Inbox.

2. Start a new email.

3. Click Templates.

4. Select your saved template.

How to test a template:

1. Send a test email to yourself.

2. Check personalization tokens render correctly.

3. Verify formatting on mobile and desktop.

Troubleshooting Checklist

If your template doesn’t work correctly, check:

• Personalization tokens are spelled correctly.

• Contact records have populated fields.

• You have permissions to use templates.

• You’re using the correct inbox.

• Test emails are sent before live campaigns.

Automation Tips for Advanced Use

• Use HubSpot Sequences to automate template-based follow-ups.

• Use Snippets for frequently used phrases.

• Combine templates with Workflows for onboarding and nurturing.

Internal link ideas for MsCareerGirl.com:

• [Insert internal link: Professional Email Writing Guide]

• [Insert internal link: Follow-Up Email Examples for Women]

Learn how to save Outlook email as template for repeated use.

Formatting Tips for HubSpot Email Templates

• Use a clean, readable font.

• Limit line width to 60–70 characters.

• Use single spacing between paragraphs.

• Save templates as plain text when possible.

Formal tone:

• More structured sentences and professional closings.

Casual tone:

• Friendly openings and conversational flow.

FAQs

How do I write a professional how to create an email template in hubspot?

Keep it clear, polite, and structured with a greeting, purpose, and professional closing.

What should I avoid when creating a how to create email template in hubspot?

Avoid overly long messages, unclear CTAs, and robotic wording. Keep the tone natural and concise.

Can I send a HubSpot email template to multiple contacts?

Yes, you can use sequences or campaigns to send templates to multiple contacts efficiently.

Does HubSpot support personalization tokens?

Yes, HubSpot supports merge fields like contact name, company, and email.

Conclusion

Learning how to create an email template in HubSpot helps professional women save time, maintain consistency, and communicate with clarity and confidence.

With the steps, examples, and best practices in this guide, you can create polished email templates that support your career growth and business goals.

Explore more professional templates on MsCareerGirl.com.
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