Sales email templates
These are the emails a rep sends every week: the first cold note, the follow-up after silence, the recap after a demo, the reply to "it's too expensive", the renewal reminder. Each template is short on purpose. It makes one ask, and it leaves a gap for the one line that only you can write about this prospect.
Every template has fill-ins for the parts that change (first name, company, the problem they mentioned, the date you agreed), so you never send "Hi {Name}" by mistake. Install one or the whole pack and type the trigger in Gmail, Outlook, LinkedIn, HubSpot or Salesforce. Retext asks for the fill-ins, puts your cursor where the personal line goes, and you're done.
The pack follows the deal in order, so the trigger names tell you where you are: sl-coldopen, sl-postdemo, sl-proposal, sl-renewal. Reps learn ten triggers in a day because the names say what the email is for.
Installs every template with its trigger and fields. On the free plan Retext adds as many as your plan has room for.
The 24 templates
Each one has a primary version, at least two variants, and notes on when to use it.
Cold email
;sl-coldopenHi [First name], Teams in that spot usually run into [Problem]. We help companies like [Similar customer] fix that witho…
Cold email follow-up
;sl-coldfuHi [First name], One more thought on [Problem]: If it's useful, I can walk you through how [Similar customer] handled it…
Inbound lead response
;sl-inboundHi [First name], Thanks for reaching out about [What they asked about]. You mentioned: "[clipboard]" The quickest way to…
Discovery call confirmation
;sl-confirmHi [First name], Confirming our call on [Call date] at [Call time]. Here's the link: [Meeting link] What I'd like to cov…
Follow-up after demo
;sl-postdemoHi [First name], Thanks for the time today. What I heard: [Their problem in their words]. What we looked at: - [Feature…
Post-call recap
;sl-recapHi [First name], Quick recap of today's call so we're on the same page. Decided: - [Decision] Still open: - [Open questi…
Sales follow-up (no reply)
;sl-nudgeHi [First name], Checking in on [Next step]. Is it still on the cards for this month, or has something else jumped the q…
Breakup email
;sl-breakupHi [First name], I haven't heard back, so I'll assume [Topic] isn't a priority right now, and I'll stop following up. If…
LinkedIn connection request
;sl-li-connectHi [First name], I work with [Their role]s at companies like [Company] and would like to follow what you share. Happy to…
LinkedIn follow-up message
;sl-li-followupThanks for connecting, [First name]. Curious: how is [Company] handling [Problem] at the moment? No pitch, I'm asking be…
Referral request
;sl-referralHi [First name], Glad [Result] is working well for [Company]. A quick ask: do you know one or two people in [Ideal conta…
Pricing proposal email
;sl-proposalHi [First name], As promised, here's the proposal for [Company]. Total: [Price] per [Billing period], for [Seats or scop…
Quote follow-up
;sl-quoteHi [First name], Checking that the quote for [Project] came through OK. It's for [Price], as discussed. If the scope or…
Contract sent follow-up
;sl-contractHi [First name], Checking in on the agreement I sent on [Sent date]. Is it with [Signer] now, or still in review? If leg…
Objection: too expensive
;sl-obj-priceHi [First name], Thanks for being straight about the price. So I can respond properly: is it high compared to another op…
Objection: bad timing
;sl-obj-timingHi [First name], Understood, timing matters. Can I ask what would need to happen for this to be the right time? A budget…
Objection: happy with current vendor
;sl-obj-rivalHi [First name], [Competitor] is a solid choice, and if it's working, I wouldn't push you to change. One question, thoug…
Trial check-in
;sl-trial-checkinHi [First name], You're a few days into your [Product] trial. The step that makes the biggest difference is [Key setup s…
Trial ending
;sl-trial-endHi [First name], Your [Product] trial ends on [Trial end date]. After that, [What happens to their data]. To keep going,…
Renewal reminder
;sl-renewalHi [First name], A heads-up that [Company]'s [Product] plan renews on [Renewal date] for [Price]. This year your team [W…
Upsell email
;sl-upsellHi [First name], I noticed [Usage signal]. That usually means a team is getting close to the limits of [Current plan]. O…
Closed-lost email
;sl-lostHi [First name], Thanks for letting me know you've gone with [Competitor]. I appreciate you taking the time to evaluate…
Re-engagement email
;sl-reengageHi [First name], We last spoke in [Last contact month] about [Topic]. You mentioned the timing would be better after [Wh…
Trade show follow-up
;sl-eventHi [First name], Good to meet you at [Event name]. We talked about [What you discussed] at [Where you met]. If it's usef…
Who this pack is for
SDRs, account executives, founders who still do their own selling, and account managers who handle renewals and expansion. The templates assume you sell to businesses and that a real person reads every email, so they're written to sound like a colleague, not a sequence tool.
How the triggers are named
Every trigger starts with sl- and names the moment in the deal: sl-coldopen and sl-coldfu for outreach, sl-postdemo and sl-recap after calls, sl-obj-price, sl-obj-timing and sl-obj-rival for objections, sl-trial-checkin and sl-trial-end for trials. Objection triggers share sl-obj-, so the three are easy to guess and sit together in search.
One ask per email
The fastest way to lose a reply is to ask for two things. "Would you be open to a call, and could you also send me your current setup?" gives the reader a reason to answer neither. Every template here ends with a single question that can be answered in one line: a yes, a time, or a name.
If you need two things, send the easy one first. Get the call booked, then ask for the details on the call.
Leave room for the personal line
Templates get ignored when they read like templates. The fix isn't more fill-ins; it's one sentence that proves you looked: their recent hire, a line from their pricing page, the thing they said on the call. Each template puts {cursor} exactly where that sentence goes, so after the snippet expands you're already typing it.
If you can't write that line, the prospect probably isn't ready for this email yet. That's useful to know too.
Follow up on a schedule, not a feeling
Most deals that go quiet aren't dead; the reader got busy. A short follow-up three or four business days later, then one more a week after that, then a polite close-out, covers the common cases without becoming noise. The follow-up templates here use {date+N} fields so the dates you mention stay right without counting on your fingers.
Stop after the breakup email. If they come back later, the re-engagement template picks it up from there.
Share the pack with your team
When everyone writes their own follow-ups, the good lines stay in one rep's sent folder. Put this pack in a Retext team pack and every rep gets the same tested wording on their Mac. Owners edit a template once in the app and the change syncs to the whole team.
Ask reps which templates they actually send, so you can retire the ones nobody uses and improve the ones everybody does.
Install the sales pack into a Retext team and everyone sends the same approved wording from their Mac. Owners and admins edit a snippet once in the app, and every member's copy updates.
See Retext for TeamsSnippets that work everywhere
Type ;trigger in any Mac app, from Gmail and Outlook to Zendesk, Slack and your terminal.
How snippets workDynamic fields
Fill-ins ask for the name or order number when the snippet expands. Dates calculate themselves, {clipboard} drops in what you copied, and {cursor} puts you where the personal line goes.
See dynamic fieldsPer-app snippets
Keep one trigger with different text per app: a full signature in Mail, a one-liner in Slack, a formal reply in Outlook and a short one in Teams.
Set snippets per appQuestions
What makes a good sales email?
It's short enough to read on a phone, it's clearly written to one person, and it ends with one easy question. Lead with their situation, not your product, and cut anything that would make sense in an email to a different company.
How many follow-ups should I send?
Two or three after the first email is enough for most B2B outreach: one a few business days later, one about a week after that, and a polite close-out. More than that tends to cost you goodwill without adding replies.
Can I use these templates in HubSpot or Salesforce?
Yes. Retext works anywhere you can type on your Mac, including the HubSpot and Salesforce email composers, Gmail, Outlook and LinkedIn messages.
Won't prospects notice I'm using a template?
They notice when a template has no specifics. Each template here leaves a spot for one line about the prospect, and the fill-ins cover their name, company and the problem they mentioned. Write that one line and the email reads as yours.
How do I give the whole sales team the same templates?
Add the pack to a Retext team. Everyone on the team gets the same triggers, owners, admins and editors can change them in the app, and changes sync to every rep's Mac.
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Outlook
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Type ;sl-coldopen instead
Add this pack to Retext and every reply above is a short trigger away, in any app on your Mac.
Free to start. No account required on the Mac.