Best Practices: Email Templates

Email copy templates have been provided for you to use as you needed. Email templates can be found on the marketing resources site under “Category” then under “Word Templates.”

Examples of what to utilize email templates for:

  • Introducing yourself to a new territory
  • Conference/event/meeting follow up
  • Conference/event/meeting invite
  • Send to prospects to showcase what Odysseyware can provide their schools/districts
  • Determine what the school or district is lacking or needs help in, and send an email specific to their needs
  • Send to current customers to show what resources Odysseyware provides

How to adjust templates to fit your needs:

  • Each template provides a space for you to add your own copy specific to the person/people you will be sending the email to
  • Each email has a different ending, but we encourage you to interchange endings from different emails
  • Each ending indicates a specific follow up
  • Make sure to choose the one that makes most sense for that time and recipient
  • Each email has a specific focus, as well as a link to one of our deliverables. Please feel free to take copy and links from different email templates and combine them should it make sense for your message

Process when sending emails:

  • Send batch one of initial email on day 1 to no more contacts than you can follow up on
  • Only send to contacts you can follow up on, and send a second batch another day
  • Follow up these emails with phone calls to each recipient
  • Send second batch of initial emails on a different day in the same week
  • Continue sending batches of initial emails in groups until you have sent to and followed up with all contacts
  • Send a follow up email to each batch two weeks after the initial email and call
  • Follow up by phone the same day that you send the follow up email
  • Repeat this process
  • If no answer/response is received by fifth email and phone call, it should be considered cold, and a new strategy/subject should be considered to appeal to the prospect

Helpful Tips:

  • Make the subject line match the email
  • Create an email that you would want to read
  • Research your contact before sending the email to make sure the email is geared toward them and their needs
  • Avoid talking about the company in the personalized introduction, make it about them
  • If possible include the recipient’s name in the subject to personalize and grab their attention
  • Find things about them you are able to relate to and call it to their attention
  • Ask questions
  • Make sure you end with a question that creates some sort of dialogue to follow up

Coming Soon:

A new email system is in the works. In the future these email templates will be in the new system and you will have full access into the marketing pipeline. Within CRM you will be able to see all of your leads (or contacts) activities with marketing emails or the website.

You will also be able to one off email or mass email to your leads (or contacts) and have marketing approved templates to send.