Create a Reply Template

How to Use Reply Templates While Replying

Reply templates help you reply faster, consistently, and without rewriting the same messages again and again.

Steps

1. Click on the message you want to reply to from the inbox.

2. Open the reply editor by clicking the Reply button inside the message view.

1. Click the Insert Reply Template icon at the bottom-right of the reply box

   or simply type # to open template options.

   

2. To create the new template first, click Add Category then name the category based on use case (e.g. Inbound Queries, Partnerships, Pricing, Client Updates).

   

3. Add a clear, short template name (similar to a subject line), for example:

   • Short demo nudge

   • Let's book a demo

   • Thanks for reaching out

   • Partnership follow-up

   This helps teammates quickly choose the right reply.

4. Add the email content you want to reuse.

   Optional:

   • Add CC / BCC addresses if needed

   • Use placeholders for personalization (name, company, context)

5. Once saved, the template becomes available to everyone with access. Also, you can anytime edit the category, template name and message by simply clicking on the text.

6. To insert a template; Click Insert Reply Template, or type # in the reply box and select the template. The content will be inserted automatically.

7. You can always:

   • Edit the text

   • Add personalization

   • Adjust tone based on context

8. Click Send once you're happy with the reply.

Creating Reply Templates in a New Account (No Existing Conversations)

Reply templates are created from the reply interface, which usually requires an existing email thread. If your account is new and you don’t have any conversations yet, you can still create templates using a test (fake) prospect.

Why this is needed

Reply templates are tied to the reply UI inside a conversation thread. That means you need an open email thread to access the “Insert Reply Template” option.

Steps to create templates in a fresh account

1. Click Create Prospect in the top-right corner of your inbox and create a test prospect (you can use your own email or a dummy email like [email protected]).

2. Once the prospect is created, open the newly created empty conversation thread.

3. Click Reply to open the reply editor.

4. In the reply box, you will now see:

   • The Insert Reply Template icon, or

   • You can type # to open templates

5. From here, you can:

   • Create a new reply template

   • Add categories

   • Save and organize templates as usual

Personalizing Templates

Templates are starting points — not finished messages. Before sending, you can always:

• Edit the body text

• Add prospect-specific context

• Adjust tone based on the conversation

Best Practices

What Templates Cant Do