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Streamline Your Sales Process with Email Templates

Using Email Templates for Your Sales Process

Hey everybody, it’s Brian Freeman of The BuildIt Media Show. I have another thing I wanted to share with you. This one concerns your sales process, which involves using email templates. It helps us deal with leads who want to build a custom home, an ADU, or do a remodeling project. 

What is the Sales Process?

This starts at the very beginning when the lead hits, and you have to go through scheduling the calls or your initial onsite, getting paid for consultation services, and then after that consultation, the rough estimate that maybe goes out, and then the design agreement. So all of these things are all part of that sales process.

Writing Email Templates

Inside HubSpot, we have taken quite a bit of time to write out templates. I did most of this to make sure it sounded like me and to be sure it was professional. We wrote templates out for everything and then went back through and reviewed and segregated them by sections. 

So this is for our letter of intent and design agreements. This is for our new lease. Templates for discovery calls and consultations are broken down into sections inside HubSpot. We even created attachments for all these emails, such as guides, lead magnets, checklists for initial kickoff meetings, resources, FAQS, etc.

Making Emails User-Friendly

My team and I spent a lot of time setting that up, but now it’s so awesome because anybody on the team can do it. We have videos created within Slack or Zoom, depending on how long it takes to document a process. That’s why we have a good training vault of videos people can watch. 

These templates are straightforward to search through and send out. You pick the suitable email template for the circumstance, which is 98% good. It may need a few tweaks on a few words, but it usually goes out 100%. 

You don’t have to take all that time writing those emails. More importantly, you’re confident that your team is sending an email that you’ve not only pre-approved but also looks good and is professional. 

Why Should You Write Email Templates?

It works well; it’s a very efficient time saver. You’re investing that time initially, but the ROI on your time is enormous. Working on that front end is excellent if you have some downtime to work on your business. And it compounds itself when you get more leads. 

Streamlining Your Sales Process With Email Templates

In the beginning, perhaps your phone is hardly ringing, and you’re not getting the leads. But when you have to respond to multiple emails a day or 10 to 20 a week, it can be overwhelming. Then you’re like, “Oh my gosh, I have to figure out something that will keep people from getting upset with us for being unable to respond to them.” 

It’s brutal to type up all these emails individually and not get back to people in time. That means you need to look better as a company. You worked hard to get your marketing engine to work, and now all of a sudden, you’ve got all these things breaking, and people are upset. 

But it all went well after creating email templates. That’s one thing we could take the time to implement, and now it’s a significant asset to our sales process. That’s why I recommend building out email templates.

Where to Make Your Email Templates

You can do templates if you’re working with just Gmail or Outlook, but doing it inside HubSpot, Active Campaign, Keep, and other CRM software will also work well. Any of them will help you in your sales process. 

Wrapping Up

If you have questions, let us know. If you need help with a website or are wondering how we can help you with a marketing plan, request a consultation, and we will contact you. 

We’re looking forward to hearing from you. Have a fantastic rest of your day!

How Repurpose Works for Podcasters

The cool thing that it does for a podcaster is it allows you to take an audio and convert that to video format, and then push that over to YouTube. Say you are looking to grow your YouTube channel, and you’re not shooting video in front of a camera. It will allow you to take this audio and push it over to YouTube. The video format of the podcast plays showing a sound wave and a picture of you or your guests for your YouTube thumbnail. This allows you to get found on YouTube with an audio podcast. You can also chop that up and put little snippets of your podcast on YouTube. You can not only chop up your content in snippets but you can schedule this to go out at certain times automatically on YouTube, Facebook, Instagram, LinkedIn and Twitter.  You can automate it and save a ton of time.

How Repurpose Works for Video Creators

If you are a video creator, and you’re creating pieces of content for your audience it allows you to repurpose all of your video content. It all starts with Facebook. So you take your video, you shoot it, you trim it, and you get the beginning and the end all set to go and then you upload it into Facebook Creator Studio. Facebook will auto generate captions from the video. You edit these captions, make sure they’re right and then it will take these captions and automatically put them in your Facebook video. The cool thing is it will push the video over to YouTube, in its full length format, the captions are already there when it goes to YouTube. So the SRT file is generated and you don’t actually have to go and create that again. It also allows you to burn your transcriptions into your videos so they show below the video.

How to Get a Transcription File with Repurpose

There’s also automation, we’re hooked up with otter.ai, which is a transcription service that will transcribe the audio. This gives you the option to then take that transcription and edit it so it reads correctly and then use that to put in your blog.

How Repurpose Helps with Producing Content

Once it goes into Facebook you can schedule when it pushes to YouTube. On Facebook, you’re able to put in timestamps, and when you put those timestamps in the description of that video post, it will auto generate snippets that can then be scheduled to go out on Facebook, Instagram, LinkedIn, or YouTube at other times. You can edit the titles for those individual posts that are going to go out as snippets, and then drive them back with a call to action to wherever you want them to go. It allows you to very simply create extra content with snippets and be able to repurpose and create a lot of content.

How Repurpose Helps with Video Thumbnails

The other cool thing that it does is it takes and eliminates a lot of problems with the thumbnails that you’ll have. You will need to generate different size videos, for Facebook, LinkedIn, or Instagram that are square. You will also have to always go back and generate different vertical thumbnails for IGTV, or the square thumbnails that we just talked about, for those platforms like LinkedIn and Instagram, and then you have horizontals, for YouTube. You have all these versions of thumbnails that you need from your graphic designer. They may have a template that they use, but each one has to get edited each week, in order to make it work for all these platforms. The video formats have to be changed as well. Repurpose actually automatically does all that for you. So you can set up templates one time in there for each one of those platforms and it will auto generate and convert it to the format that you need. It does it all for you. So it’s super awesome.

How Much Does Repurpose Software Cost?

If you pay by the month, then Repurpose software is $15 a month for a single business, $25 a month for 5 connections on each platform and $125 a month for marketing agencies. So there’s a number of different options and it’s very economical to use. There’s a major time savings for using this software. Click HERE to get more information on Repurpose software and what it can do for your business. If you have more questions, feel free to reach out to us. Have an excellent rest of your day.



Do you want to build a website that will make your company stand out from the competition, create a massive flow of leads and earn you more profits? This 10 Step Framework will help you do just that. Included:

  • Step by Step Guide
  • How to Build a Lead Magnet
  • How to Start an Email Campaign
Picture of Brian Freeman

Brian Freeman

Brian is the president of BuildIt Media. His passion is helping local businesses get clarity in their message allowing them to build authority and dominate their competition.

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