A good sales template is short, names one specific reason to reply, and asks for one clear next step. Use the same structure at every stage and change only the reason.
- 1Under 100 words for email, one text (160 characters) for SMS.
- 2One personal detail that proves it isn’t a blast.
- 3One ask: a time, a yes/no, or a reply.
Templates by deal stage
Each stage has an email, a text and a call opener. They’re written to work together: call, then text, then email.
New lead: email
New lead: text
New lead: call opener
No answer: email
No answer: text
No answer: call opener
After the demo: email
After the demo: text
After the demo: call opener
Proposal sent: email
Proposal sent: text
Proposal sent: call opener
Win-back: email
Win-back: text
Win-back: call opener
How to personalize in 30 seconds
You don’t need to research for 20 minutes. Fill these three blanks and the template reads like it was written for them.
Their words
Reuse a phrase from their form or last reply: “you mentioned leads going cold”.
Their context
Company size, location or recent news from their site or LinkedIn.
A specific time
“Thursday at 10” gets more replies than “sometime this week”.
How many follow-ups to send, and when
Replies often come after the second or third touch, not the first. Space them out and switch channels so you’re helpful, not noisy.
- Day 0
Call + text
New lead template. Call first; text if they don’t pick up.
- Day 1
Email
The longer version with your calendar link.
- Day 3
Call + text
No-answer template at a different time of day.
- Day 7
Email
Share one useful idea or example. No pitch.
- Day 14
Final call
“Should I close your file?” often gets the reply the others didn’t.
- Day 60+
Win-back
Re-open when something has changed on your side or theirs.
Putting templates into automations
Once a template works, stop sending it by hand. In Conduyt, a sequence sends the right template at the right step and stops the moment a lead replies. For the calling side, see our cold calling scripts; for where the leads come from, lead generation strategies. Before a template goes into a sequence, run it through our free email spam checker or text message checker.
Frequently asked questions
How do you write a follow-up email after no response?
Keep it under 60 words, restate the one reason you reached out, and ask a yes/no question such as “Is this still a priority?” Offer to check back later. For the structure of any business email, see our guide on how to write an email professionally.
How many follow-up emails should you send?
Plan for 4 to 6 touches over about two weeks, mixing email, text and calls. Stop as soon as they reply.
Is it OK to text sales leads?
Yes, if they gave you their number and consent to be contacted. Keep texts short, identify yourself and make it easy to opt out.
What should a sales follow-up text say?
Who you are, why you’re texting and one simple question, ideally within one text (160 characters). Add “Reply STOP to opt out” to the first text you send someone.
Should sales templates be personalized?
Always add at least one detail that’s specific to the person. Thirty seconds of personalization makes a template read like a real message, not a blast.
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