Email Templates in GQ CRM: Variables, Personalization, and Best Practices

Templates turn a one-off campaign into a repeatable system: write the message once, save it, personalize it with variables, and reuse it across projects and tasks. This guide covers the template editor, variable syntax, and the writing habits that keep templated mail out of the spam folder.

1. Create a template

1. Open Templates and click New Template.
2. Give it a name you'll recognize later (e.g. Acme - First Touch).
3. Write the subject and content in the editor.
4. Save — templates are reusable across tasks and shared within your workspace.

Templates are per-workspace and unlimited on all plans.

2. Personalize with variables

Use {{variable}} placeholders in the subject or content. Values are taken from each recipient's custom fields (from your CSV or paste columns) or from built-in fields:

Hi {{name}},

I noticed {{company}} is hiring for {{role}}...

— Alex

• Custom fields — any column from your CSV (e.g. {{name}}, {{company}}, {{role}})
• Built-in fields — recipient email and other standard fields are available automatically

If a recipient is missing a value for a variable, the placeholder is left as-is or filled with an empty string depending on the field — so keep required fields on your import list.

3. Writing templates that land in the inbox

Templates are where cold email most often goes wrong, because a "reusable" message can read as bulk. The rules that protect deliverability:

• Write plain-ish, not HTML-heavy. Short paragraphs, one link, a real signature. Multi-image template mail reads as mass mail.
• One link, one CTA. A plain-text domain link plus a calendar link at most.
• No trigger phrasing. "Guaranteed", "100% free", "act now", ALL CAPS, and excessive exclamation marks all score worse.
• Include a working unsubscribe. Mail that can't be opted out of is filtered harder (and legally risky).
• Keep it short. A 5-line first touch outperforms a 15-line one. Every line you cut is a line you don't have to justify.

4. Use a template in a task

1. Open Email Tasks → New Task.
2. Pick the project whose SMTP will send.
3. Select your template (or write inline) — variables fill from each recipient's fields.
4. Set the rate limit (start conservative: 20–50/day per mailbox).
5. Choose the dedupe mode for recipients already sent this template.

The task page shows a summary of total / valid / invalid / pending recipients before you start — a good moment to verify (see the recipients guide).

5. Build a sequence from templates

A follow-up sequence is just a series of templates used in order:

1. Save Touch 1, Touch 2, Touch 3 (and a breakup) as separate templates.
2. Run Touch 1 as a task at your base rate.
3. Watch per-recipient open/click data; from the Contacts page, create follow-up tasks for contacts that engaged.
4. Stop the sequence the moment a contact replies — see the follow-up strategy for spacing and stop rules.

Troubleshooting

• {{variable}} shows literally in the sent email — the recipient has no value for that field; add the column to your CSV or remove the placeholder.
• Templates not appearing in a task — templates are per-workspace; confirm you're in the right workspace.
• Emails look identical across recipients — variables only personalize what you put in the template; the more {{variables}} you use, the more individual each message reads.
• Test sends land in spam — simplify content (fewer links, plainer format), confirm SPF/DKIM/DMARC, and pace your first sends (see authentication).

Templates are the difference between "one campaign" and "a repeatable outreach motion". Build a small library, personalize honestly, and let per-recipient tracking tell you which message earns the replies.