This guide explains how to create an email template and use it when sending follow-up emails in Zoho CRM. Keep in mind that templates are module-specific—templates created for Leads can only be used within the Leads module, and the same goes for Contacts.
Start by logging into your Zoho CRM account. Once logged in, click on the Setup icon at the top right corner of your screen. In the Setup menu, go to the "Customization" section, select "Templates," and then click on "Email Templates."
Next, choose the module you want the template for—such as Leads or Contacts. It's important to note that templates are limited to the module they were created in and cannot be used across modules.
Click the "New Template" button to begin creating. Choose between HTML format if you want to include rich content like images and styling, or plain text for a simpler message. Give your template a name, write a subject line that will capture attention, and compose your message in the editor. Use merge fields such as ${Lead.First Name} or ${Lead.Company} to personalize the message. Once you’ve completed your content, preview the email and click Save.
Navigate to the Leads module from the main navigation bar and select the specific lead you want to follow up with. Once inside the lead’s record, look for and click on the "Send Email" button to begin composing a message.
Inside the email composition window, look for the option to insert a template—this may appear as "New Template" or a template icon. Click it to see the list of available templates for the Leads module. Select the appropriate one you created earlier. Depending on your template format, the content will appear as HTML or plain text.
Once the template loads into the email editor, double-check that all merge fields have been correctly populated with the lead’s details. Make any final adjustments or customizations to fit this specific follow-up. When everything looks good, click Send to deliver the email.
To create a follow-up email template, go to Setup → Email Templates, select the correct module, compose your message, and save it. To use it, open a lead record, click Send Email, select your saved template, make edits if needed, and send.
This process helps maintain consistency and professionalism in your sales follow-ups while keeping communications tailored and timely.