How To Decide Which CRM Is Best Suited For Your Business

Once you have decided that you need a CRM, you need to understand what all you are looking for in your CRM. As in what features will make you choose ‘the one’ over the others. Have you thought about it? No? Then you are about to get luckier since this article will help you do just that. We shall look into various qualities and features that the CRM should have in order to solve all your problems.

What defines a good CRM for your business?



We all know that most CRMs are difficult to navigate, understand and use. Sales teams usually find it troublesome and time consuming to feed data into the CRM and hence they avoid it. So, undoubtedly the topmost criteria while selecting a CRM would be the user friendliness it offers you.

Even a non-technical person should be able to easily understand and use the CRM. One should not be using a system reluctantly because then they would not be willing to discover all the features it has to offer you. If the CRM is user-friendly, you will want to explore and understand the magical powers it can give you.

For example, entering leads, notes, tasks should be simple and not time consuming. Also, training your team should not be a cumbersome task. Even a new joinee should be able to understand and operate the CRM within a matter of a few minutes. Basically everything and anything should be as easy as using an excel sheet.

CompanyHub offers you the most easy and user-friendly CRM



Now you may be wondering that reports can be formed in Excel as well, so why would you need your CRM to do that. Well since all the data is stored in your CRM, there is no need to export it anywhere and waste time. Also, reporting in Excel is also not so easy. However the best CRM should allow you to create reports by just selecting the factors you want to study and the kind of report you want – be it a matrix, or a graph or a pie chart – whatsoever.

So if you are a manufacturing unit which keeps track of your sales product wise, region wise, time wise, vendor wise, or any other factor-based, the ability to generate reports within a few clicks will help you in assessing the trends in your sales based on your past data.

And what if your CRM allows you to make changes to your reports by a simple drag-n-drop? It’s like cherry on the cake. Because generally reporting in CRM is difficult and needs technical knowledge. So if you can make reports by just snapping your fingers and still understand them without any technical knowledge, it doesn’t get any better.

CompanyHub CRM has easy yet powerful reporting. You can instantly create reports that you need.



Most businesses either go for generic CRMs to save costs and face a lot of issues, or they get a tailor-made solution for their business and burn a hole in their pockets. But what if the two could be combined? As in, you could pay for a generic CRM and yet be able to customize it to suit your needs. A sure shot win-win situation for you.

For example, you should be able to add or remove fields from your customer profile, create your own reporting format, create your own filters. Infact, some businesses may even want to track additional data based on their industry, like – a telecom provider or a magazine may want to track its subscriptions, a logistics or courier company may want to track its packages, an ecommerce business would want to track the visits by its customers, etc.

So, an ideal CRM should give you the power to customize your CRM to a point where you can create tables to track anything and everything.

CompanyHub lets you make your own CRM

Process Automation


An important feature that your CRM should facilitate is process automation. Now you may be wondering what is process automation and its significance. Process automation means when you have pre-determined the flow of activities to be carried out on happening of a certain event. It may mean the flow of emails to be sent to a newly acquired lead, or generating invoices when a task has been completed, or sending out quotations when a deal has reached a certain stage, etc. basically a string of activities that is for sure to take place on occurence of its trigger. This will help you save the time spent on routine tasks unnecessarily.

For example, you may create an automation where an invoice is generated automatically as soon as a delivery order is released. All this will play a significant role in reducing your payment cycle and improving your liquidity.

Thus, process automation will help you reduce your clerical tasks to a greater extent and thereby giving you more time to focus on more pressing matters like designing your future strategies to improve your sales and revenues.

CompanyHub allows you to automate processes by using ‘if-then’ rules

Email Automation


If you need two different applications to manage the same thing – your leads – think twice. What is the whole point of using a CRM if you are anyways going to rely on another application to reach out to your leads. It is simply a waste of time. You should be able to reach out to your leads or customers from your CRM.

If you are a service provider, your CRM should give you the power to send out emails regarding next visit due, renewal reminders, offers and deals, etc, just about anything you want, to your customers. And let me tell you a good CRM should not only allow you to send emails but more importantly ‘Bulk emails’ as it can save you a lot of time! Sometimes, you can use email automation to send out birthday wishes or any other special occasion wishes. You could also send on-boarding emails to new customers using email automation

All this will help you add a personal touch to your bond with your customers and earn you their loyalty. And everyone knows that customer loyalty goes a long way in giving you repeat sales from the same customers, thereby giving you stability and assured revenues.

CompanyHub saves you several hours of emailing every week

Monitoring Employee Performance


When you have a sales team, assigning tasks to your team and actually being able to monitor them are two different things. While in general you may be able to successfully do the first, the latter is generally difficult to gauge, since you have hardly any tools to measure it.

Hence, a good CRM should give you such magical powers. You should be able to assign work to each one and keep track of their performance by setting deadlines or targets. So, you can set sales targets for your team individually as well as the team as whole. Or you can set sales targets for your team zone-wise.

All in all, you should be empowered to manage your team more effectively and efficiently, thereby improving the performance of your organization as a whole.

CompanyHub lets you monitor your employees’ performances

Sales Team Doesn’t Want To Use CRM?

Get Easy-As-Excel CRM

Customer Engagement


Of what good use is the CRM if it cannot help you increase your customer interaction and engagement! Managing relationships means nurturing them by all means possible. Even if it means interaction through emails. You should be able to do all of this within your CRM, instead of having to depend on other additional applications to carry out these functions for you.

For example, all your communication with your customers can help you understand their needs thoroughly and eventually help you plan your production ahead. It can also prove to be an important factor when deciding which other product markets you can expand to.

All this goes a long way in helping you assess your customers’ needs as well as devising your growth strategies.

CompanyHub gives you a 360-degree view of your interaction with the customer

Controlling Visibility Of Data


No one wants to give all the employees access to the customer database. In order to protect the confidentiality of the data, you need to exercise control over who can see what. For example, a sales representative should be able to feed data to the system, yet it should not be visible to other sales representatives. This ensures complete data security and no one can leak the information to your competitors and take undue advantage of your work.


CompanyHub lets you decide who sees what

Scheduling & Bookings


As a business, you need to schedule your appointments to suit the needs of your customers. Giving them the freedom to choose their own time slots and days, from the available ones, allows them to schedule the appointments as per their own convenience. This works in your favour and lets you appease your customers.

Also, a good CRM should send out notifications to your team about the upcoming events and thereby ensuring you do not miss out on any of the events and suffer any kinds of losses.

book meetings

CompanyHub has an in-built calendar and booking system

Quotes and Invoices (Bonus!)


If your business is one that requires you to send out quotations and invoices to your customers, the best choice for you in CRM would be the one that lets you generate both quotations as well as invoices. Because it would only mean additional efforts to create quotations and invoices in a separate application and then try to integrate them with your CRM.



I guess by now you must be having a fair understanding of what makes a CRM stand out from the crowd and deliver the best for you. CompanyHub CRM allows you to do all this and much more. We let you capture leads from a website, manage them and send follow-ups smoothly. Our automations speed up your various business processes and in-turn improve your efficiency.
We provide you with all the tools necessary to make your business run smoothly. And lastly, it’s as easy as operating excel. No need to be a technical expert!

CompanyHub covers your entire sale process. And is as easy as excel.

Try CompanyHub for FREE

  • Capture leads from website
  • Book appointments faster
  • Manage leads easily
  • Email Sync, Bulk Mail & Email Tracking
  • Send SMS
  • Easier followups
  • See deal pipeline
  • Create automations in click
  • Send quotations
  • Do reporting


Abhishek A Agrawal
May 29, 2020

How to setup CRM

Customize Fields

What’s the most important and basic thing that a CRM or a spreadsheet does?

Track information about your leads.

Like company, industry, size etc.

If you use a spreadsheet, you add columns.

If you use a CRM, you can add fields to it. These fields can then be used in form, table, filtering, grouping, reporting, API etc.


You can add various kinds of fields like date, phone, text, etc. Some field types are obvious. And some have some special purpose.


Creating new fields:

Creating new fields is usually very easy in CRMs. You can just select the field type and drag – drop. You can make changes like change label, make them required, hide some fields etc. You can also reorder them and group them in sections.

Create New Fields


Fields with special use cases:

Select single option

You can use this either to group/segregate records or to store some information with limited choices.


Select multiple options

Similar to above. But use this if the contact / company can belong to multiple groups or multiple choices are allowed.


Calculated field

Use this when you want to derive a field only based on other fields. Like:

  • Name = First name + ” ” + Last name
  • Profit = Sales – Expenses
  • Days = End date – Start date
Custom tables (Hyper personalization for your industry)

Sometimes you want to track information like:

  • Payments
  • Courses
  • Properties
  • Products etc.

One field is actually not enough for these. Typically you would create a separate spreadsheet or form for these as they have their own fields / columns. Few CRMs like CompanyHub let you track these also by supporting custom tables. This helps you really organize all your information at one place and use it like a CRM specially built for your industry. You get all the functionality like contact & company – see list, create filters, reports etc.

Custom tables


Note:If you want to track information about people and organizations like:

  • Students
  • Teachers
  • Applicants
  • Partners
  • Suppliers
  • NGOs etc.

You should avoid separate tables. You can either change label of Contact / Company table (if your CRM supports) or you can add a field to categorize the contacts / companies.



You can also create filters on these fields and filter records in 1 click.



Associate with another record

Sometimes you want to associate different records. Like contact and deal are associated with a company. Same way you can associate other records like :

  • Subscription with company
  • Payment with contact
  • One contact with another contact to track who referred that contact
  • One contact with two companies


Invite your users

To really test the CRM, it is highly recommended to add your users from the start. This has 3 main benefits:

  • They learn about the system and give you feedback about how they would like to see the data and whether the CRM seems good or not.
  • When importing data, you can assign to right salesperson from start
  • You can setup profiles and check visibility of data

When inviting the user, you can select the profile, which let’s you control who can see what data. More on this in the next para.



Set visibility of data

Controlling access to records

Confidentiality of data is very important for every sales organization. And even sales people often don’t want to share their leads with other sales people.

Public or Hierarchical

Visibility can either set the visibility to be public (so everyone can see all data) or make it Hierarchy based. When you set to Hierarchy based, your peers can’t see your data. Only the higher ups can see your data.

To make this easy, CRMs let you create profiles, create Hierarchy of profiles and ask you to assign a profile to each user.



Grant access based on certain criteria

In some cases, Hierarchy is not enough. Some CRMs let you create custom rules and grant access based on rules. This is often referred to as Territory management. But rules could be based on any criteria like geography, industry etc.

Controlling access to fields and operations like export

Few CRMs like CompanyHub, also let you control who can see which fields and who can do what operations. Like you might not allow most users to export data. Or hide deals from certain users.



Import existing data

Importing data from other CRMs and excel file should be easy.

Good CRMs like CompanyHub give you flexible import wizard that let’s you map your CRM fields to columns of your file.

They also associate records automatically associate contacts and companies on import.

If you don’t find fields that match some of your columns, you can create custom fields for those and then import.

import export


CompanyHub even sends you success and failure files so you can fix errors and upload failed records. You can even update existing records using import wizard.


Change columns

Salespeople spend a good amount of time on pages that show the list of contacts / companies / deals.

But based on their needs, they want to see different columns. So that they get relevant information at a glance and don’t have waste time in going to each record.

A good CRM should allow you to customize which columns you want to see.

Pro tip : Don’t add every field as a column 🙂



Create filters

You don’t want to see all the records all the time. So CRMs let you filter records by any criteria like City is New York. Or records of a particular industry, records assigned to me, etc.

You can also add multiple conditions.

You should save such filters so you can filter records in 1 click!

This is also useful when you categorize records. Say you store students and teachers both in contacts. So you can have filters:

  • All Students
  • All Teachers
  • Enrolled Students


Setup deal pipeline

Deals are used to track orders / opportunities / projects / RFPs that you are trying to win.

Usually you add leads and clients to contact and companies and nurture them with followups. And when they have a potential requirement, you create a deal.

A deal may go through multiple stages like discussion, presentation, offer, negotiation etc. before it is won (or sometimes lost).

Deals are what make you the money. Deal pipeline shows you active deals in a visual way so you and your team can focus on closing them.

You can Customize stages as per your sales process. It will show you the deals in each stage and the potential amount in each stage of pipeline. To change stage, you just need to drag-drop.

deal pipeline


If you have multiple products/ services with different processes, you can create different pipelines.



Deals are very useful for reporting, as you will learn later.


Integrate with lead capture form on website

Few CRMs like CompanyHub make it easy to capture leads from your website directly in your CRM.

All you need to do is select the fields you want in the form. And the CRM will give you HTML or script to add to your website. Add it to your website and leads will start coming directly to your CRM!

If you need some new field, you need to add the field to Contact first and then you can include in the form.



There are few common needs that you / your CRM may need to handle based on your needs:

  • Assign leads to the right salesperson or make it round robin
  • Add hidden fields to form to set default value or pass lead source etc.
  • Identify the form from which lead came – if you have multiple forms and you want to track the form from which the lead came.

CompanyHub let’s you handle first 2 requirements easily from form settings.

For 3rd requirement, you may need to create a field to identify the form (usually of type Select one option) and add that field as a hidden field in the form. Do set the value to identify the form

You may also want to setup different Automations for each form. In that case, you can set use above mentioned technique to identify the form and set conditions and automated actions accordingly.



Integrate with other apps

CRM may provide some native integrations. For other integrations, you can use Zapier or PieSync. For advanced needs / lack of integrations, you can use API to create custom integrations.


Create automations

The style of creating Automations can be pretty different in different CRMs. But the core concepts will usually be same.

In most cases, sales related Automation can be created / explained using this simple template:

  • When to execute the Automation?
  • Criteria
  • What do you want to automate?

Let’s understand each of these quickly.

When to execute the Automation?

Based on needs, you might need to execute your Automation:

  • When record is created and/or updated
  • Periodically
  • On demand


Examples of when to use each of these:

When record is created and/or updated:

  • Create deal when you get a new lead from website (contact is created in CRM)
  • Copy address from company to contact
  • Send automated mails to new leads
  • Notify manager when a deal is won / lost

All of the above actions are to be done immediately after a record is created or certain fields are modified. Hence we choose this type of Automation.


  • Send birthday mails
  • Send due date reminder
  • Automatically create followup task on or before renewal date

This usually requires checking certain date field (and may be some more fields), selecting records that match the criteria and doing certain actions. This can be done daily/weekly/monthly or on selective days.

On demand:

  • Transfer all contacts, companies and deals from one salesperson to another
  • Find all companies that match a criteria and update a field in their contacts
  • Create tasks for all contacts, whose deals are in particular stage

This is more like bulk changes / bulk actions, but for advanced needs.


Unless you want the Automation to act on every record (which is rare), you can add conditions like:

  • Industry is Manufacturing
  • Birthday is today
  • Due date is after 3 days
  • Is married
  • Company is not set
  • Quantity > 5

Automation will execute only if criteria is met.

What do you want to automate?

You can usually automate things like:

  • Send mail
  • Create task
  • Create record
  • Update record

Though this might sound like a very small list of operations, the beauty is that these operations cover most of the needs.


Create Reports

CRMs can vary drastically in terms of how much flexibility they offer.

Concepts are similar but options might be limited based on CRM / plan.

Each report will have 3 parts:

  • Which type of records?
  • What you want to see?
  • Filters

Type of records

You need to choose whether you want to do reporting on contacts, companies, deals or something else.

Some CRMs like CompanyHub allow you to include associated records also in reports.


You can set conditions to include only selected records in your report like:

  • Industry is Retail
  • Country is US
  • Assigned to John
  • Deal Amount > $5000

You can give multiple conditions in a report. And you can also filter based on associated records in certain CRMs like CompanyHub.

What do you want to see?

This is what really matters to you. The options available here can vary based on type of report.

In this context, we can broadly classify reports in 3 categories:

  • Charts
  • Country is US
  • Tabular with totals and subtotals
  • Tabular with actual data


Most chart reports have an X axis and Y Axis.

Y Axis shows the number that you are actually looking for. Like:

  • Sum of Deal Amounts
  • Count of contacts created
  • Count of calls
  • Average deal amount

X Axis let’s you divide your data and give you better insights. Like:

  • Sum of Deal Amounts (Y) by Salesperson (X)
  • Total sales (Y) by Month (X)

Most commonly you show period (weeks / months / quarters etc.) or salesperson on X Axis.


Tabular with actual data

Use this when you want to see actual data. Like list of records that match certain conditions.

You just need to select the columns that you want. You can also select columns of associated records.



Abhishek A Agrawal
April 30, 2020

B2B Email Marketing Best Practices for Sales Teams (Comprehensive Guide)

Email marketing is conventional, but still, the best method to improve sales for any business.

With a clickthrough rate of 72%, emails can act as a crucial pillar in building your business and bettering the conversion coming through marketing. This statistics is for B2B and B2C collectively, but if we talk about B2B only, the figure will go up only.

Hence, email marketing becomes even crucial when we talk about B2B marketing. However, you will need to streamline your email marketing process the right way for it.

In this article, we’ll elaborate on how you can do it efficiently.

From finding and refining the email addresses which are viable for you to emailing and followup – we’ve covered every tiny thing you might want to learn about while strengthening your B2B marketing process.

Start With A Good Data Source Like Sales Navigator

Sales Navigator is a tool that lets reps find key leads, monitor activities, and the ability to look for similar contacts.

It helps provide optimal data that is actionable which increases leads/appointments.

  1. Sign up for the free trial. Set up your preferences for things like job titles and regions you want to target.
  2. Save any existing connections as leads. Sync your accounts and contactssave-connections
  3. Find prospects and leads with advanced search filters.find-prospects

Use Hunter To Get Email Addresses

Hunter lets you get email addresses for any professional in a matter of minutes.

You can hunt down the emails that you want most, filter emails, and after verifying them, save the lead. Here’s how you can search for email addresses using Hunter:

  1. Enter a domain name.
  2. Search for the email addresses behind that website.


  3. Choose from the list of people working for that company and index them based on your scoring and search filters.

Hunter provides you with additional data about the most common pattern of the email addresses of the people working in that organization. For example, the most common pattern of the email addresses of a domain named could be: {first}

But remember Hunter provides a limit of searching about 100 email addresses per month when you opt for a free plan.

Verify Your Emails With Neverbounce


Neverbounce is a tool you can use to verify emails in order to prevent bounces.

Verifying emails will make it easier to reach sales targets, weed out those that are not valid and allow sales reps to focus only on valid emails.

Rather than spending time writing emails, sending them out, and having them bounce back, you can verify email addresses before you invest any time or effort in crafting cold emails or follow up responses. Follow email marketing best practices and prevent bouncing of emails by following these steps:

  1. Get set up with Neverbounce by visiting their website.get-set-up-with-neverbounce
  2. Use the request by Neverbounce by substituting your company access token and the email that you want to be verified.individual-email-validation
  3. Wait for the response which will show you the parameter indicative of the email status. They might say that the email is valid or not.individual-email-validation-valid

Use Dux-Soup to Gather Emails


Dux-Soup is a tool for automating outbound sales processes.

You can automate profile visits as well as messages when using Dux-Soup with Sales Navigator so that your time is better spent on the more creative side of sales, nailing those appointments, and completing the sale rather than focusing on manual tasks.

It also allows you to scrape emails that can then be used for B2C and B2B email marketing campaigns. Using this you can upload your custom list, capitalize upon the user-friendly interface, and manage your leads more effectively.

  1. Build your list with theauto visit profile and scrape extensions.
  2. Generate an instant list of potentials.generate-an-instant-list
  3. Reach out with your cold emailing.reach-out-with-cold-emailing

Use Scheduling Software And A Conference Line

With scheduling software, you can book appointments for your sales funnel in an automated fashion.

People used to try to call and email, going back and forth in an attempt to arrange a suitable time.

Now you can let people just pick a time they prefer and you’re done. It’s that fast.

You can get prospects to pick a time that works best for them without going back and forth on times and dates.

They can literally just see a calendar and pick a day/time they want.

You don’t want to waste time talking to them about this, and they don’t have to feel obligated to explain why they are busy or when.

  1. Decide the length of time for appointments and make that the standard, such as 15 minutes or 30 minutes.
  2. Set up the date range, specific months or weeks out of the month, for clients to choose.set-up-the-date-range
  3. Add your time zones and any available intervals, such as your in-office sales hours when you are free to make phone calls.

Use Woodpecker to Automate Your Outreach


With Woodpecker, you can send cold emails and follow up emails automatically. One of the most important steps in B2B email marketing best practices is to automate your campaign as doing things manually is the biggest time waster for a sales team.

When you have crafted the perfect prospect responses, you should be able to send them whenever is appropriate, meaning, whenever you receive a reply.

But you don’t want to stop your sales efforts in the middle of the day because you suddenly received a reply. Instead, you can automate all of that and redirect your time more appropriately.

These are the steps you should follow:

  1. Automate the initial email.automate-the-initial-email
  2. Set the number of days after the initial email for the automatic follow up.set-up-the-date-range
  3. Establish parameters for reply detection.establish-parameters


Write Great Email Copy With “AIDA”


This is a model of writing that breaks down the key components you need to include: attention, interest, desire, and action.

It is the most effective way to persuade when using the written word. It allows you to create real urgency, relevance, personalization, pique curiosity, and provide offers that capture the attention of your audience.

There are many available resources that describe multiple options and steps you have at your disposal for this process. By regularly reviewing the steps, learning more about each one, you will get much better at creating an email marketing strategy.

Eventually, you can implement these email marketing best practices into templates too so that you craft the perfect sales message and then use it repeatedly to gain appointments. Here are a few steps to get you started:

  1. Nail the headline by grabbing attention and sparking engagement. This is where you create that urgency with your diction. It is where you personalize the emails, especially in the subject line, where you make your content relevant to their industry or location or even shopping habits. It is also where you allude to something that captures their interest.


  2. Hook readers with the opening paragraph, giving them a reason to care. This might be done by telling stories, addressing pain points, using humor, and including facts. Then stage desire and empower the readers to focus on the benefits. You want to focus on the things that they get out of your solution, not the features of what you are offering.
  3. Create a simple actionable CTA, i.e., “book an appointment” or “when are you available to meet next week”

Put Your Contact Info Into A Great CRM Like CompanyHub


CompanyHub CRM is a customer relationship management system. This system is a place where all sales data can be stored and presented in an easy-to-understand format.

Moreover, it allows companies and individuals to monitor the progress of prospects and sales, in an effort to optimize selling.

Tech News World found back in 2012, and it remains true till today, that using a CRM will increase sales by 54%. Today, 65% of those who use a mobile CRM reach their sales quotas too while 78% of reps who don’t use it will end up missing their targets.

Additionally, it is a safe way to store data centrally. This includes prospect data, activities, and schedules all in one place and that one place can be accessed on the go from many locations by any sales reps

With a proper CRM you can optimize sales plans, generate schedules, and make sure no prospect gets ignored. You can also generate activity reports for management.

Using a CRM you can segment data and find the most valuable opportunities.

Below are some steps on how to effectively optimize sales plan using CompanyHub CRM:

  1. Add your sales reps to the CRM. Once you have implemented the system they need to know how to adopt it.add-your-sales-reps-to-crm
  2. Customize the settings. The CRM you use should reflect your sales process which will differ for each company. So, you need to create custom properties in which you would store sales data. This will include the stages of your pipeline and client’s data.customize-settings
  3. Integrate your deals, your companies, and your contacts. You can generally upload a CSV file and it will seamlessly integrate. If you are using other tools, integrate them as well.add-accout

Use A Text To Template Your Responses

This is software that lets you turn a text string into a text template, perfect for sales use. Essentially you can use it to create templates that are easily added to responses anywhere you might be working online.

In effect, if you are in a sales platform or in your email and you need to generate a response, one you may have already written to another prospect, you can use this as a form of shorthand to locate templates you have previously written and upload them to the current media you are using.

The biggest waste of time most sales reps experience is due to doing repetitive tasks manually. When you don’t have to do them manually and when you don’t have to write each response out time and time again, you can focus more on the things that matter like nailing those appointments. It expedites productivity. You can follow these steps to easily template your text responses:

  1. Save desired text snippet into the text program.


  2. Start by typing in your text speak, such as “mtgconf” anywhere on your
  3. Review the area as it becomes populated with a meeting confirmation email you may have typed out
  4. Send the emails in record time without having to reformat content.


How To Write An Email That Will Surely Get A Reply?


If you are like most sales people, your “personal” sales email might look something like this:

Sales Email Template 1

What do you feel is wrong with the above email template?

There’s a company name, contact name and company type mentioned in it. Isn’t this a personal mail?


What do you think is missing?

It might have been considered a personal mail when email marketing was in nascent stages or when social networks didn’t make so much information publicly available.

Nowadays almost every company that does email marketing, gathers and uses this information in emails. Your prospects receive hundreds of such emails and with time they tend to ignore such mails.

You need to go beyond this basic “personalization” to get their attention and interest.

Here’s an example of a successful personal email that I tried with one of my friends to win his potential prospect:
Sales Email Template 2

You can also follow these B2B email marketing best practices and write such attention grabbing emails and get more responses.

To catch a prospect’s attention, you should strike with an incidence or a thing that is very close to them or done by them. This will help to spark your conversation.

This sounds complicated right? But it’s NOT.

Increased use of social media, online communities, blogs, and the business website makes it really simple to guess what is happening with your target person and analyze if it’s a better time to talk.

It is important to understand these changes, why they are happening, what buyers expect, and how you can adapt your sales and marketing messages to match the needs of the prospect.

Building blocks of any email are subject, body, and closing. Let’s see how you can have a personal touch to every part.

Although the subject comes first in email writing, I think about the subject line in the end. So will discuss it in a few moments.

Sales Email Body

The email body can be divided into 2 parts after the initial salutation.

1.Conversation Spark:

Generally, people start by introducing themselves. It’s a good etiquette to give your introduction first, but unfortunately, it doesn’t help in the first email unless your brand is already known to them.

You are a complete stranger to the person you are talking to, so you completely miss an opportunity to get their attention at the beginning if you start with your intro.

So how to start?

There are mainly two types of conversation sparks


In this case, generally you came across or find some incidence which could be Webinar, Blog Post Comment, News, Community Conversation, Tweet, Meeting, Live Event, etc.

It’s very important that you refer to this incidence straight at the beginning to get their attention.

For example: Let’s say, you have a CRM software which perfectly suits your account based selling. Also, you are attending a webinar about ABS on Sales Hacker community, and you find someone asking what are the best/preferable tools for ABS.

It’s your chance to take this opportunity, and reach to the questioner with conversation spark like the one below:

Sales Email Template 3

This 2 line opening can immediately grab their attention as it shows, you know the person you are talking to and have a common interest as he/she has. They will be more excited to read the next things, as they are actually looking for it.

You can similarly use other incidents to get the conversation started.

This is the ideal case for which SDR’s always hope. Because this effortlessly makes a personal and effective email opening.


We know that ideals are not spread everywhere. And it becomes really difficult to find them daily.

So it’s not always the case that you find someone talking relevant to your business.

Still, you have to find a personal touch in email and the only thing that you have with you is prospect’s LinkedIn profile.

So how can you make the most out of the LinkedIn profile? How can you give a personal touch to your conversation only with Linkedin profile?

Enlisted are the things that a Linkedin profile can give you:

  1. Name
  2. Company
  3. Website
  4. Position
  5. Professional Journey
  6. Quality
  7. Skills
  8. Colleagues
  9. Recent Posts
  10. Geography
  11. Interest/Summary
  12. Educational Background

If you put all this information together, you can write a good conversation spark. Here are some examples that I have tried. You can refer to the above-enlisted things to get a basic idea of how can you write a conversation spark.


Writing to a Founder/CEO:

Sales Email Template 4

Writing to a Quality analyst:

Sales Email Template 5


Writing to a Product Manager

Sales Email Template 6


2. Problem:

Once you all set with your conversation spark, the next thing that should be included in the email is the problem. This is the soul of an email and if you nurture it in the right way, you are the winner. Problem description should consider following 2 stages and identify the appropriate one.

Stage1: Prospect is not aware of the problem

This might happen that you can clearly see the problem with the prospect, but they are not aware of it or never noticed it. In this case, you can refer to some relevant case study and make them realize that they have a serious problem. And it’s your responsibility to help them understand it better.

For example: Suppose you are working for a company that has a product of creating online survey forms. You want to deliver this application to online food delivery company and they don’t have feedback collection forms on their site:

Sales Email Template 7

This type of problem definition normally works better with Non incidental conversation spark.


Stage 2: Prospect knows the problem

If a prospect is looking for help about the service you provide, there might be chances that they already realized the problem and looking for the solution. In this case, you can mimic the problem in their words and try to help them understand the problem/solution in a better way. As you provide the service that they are looking for, it is always better to present yourself in commanding/knowledgeable person’s role who can understand their problem better and here to help them.

For example: As we have seen earlier, that if someone is asking for the best tool for ABS, it means they realized the importance of ABS. If you think your tool is the best fit you can describe this problem step like:

Closing of Sales Email


This part should clearly mention an action that you want a prospect should take. It’s always better if you provide some valuable and useful tip for them instead of asking for a demo or to buy your product. I prefer to ask for the next conversation that should not always necessarily about business and focuses on realizing them that, I am here to help you.

You can also point to a few samples that can prove your idea and give some value to the prospect.

For Example :

Sales Email Template 9



The subject really impacts your open rate and if you learn the art of writing your subject, you are more likely to win. Because all your efforts will be meaningless if you can’t put a proper subject line. A study says that personalized subject lines are 22.2 % more likely to open.

So how can I write effective subject lines?

It’s actually very simple.

Generally, questions and referrals work better for email subject. So just ask questions about the topic of their recent interest or add the name of a mutual person.

ALERT: Don’t Get Over Personal


One point that goes against email marketing best practices is getting very personal on email. Although I suggest writing a personal email, it must be within professional boundaries and should not look over personal. Always avoid using smiles or personal question unless you get some conversation going.

For example, you can’t ask a person “What you had for lunch?” in the very first email.

Expected Results And Efforts


If you follow this strategy correctly, you can expect very high-quality results than your bulk outreach. Here are some results that I have experienced from this strategy and so you can.

Benefits of writing personal emails

Although the process looks a bit time consuming, believe me, it’s totally worth it.

For beginners, you can start with 5 prospects per day and try to increase as much as you get involved. On an average 10 prospects can be considered as good target, and it can give you more than 200 customers per SDR per year only with email outreach. As long as you follow this strategy, it always keep your interest and motivation with overwhelming results.

Now It’s Your Turn to Write Email


Now it’s time to apply all the B2B email marketing best practices and create your own email.

To help you understand better, we have created many email templates, for many industries.

Here’s a link for you to download free email templates:

How To Write A Follow-Up Email When Your Prospect Doesn’t Respond?

If your sales process requires talking to prospects over email or on the phone in order to close the sale, you know that at a certain price point prospects don’t typically buy on the first interaction.

You have to do several email exchanges and/or calls before you get a sale. Sometimes during this process, prospects will stop responding to your follow up attempts and go “radio silent.”

Every sales veteran knows that time kills deals. You have to get your prospect’s attention and constantly move the sale forward to win a deal. Don’t let your sales prospecting go to waste.

This article will help you in writing a Follow-Up email after no responses from your prospects and give you several different tactics for improving your follow up campaigns. This will help you get the attention of a cold prospect and close the deal.

When Your Prospects Don’t Get Back to You


Many sales stop without a direct ‘no’. Often a sale is lost when a prospect stops returning your phone calls and emails. This can be really frustrating for anyone who has spent a lot of time and effort trying to win a deal.

If the sale isn’t going forward, it’s going backwards. The more time that passes without another engagement with your prospect, the greater the chance that you’ll lose. Getting a response from them is your top priority at this stage in the game.

Why Your Emails Are Getting Ignored

It can be difficult to determine why a prospect isn’t responding to you. It could be that they can’t get approval to buy your product or service, the timing isn’t right within their company, they are trying to secure more budget to pay you, or they may just be really busy and it slipped their mind to respond to your follow up attempts.

There’s plenty of different reasons why this could be happening but the underlying cause of the silence is that you aren’t giving them a compelling reason for them to respond to you.

Most follow up attempts only serve to help the person who’s doing the outreach. The only way to give your prospect a compelling reason to respond is to offer them something that they want.

You have to think about what you can offer to the prospect that will get them to take action.

Without offering a compelling reason to respond, the prospect will most likely take the path of least resistance and ignore your repeated attempts to contact them.

So, how do you craft a compelling reason to respond?

How To Get A Reply From A Prospect Who Has Stopped Responding

If you’re in sales, you probably have a process for generating B2B sales leads. Increasing your reply rate from prospects you’re already speaking with is similar to the process you would follow when attempting to engage new prospects. Focus on breaking down your follow up attempts to increase your chances of having your prospect open, read, and respond to your messages.

To get a prospect to respond you have to do three things:

Get their attention – Before you can communicate your message to a prospect, you must get their attention successfully. They have to stop what they are doing and engage with your message.

Demonstrate value – After you get their attention you must present value to compel them to respond. Emailing a prospect just to ‘check-in’ isn’t going to work. You must give them a good reason to respond to you.

Make it easy for them to respond – You should end your message with a call to action that provides the least amount of resistance. Your goal is to get a response so you can continue the conversation.

Getting a Cold Prospect to Reply: Step-By-Step


1. Get Their Attention

Your prospect’s inbox is most likely filled to the brim with emails. According to a study done by The Radicati Group, the average email user sends and receives 122 emails per day.

With all that activity going on in your prospect’s inbox, it’s no wonder why sometimes your follow up messages don’t get opened or get a reply. To get your prospect’s attention you have to be creative. Here are a few ways to make sure that your message stands out in their inbox:

Day of the week – If you typically follow up on weekdays, try emailing on the weekend.

Time of day – Try sending emails early in the morning or late in the evening. According to The Muse, the best time to send an email that gets a response is between 6am and 7am or around 8pm.

Subject line – Using the same subject line over and over again, ‘RE: Original Subject’, can trigger ‘inbox blindness’ and may cause your prospect to glaze over your email.

Instead of using the same subject line, there are several different things you can try:

  1. Use their name in the subject line – “{Name}, thought you should check this out”
  2. Tell them how long it will take to read it – “2 min read”
  3. Prompt them to take action – “Action Requested”
  4. Ask them a question – “Am I On the Right Track?”
  5. Use reverse psychology – “Don’t Open This Email”
  6. Use humor – “Giraffes Can’t Buy Turtlenecks”
  7. Send something out of the ordinary – “Netflix Password”

Body – You have one goal in the body section of your email. That goal is to get your prospect to read the next line. Each line of your email needs to demonstrate some sort of value to get the person to keep reading.

The content of your email will be based upon the specifics of the deal you’re engaged in but there are several ways that you can make your body copy better that will apply to any situation.

Make the first line count – Having a great first line is critical because it’s the first thing people read after opening your email. It’s also a very important part of your email because people can preview part or all of the first line before they open the email.

Your first line needs to hook the reader into reading the rest of the email:

  1. Compliment them – “Loved your last post/tweet/podcast episode on XYZ”
  2. Give congratulations – “Congrats on the funding!”
  3. Comment on one of their passions – “{Team Name} played a great game on Sunday – nice win!”
  4. Ask a question – “What did you think about the event last weekend?

Write like a 3rd grader – Using complicated language in your emails will decrease readability and response rates. According to Boomerang, emails written at a 3rd-grade reading level get the highest response rates at 53%. Kindergarten came in second (46% response rate), followed closely by high school (45%), and in last place was college (39%). Use a tool like Hemingway App to measure the reading level of your email and then make the necessary adjustments.

The smartphone test – does your message fit on a smartphone screen? If not, it may be too long. According to Return Path, 55% of all emails are read on a mobile device. To improve your chances of getting a reply, take out as much irrelevant copy as you can and keep your message as short as possible.

2. Demonstrate Value

Remind them of the value you have to offer. Demonstrate the positive results of responding to you, and the negative consequences of not responding. Showing your value upfront will always help you in a deal, if your main goal is closing sales.

You can use the following content in your emails to demonstrate value:

  • Benefits and Outcomes – Remind the prospect of the value that they will receive after doing business with you. This can be in the form of the benefits of your particular service that other companies have received in the past. It can also be in the form of specific outcomes that they will achieve which you have discussed on previous calls with them.
  • Case Studies and Testimonials – Reassure your prospects that doing business with you will help them achieve their goals. Present them with case studies and testimonials to show proof of how you have used your product or service to help similar customers.
  • FAQ / Objection Handling – Your prospect may not be answering you because they still have some reservations about how well you can deliver your solution and live up to your promises. Presenting them with a list of FAQ’s or common objections along with answers can be a great way to resolve any remaining concerns.
  • Limited Time Offer – If there is a time-sensitive offer available to your prospect, reminding them of the deadline can help compel them to take your desired action.


3. Make it easy for them to respond

Make it as easy as possible for your prospects to respond to you so you can continue the conversation. After someone has gone cold, get them to take the smallest step possible to re-engage with you and advance the sale forward. Most often this will happen within your call to action or CTA.

Call to Action – The last thing you want to do is write an amazing email but ruin the call to action. You should end your email with a call to action that compels the reader to respond immediately after reading it.

Make one ask – You should only have one CTA within your email. Asking for a prospect to do more than one thing after reading an email can complicate the process and cause them to ignore or delay their response to your message. Your call to action should also be clear and easy to understand.

Simplify their reply – A CTA that asks the recipient to respond with an unnecessary amount of information makes it more difficult for them to respond. Here are some ways that you can make replying more simple for them:

Tell them to answer yes/no or pick a number – Ask your prospect to respond with a simple “yes or no”, or to respond with a number to make it as easy as possible for them.

  • Please reply with 1, 2, or 3 so I know whether or not to keep following up:
    1. Yes, please follow up with your availability.
    2. No, I’m not interested.
    3. Yes, but I need more time to decide. Please follow up in a week.
  • If you’re interested but need more time to decide, please reply with “yes” so I can make a note of it.
  • If you’re not interested, please reply with “no” so I can make a note of it.

Offer to give instead of asking to receive – Most follow up emails ask the recipient to take some sort of action. The receiver has to take time out of their day to give something to you. Essentially, you’re taking something from them. Instead of asking to take something, flip the dynamic by offering them something instead. This could be a variety of things, like:

  • An interesting article or relevant piece of research.
  • A summary of the notes that you took on one of your previous calls.
  • Give them a custom strategy on how they can improve their business.
  • Tips on how they can get more traffic to their website.
  • Ways that they can increase qualified leads and conversions.

Use a strip-line email – Strip-lining is a technique that offers your prospect a way out of the deal. You’re not intending for the prospect to walk away, you’re simply giving them the option. This essentially calls the prospect’s bluff and they often end up conceding by giving you some form of a reply. A simple strip-line email you can use is known as “The Magic Email” and is simple but effective.

“Since I have not heard from you on this, I have to assume your priorities have changed.”

If your prospect is not responding to you, that simple, one-line email can get you great results.

4. Pick up the phone and call if prospects stop responding via email


This is as simple as it sounds. It is a method where you just pick up the phone and call the prospect.

With the high rate of technology used today it has become decidedly easier to ignore people who send emails or texts or any other form of digital media.

But, a phone call is harder to ignore. People who are otherwise polite might simply ignore an email or stop responding because life gets in the way.

A marketing email could have been appealing, but as follow up emails arrived, life became too hectic or a work project took over, and the prospect stopped thinking about whatever it was you had to offer.

Prospects find it harder to ignore a living, breathing person who is trying to reach out to them, especially if they have already answered the phone; ignoring an email is one thing but hanging up on a person is another.

  1. Pick up the phone and dial.


  2. When you get a chance to talk to them, don’t call attention to the fact that you haven’t heard from them, or that they ignored you. Instead, start the conversation from scratch and they will be more likely to engage with you.
  3. Vary your contact attempts by calling at different times of the day and different days of the week. Maybe there is a reason that calling at 3 pm every Tuesday isn’t working; that person might have weekly staff meetings at that exact hour or a yoga class they attend.


5. When Should You Stop Following Up?

You’ll get to a point in your follow up where days, weeks, and even months go by without getting a response. During a long stretch of not receiving a response from a prospect, it may seem like all hope is lost.

The best thing you can do is to keep following up and continue to try new ways of getting a hold of them. If email isn’t working for you, try using the phone, messaging them on LinkedIn, tweeting at them, leaving a voicemail, sending a physical item in the mail, or even following up in person. Make sure that you use a good CRM for sales to keep track of all of your activities.

You can also try to get their attention by getting in touch with someone else at the company who is below, above, or equal to them in seniority within their department.

6. How to Manage Lots of Prospects at Once

When you’re dealing with a lot of prospects within your pipeline, it’s easy to lose track of who you need to follow up with. With CompanyHub’s follow up suggestions feature you can get intelligent suggestions from your CRM on who you should follow up with and get reminders on when you should make contact. This sales automation feature will help you stay on top of your pipeline and convert more leads into sales.

Wrapping Up


When you’re writing a follow-up email after no response from your prospect, the main thing you have to remember is that every follow-up attempt should be an effort to move the sale forward. In every email, do something that gets the prospect’s attention, demonstrates the value you have to offer, and make it easy for them to respond. Remember – time kills deals so the quicker you can get a non-responsive prospect to re-engage, the better.



Overall, by integrating all of the above steps, you will find that your pipeline will explode with potential. Exert good judgement when deciding which and how to apply the various recommended steps to take. When you’ve chosen the appropriate steps for your business, execute each with precise attention, as to avoid careless mistakes. Using each of these at appropriate methods listed above can help you to increase your meeting book rate within 30 days.

Abhishek A Agrawal
May 22, 2019

World’s Best Guide On How To Generate Sales Leads

Tried many ways to generate leads but didn’t give you desired results?

Have you just started your business and don’t know where to start from?

No more worrying as this article will give you all the possible ways to generate leads for your business no matter if you are a startup or a large enterprise. We have included all ACTIONABLE ways to generate leads for everyone who is looking to grow sales.

Abhishek A Agrawal
June 21, 2018


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Abhishek A Agrawal
September 6, 2016

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