How to Send Personalized Emails with Daylite

Quick Tips / July 2, 2020 / Emily

You know how crucial it is to keep your business top of mind by touching base with leads and clients every few weeks or months, but the real challenge is staying on top of it all.

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You need to remember who to reach out to and when, what you last spoke about, what to say – all while wanting your emails to have a personal and human touch. It’s just too much!

Luckily, Daylite makes this much easier! You can send individual or bulk emails using email templates while still keeping it personalized for each contact – and using a follow-up list, you won’t even have to remember who or when you’re supposed to reach out. We’re showing you how!

Make your follow-up list

First, you want to make a Smart List that will tell you exactly who to follow up with and when.

You can start by adding a Category like “Lead” or “Client” to any new or existing Contacts in Daylite since a Category describes their relationship to you or your business.

Now that your Contacts have Categories, make a Smart List of leads that you haven’t touched base with in 15 days or whatever time frame is relevant to your business. With Smart Lists, you don’t have to add every contact to your follow-up list and then remember to remove them once you’ve followed up. As soon as you follow up with a person on the list, they’ll be removed automatically so you can work through the list without having to update it yourself.

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To create your lead follow-up list, follow these steps:

  1. Below the Contacts tab in the sidebar, select People
  2. From the People list, click on the filter icon and set your filtering to match Category is “Lead” and does not match any activity in the last 14 days (or whatever time frame you choose)
  3. Click Save as Smart List and your list is now saved in the Daylite sidebar – you can name it Lead Follow-Ups

Now anytime you send an email or call and it’s linked to the Contact with the “Lead” Category in your Smart List, Daylite will automatically remove them from your list so you can focus on leads you need to reach out to next.

Daylite small business mac crm

Create your email template

Customizing a Letter Template in Daylite is easy – you can make several different Letter Templates for any scenario.

To create a Letter Template:

  1. Click Daylite > Preferences
  2. Click Letter Templates
  3. To add a new letter template, do the following:
  4. Click the “+” button
  5. Enter a name and description for the letter template
  6. Ensure that you select the “Active” checkbox for the letter template to be available in Daylite
  7. To open the letter template for editing, select it and double-click. Set up a format for the letter template with the desired content and merge keys(see below), as necessary
  8. Save your changes

You can watch this in action here:

Personalize your emails using merge keys

Merge keys let your Letter Template pull in information from Daylite like contact names, email addresses, phone numbers, and more to personalize in your email.

For example, if you want your email to include a contact’s first name, company name, phone number, and your name, your Letter Template would look like this:

Daylite small business mac crm

When you merge your Letter in Daylite, it’ll look like this:

Daylite small business mac crm

‼️ Pro Tip: You can also send letters with external applications like Word, Pages, Numbers, Keynote, and Excel using different merge keys.

Send your personalized email

Now that your Letter Template is ready to go, you can send a personalized email to your leads and clients in seconds!

  1. Select a Contact
  2. Choose Edit > Merge > Write Letter in Daylite
  3. In the pane that opens, do the following:
    • Select a template
    • Enter the email title
    • Select the Email option and choose how you wish to send the email
    • Click Merge

If you’d like to email several Contacts at once, simply multiple-select each person and follow the same steps as above.

‼️ Pro Tip: If you’ve got a lot of Letter Templates to work with, you can create descriptions for each letter, create templates for Appointments, use placeholders for Zoom meetings and much more with the ProductivtyTools plugin from iOSXpert.

You already know how important it is to keep in touch. Not only does making the effort to keep in contact help with future deals, but it also shows you care and gives you the opportunity to nurture the relationships with your current clients, making it more likely you’ll retain them. For more ways to master the follow-up, check out 8 Polite Follow-Up Email Samples & Mistakes To Avoid and How to Write a Warm Follow-Up Email [Examples Included].

For daily tips on following up and much more, follow @dayliteapp on Instagram!

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