CRM Email Templates

How to Create and Use Email Templates in Real Geeks CRM

Real Geeks CRM offers a powerful Email Template feature that helps agents save time, maintain consistency, and personalize communication with leads. Whether you’re crafting an email from scratch or using the Real Geeks Template Library, email templates allow you to engage leads effectively and ensure your messaging is professional and consistent across the board. These templates can be used for individual communications or integrated into automated workflows for lead nurturing.

Please Note

Templates created in the CRM can be used for one-off email communications or integrated into automated workflow campaigns to engage leads over time. To set up templates in workflows, visit Workflows .

Accessing the Template Feature

Visit the Email Template Library
Select How You Want to Create a Template:
- Create New: If you want to start from scratch, click "Create New" to build your own custom template.
- Create From Library: If you prefer to personalize a pre-made template, click "Create From Library" to browse the Real Geeks Template Library and select a pre-built template.

Personalizing Your Email Template

Once you've selected either Create New or Create From Library, follow these steps to personalize the template:

Name Your Template:

Choose a descriptive name for internal use (e.g., “Post-Communication Follow-Up”) to easily identify it later.

Categorize the Template:

Assign your template to a category, such as Follow-Up, Listing Alerts, or Appointment Reminders, to help keep your templates organized and easy to find.

Adjust Access Settings:

Select who can use the template:
- Private: The template is only available for your use.
- Team: Make the template available to your team, ensuring consistent messaging across your organization.

Write the Message:

Compose your email content in the message body. Ensure the message aligns with the template’s purpose, such as sending a follow-up or alerting the lead to a new property.

Add Merge Fields:

Personalize your email using merge fields like , , or . These fields auto-populate with the recipient’s specific information, making your email feel personal and tailored.

Upload a Custom Video (Optional):

You can attach a video to your email. Videos can include property walkthroughs, personal greetings, or other visual content to enhance engagement.

Save the Template:

After finalizing the template, click "Save". The template will now be available for use in your daily communication or automated workflows based on the access settings you’ve configured.

How to Use Email Templates

Once your templates are created, you can use them in your daily email communications with leads. Here’s how to quickly send an email using a pre-made template:

Open an Email with Your Lead:
- From the Lead Dashboard, or within the lead’s profile, click the "Email Lead" button to open the email composition window.
Select the Message Templates Button:
- In the email window, click on the "Message Templates" button to access your saved email templates
Choose Your Personalized Template:
- Select the template that fits your communication (e.g., a follow-up or appointment reminder).
Make Adjustments if Necessary:
- Review the email content and make any necessary changes. Ensure that the merge fields (like ) have populated correctly with the lead’s information.
Send the Email:
- Once the email is ready, click Send to deliver it to your lead.

Common Scenarios for Using Email Templates

Here are some scenarios where you can use email templates to streamline your communication:

Post-Communication Follow-UpExample Template:

Subject: Great Speaking with You – Next Steps

Hi ,

It was a pleasure speaking with you recently! I just wanted to follow up and see if there are any other questions or information I can provide regarding your real estate goals. Whether you're exploring properties or deciding your next steps, I’m here to assist.

If you'd like to schedule a time to discuss further or explore specific listings, feel free to let me know. I look forward to helping you with your next move!

Best regards,

Appointment ReminderExample Template:

Subject: Friendly Reminder: Upcoming Appointment

Hi ,

Just a quick reminder of our appointment on at . If you have any questions or need to reschedule, please don't hesitate to reach out.

I look forward to meeting and discussing how I can help you with your real estate needs!

See you soon,

Sharing a Custom Market ReportExample Template:

Subject: Your Personalized Market Report

Hi ,

I’ve prepared a detailed, custom market report for you that offers valuable insights into the local real estate trends and opportunities in your area.

You can access the report here:

This report can help you make informed decisions whether you’re buying, selling, or simply keeping an eye on the market. If you have any questions or would like to discuss the information further, I’d be happy to chat!

I look forward to hearing your thoughts.

Best regards,

Request for a Referral Example Template:

Subject: I’d Love Your Help!

Hi ,

I truly enjoyed working with you on your recent real estate transaction, and I hope you’re settling in nicely! If you were happy with the service I provided, I’d be grateful if you could pass my name along to friends, family, or colleagues who may also be in need of a real estate professional.

Referrals are a huge part of my business, and I strive to give every client the same personalized attention and service that I gave you. If you know anyone thinking of buying or selling, I’d love the opportunity to help them as well.

Thank you again for choosing me to assist with your real estate journey, and please don't hesitate to reach out if you need anything else in the future!

Best,

Conclusion

Email templates in Real Geeks CRM offer a time-saving and professional way to maintain consistent, personalized communication with leads. Whether following up after communication, reminding leads of appointments, sharing important market insights, or requesting referrals, email templates save you time and ensure clear, effective communication.

With features like merge fields and custom videos, these templates allow you to create engaging, personalized content that resonates with your leads. By integrating these templates into your workflows or using them for one-off emails, you can improve lead follow-up efficiency and client engagement.