How to Use Hubspot-Style Email Templates to Win New Agency Business

High-performing agencies often model their outreach on proven frameworks like those shared by Hubspot, then adapt the language, structure, and sequencing to fit their brand, audience, and service offer.

This how-to guide walks you through using the email patterns from the original Hubspot new business email templates article to create your own powerful messages that consistently generate replies and meetings.

Why Hubspot-Style Email Templates Work for Agencies

The outreach framework showcased by Hubspot works because it is built around three essentials:

• Personal relevance to the prospect
• Clear, specific value in each email
• Polite, concise calls to action

Instead of relying on generic copy, the structure encourages you to demonstrate that you understand the prospect’s business and goals, then offer a credible path to an improved result.

Core Principles Behind the Hubspot Approach

Before you write a single line, internalize the core principles that the Hubspot examples demonstrate across all templates.

1. Lead with value, not with your agency

Your first contact should show that you have done your homework. You can reference:

• A recent campaign or product launch
• Traffic or engagement trends you can infer
• Industry benchmarks or competitive gaps

The Hubspot-inspired pattern is clear: demonstrate insight into the prospect before you mention what you sell.

2. Make the ask small and specific

Across the templates, the call to action is usually a short, low-friction meeting, such as a 15–20 minute call focused on a narrow topic.

Keep your ask specific:

• Propose one clear outcome for the call
• Offer a short time window
• Suggest two possible time slots

3. Personalize beyond first name

Hubspot-style outreach goes further than basic mail-merge fields. Strong personalization usually includes:

• Mentioning a specific initiative or content asset
• Referencing their role and responsibilities
• Tying your value to a business metric they care about

Step-by-Step: Build a Hubspot-Inspired Outreach Sequence

Use the structure below to create a short, focused sequence that mirrors the logic used in the Hubspot templates, while keeping your copy original and tailored.

Step 1: Define your offer and outcome

Decide the one clear benefit your email sequence promises. Examples:

• More qualified demos for a SaaS platform
• Lower acquisition cost on paid social
• Conversion lift on core landing pages

Your sequence should consistently anchor back to this promised outcome.

Step 2: Write your first outreach email

Model the structure showcased by Hubspot:

1. Subject line: Short, specific, and outcome-oriented.
2. Opening line: A personalized observation about their company or role.
3. Value statement: One or two sentences on how you help similar companies achieve a measurable result.
4. Proof: A brief example or metric from a relevant client.
5. Call to action: Ask for a short call with a clear focus.

Keep this email under 150–175 words for maximum clarity and scannability.

Step 3: Create a helpful follow-up email

The follow-up pattern in the Hubspot article emphasizes added value instead of repetition. In your second email:

• Briefly restate the benefit you offer
• Add a small resource or insight (mini audit, quick suggestion, or benchmark)
• End again with a simple, direct call to action

Avoid guilt or pressure; stay respectful of their time.

Step 4: Send a final check-in

Your last follow-up should be short and casual. The style reflected in Hubspot examples usually includes:

• A short reminder of why you reached out
• An easy way to decline, so they feel zero pressure
• Optional: an open-ended question, such as who on their team handles your topic

Adapting Hubspot Template Patterns to Different Scenarios

The original email patterns can be reused in multiple contexts if you adjust the angle and proof you present. Below are three common new business scenarios.

Scenario 1: Prospect downloaded a resource

When someone engages with a guide, checklist, or webinar, your first email can:

• Reference the specific asset they downloaded
• Ask a short question about their current process
• Offer a brief walkthrough or assessment tied to that topic

This follows the nurturing logic often shared in Hubspot resources: connect the content to the next logical step in their journey.

Scenario 2: Cold outreach to a key account

For outbound to strategic accounts:

• Research their current campaigns, site, and messaging
• Identify one or two practical opportunities
• Use your first email to share those observations in 2–3 bullet points

The goal is to earn a reply by being more informed and specific than a generic pitch.

Scenario 3: Re-engaging dormant leads

When an old opportunity has gone quiet, a Hubspot-style check-in email can:

• Reference the original goal they shared
• Share what has changed in the market or your approach
• Offer a short call just to re-evaluate fit

This shows you remember the context, not just the name in your CRM.

Writing Tips Drawn from Hubspot Email Patterns

Beyond structure, several writing techniques appear consistently across Hubspot-style examples and can increase your response rate.

Keep language simple and direct

Avoid buzzwords and long sentences. Aim for:

• Short paragraphs (1–3 sentences)
• Plain language that a busy executive can skim
• Specific, concrete claims instead of vague promises

Use social proof selectively

Show that you are credible without turning your email into a case study. You can:

• Mention one recognizable client or industry
• Highlight a single key metric (e.g., “lifted demo bookings by 32%”)
• Link to a case study only when truly relevant

End every email with one clear next step

Each template in the Hubspot article stops on a focused ask. Avoid multiple questions or choices at the end of your message. Examples:

• “Are you open to a 15-minute call next week to review three quick ideas?”
• “If you send your main landing page URL, I can send you 3 suggestions.”

Implementing These Emails in Your CRM or Hubspot Portal

Once your copy is ready, add it to your CRM or marketing automation platform and test systematically.

1. Create templates: Load each email into your system as a reusable template with fields for personalization.
2. Segment your list: Separate prospects by industry, role, or funnel stage so each template remains relevant.
3. A/B test elements: Experiment with subject lines, opening lines, and calls to action.
4. Track performance: Monitor open rate, reply rate, meetings booked, and deals created.

For advanced optimization, consider partnering with specialists in CRM, automation, and AI-assisted outreach, such as the consultants at Consultevo, who help agencies operationalize these processes.

Turn Hubspot-Inspired Templates into Your Own System

Using the structure and principles demonstrated in the original Hubspot resource, you can build a repeatable outreach system tailored to your services and ideal clients. Start with a small sequence, personalize each send with research, then refine based on actual reply and meeting data.

Over time, you will develop a library of proven templates that feel natural to prospects, align with your brand voice, and consistently open doors to high-value opportunities.