HubSpot Email Template Not Working? Here’s How to Fix It

Are your HubSpot email templates not working? The key to starting more conversations is to find and correct your blind spots, especially the ones that may be lurking in your email templates.

“I just finished a year of Lead Forensics putting 1,000 leads through email sequences using Hubspot. Not one sale,” said my reluctant email writing student, a successful entrepreneur. We’ll call him Jason to protect his identity.

“Before that, I hired a cold calling team. It was a one year effort. Zero sales. They gave a second effort on the house. That landed one sale that covered my costs.”

“Nothing is working,” outside of occasional referrals. But Jason’s successful, 22 year-old business can no longer rely on word-of-mouth alone.

He was frustrated. But not done. After all, he launched and is successfully operating this business for over two decades. He has what it takes. But he needs to grow.

Prospecting new customers is the lifeblood of his company. Always has been, always will be. Those are his words, not mine! Sure “inbound marketing” is trendy and, for some, it generates conversations with potential buyers.

But so far his HubSpot email templates have failed to engage customers in conversations.

“I need to increase gross sales … and I need a better process for doing that,” Jason told me. But, at the time, he was terribly reluctant to invest in email writing coaching.

Jason’s Blind Spots

Every seller has blind spots; portions of an email message we cannot see creating big problems. Because we are the source of these poisonous tendencies, they are difficult to spot. Bad word choice. Weak tone. Persuasive hooks.

I have blind spots. You do. We all do. And not just with email. In life!

The key to starting more conversations, using email, is spotting and fixing blind spots. Here is one of the most common examples: Biased “hook” questions.

In Jason’s case, he dripped six emails to organizations identified as visiting his website. Companies like Lead Forensics help identify the company, but the rest is rather like guesswork … trying to understand who within the company visited.

Once targeted, Jason was sending the six messages — seeking conversations with prospects. He used HubSpot to send and analyze open and response rates.

Jason’s messages were all problematic. But his third HubSpot email template asked these “hook” questions:

“Many companies have a product development process that follows a similar schedule year after year. Is that the case in your business? When a pattern exists, it is much easier to plan for the slow time as well as when things get completely crazy. If there is no pattern what do you do when more projects land on your desk than you can handle?”

These kinds of questions are typical in my experience as an email writing coach. Hook questions. Leading questions. Questions that “push on pain points.” Questions marketing people often write, hand to sales people and say, “try this approach.”

Big mistake. Persuasive tone and hook questions equals instant death in sales prospecting emails. Aiming to persuade targets to have a meeting is mostly a non-starter. This goal is a complete non-starter for B2B sellers of complex, longer sale-cycle products and services.

If you need to start a conversation, asking for a meeting (without being invited into one … based on a value-added conversation) is a great way to get rejected and/or secure meetings that go nowhere.

The Problem With Hooks

“Is that the case in your business?” and the other (above) questions communicate “I’m asking because I want you to confirm (for me) what I’m sure is your problem — so I can sell you something.”

These are hooks. Customers aren’t fish. Hence, they don’t bite.

Answering one of these questions will make early stage customers (with latent need) feel too vulnerable. Result: They don’t answer and increasingly hit delete. (or worse, spam … an even faster way to unsubscribe!)

Hook questions are biased to an answer the seller seeks. They are rooted in Jason’s  —  or any salesperson’s  — desire to “open the door” to a sales discussion.

Instead, Jason should be asking questions with inward focus … helping the client examine his/her decision-making process with regard to possible change. He should be asking questions about, for example, how the status quo was created.

What works is simple: Focusing clients on change they might direct — on their own terms, on their own schedules, if they decided it was appropriate and, possibly, with the help of a vendor like Jason.

Success demands you gain permission to help prospects decide on a meeting themselves. Thus, your email message templates must help prospects persuade themselves. Everything else fails.

However, it is impossible to have a 100% accurate perspective on communications effectiveness — unless you have trustworthy (and qualified) people giving honest feedback.

Finding your blind spots.

How Jason Fixed His HubSpot Email Templates

Within a few weeks, Jason got his drip sequence sorted and nabbed a lead. The response read:

Hi Jason-
Thanks for tracking me down. I am interested in your thoughts and am certainly open to discussing opportunities.

Philip W.

The target subsequently went on vacation … then “went dark” on Jason. But he’s still in hot pursuit as I write this.

Here’s how Jason earned the conversation: He asked an un-biased, inward-focused question … helping the prospect consider his own situation for a moment. This provoked thought, stood out from other email come-ons and encouraged Philip to read the next sentence.

Jason opened by asking, “How would you know if (and when) it’s time to consider a different or additional product development path?”

He asked a neutral question. Questions are dangerous (in general). But this question is neutral to Jason’s natural bias.

His second sentence (of three) was, “I’m asking after noticing the innovative baby bed on your site … Are you open to considering a conversation about change — if it is the right time?”

Notice how short this approach is. Notice how customer-centric the questions are — and how the seller does not discuss himself whatsoever. Most importantly, the question posed is not a self-serving marketing hook. Instead, it’s provocative.

Want to stand out from the pack? Write messages in ways others aren’t. This way. Write messages that do not serve you — as much as they serve (and provoke) the reader.

Who Is Helping You Find Blind Spots?

Sadly, people who support us rarely give brutally honest feedback. They usually have a horse in the race and tell us what we want to hear — rather than what we need to know. Increasingly, we take free advice from experts who aren’t experts at all.

Are your co-workers, marketing team, software vendors, friends, spouse and Uncle Google really the best sources to get sales outreach advice from?

Beware: Do writers of articles you’ve Google’ed have your best interest in mind? Or are they just offering simple answers to complex problems — as part of their lead generation ploy?

In most cases, no. Think about it this way: Jason has been driving sales outreach without checking blind spots. You wouldn’t drive a car that way. It’s too dangerous.

So why drive your outreach this way? It could be costing you a lot of money.

How will you find a better way to start client conversations?


How to Respond to Cold Email Rejection

“Thanks, but we already have a vendor.” Or “Thanks, but we already have a solution.” It’s tough to read such replies to cold emails. Nice to get replies, not so pleasant to get negative ones. But should you stop when receiving such push-back?

“Thanks, but we already have a vendor.” Or “Thanks, but we already have a solution.” It’s tough to read such cold email rejection. Nice to get replies, not so pleasant to get negative ones. But should you stop when receiving such pushback?

One of my students, Mark doesn’t.

Mark runs a successful business helping professional association leaders grow revenues and memberships. These professionals are volunteer Board members who feel passionately about their work and give back to their industry by donating time. He literally takes over daily, mundane operations of small associations so leaders can focus on leading their associations. He allows them to outsource the boring and tedious parts of running a professional trade association.

Like most small business owners Mark prospects new customers. Unlike most of us, he does it effectively. Really effectively.

Going in Cold

Mark prospects using LinkedIn as a research tool … locating his targets and qualifying them. Sometimes he starts with LinkedIn, providing he’s connected with the prospect. Other times he goes in cold with email.

His subject line in this example was simple and effective: Succession plan?

Mark’s approach is deadly simple and effective. He wisely focuses on topics customers usually don’t consider enough … or at all. In this case, “what will happen when the Board President retires?” The question often results in prospects reflecting on it … realizing there is (currently) no succession plan. This often provokes replies and starts discussions for Mark.

Mark makes sure his email messages:

  • Are read in 15 seconds or less
  • Prove (in sentence one) he’s researched his target
  • Provoke response using a non-biased, facilitative question

He quickly points out facts that prove he understands his target’s situation. For example, “Hi, Steve. Noticing how Sally Jones has more than 37 years of diligent service in her career.”

Next, he asks how his prospect will move forward when Sally approaches retirement. He follows by asking if the prospect has a strategy in place. And, if not “What would cause you to consider discussing one?”

Not “would you consider having one?” A yes/no question is not ideal here as it is biased to what Mark wants: A discussion. Instead, “what would cause you to consider discussing one?” is a more neutral, un-biased question. This helps prospects focus on their own decision-making process, not feel vulnerable to answering your question with a “yes” or “no.” It also encourages them to provide you with valuable information in the reply.

When the Cold Email Rejection Comes

Mark’s first touch (cold) email didn’t generate a response. But his follow-up did. His target, Colin, replied: “We already have a plan in place.”

Mark immediately wrote his trusted email coach (that’s me) with, “How the heck do I respond to this??? My gut tells me to write ‘Care to elaborate?’ But, I probably need to write a little more to lighten this guy’s likely knee jerk reaction of saying ‘no.'”

As a habit, Mark rarely gives up. Like many of my students he pays close attention to word choice in responses that come back negative.

For example, a prospect may push back with “this will probably be too disruptive for us to consider.” Use of the word probably often signals a soft spot. There is a perception of too much disruption … it is relatively uncertain for the prospect. Remove the word probably and the sentence takes on a more final or definite tone. “This will be too disruptive for consideration.”

In many cases every word counts. Words contain clues.

How to Respond

Accept the cold email rejection. Embrace it. After all, rejection frees you to pursue chasing more yeses.

Most of all, study the rejection; word for word, consider it for a moment. Within rejections most of my students find gold. But only if you take the emotion out. Remove your disappointment and expectation.

In Mark’s case:

  • The prospect is not saying no to a discussion, he’s saying he has “a plan in place.”
  • Mark got him! The prospect did reply initially. If he wasn’t open to hearing from Mark again would he have replied? (at all)
  • The cold email and follow-up worked: It was provocative enough for Colin to quickly understand — and reply to. It was easy for him to do so.
  • The prospect should expect Mark might reply given his response.

Thus, Mark should reply, but carefully and casually. Without sounding needy or disappointed. This part is key. Mark’s reply should remain neutral and embrace Colin’s cold email rejection.

Mark replied: “Thanks Colin. Sorry if asking was pushy. May I ask what your plan is? If you choose to not share, it’s ok. I ask to understand, not push you.”

Affirming your prospect’s right to choose is a psychological trigger.

This tactic indirectly says to your target: “I am not threatening your right to say no. I’m at peace with your power over me.”

It’s the one really easy persuasion technique everyone should know: Affirming your prospect’s right to choose. Supported by 42 studies on 22,000 people it’s practical, can be applied in almost any situation and works consistently.

Remember: The more you need the meeting, discussion or sale the more your prospect feels it … and the more you will be rejected. Simply because your words telegraph “I’m wanting it very badly.”

How do you respond to cold email rejection? Do you politely accept that rejection yet probe a little deeper … as a habit? Selectively?