Mail Templates
Mail templates are reusable email drafts that pre-fill the subject line and message body when you email a journalist, publisher, or podcast host. They save time on repetitive outreach and keep your messaging consistent.
How Mail Templates Work
When you email a contact using a mail template, Press Ranger opens a compose window in your configured email client with the recipient, subject, and message already filled in. You review, personalize, and send from your own inbox.
Mail templates support dynamic variables that are automatically replaced with the recipient's information:
| Variable | Replaced With |
|---|---|
{first_name} |
The contact's first name |
{last_name} |
The contact's last name |
{title} |
The contact's job title |
{org} |
The contact's organization or publication |
Creating a Mail Template
- Go to Mail Templates from the dashboard navigation.
- Click Add a new Mail Template.
- Fill in the following fields:
- Name - An internal label so you can identify the template (e.g. "Product launch pitch" or "Follow-up #1"). This is not visible to recipients.
- Company - Select which company this template is associated with.
- Description - Optional internal notes about when to use this template.
- Email Subject - The subject line that will be pre-filled. You can use variables here.
- Email Message - The body of the email. Use variables to personalize automatically.
- Click Save.
AI-Generated Mail Templates
When you create a campaign, Press Ranger automatically generates a mail template using AI. The generated template includes:
- A subject line tailored to your press release
- A concise, professional pitch message
- A link to your press release
- Proper sign-off from your company's news contact
You can edit the AI-generated template at any time from the campaign page by clicking Edit.
Using a Mail Template
Mail templates are used automatically when you email contacts from a campaign. You can also use them from:
- Journalist profiles - Click the email button on any journalist's profile.
- Publisher profiles - Click the email button on any publisher's profile.
- Search results - Use the action toolbar on any contact card.
The template populates the compose window in your email client. Always review and personalize the message before sending.
Editing and Deleting Templates
From the Mail Templates page:
- Click Edit next to any template to update the name, subject, message, or company.
- Click the trash icon to delete a template. This action cannot be undone.
Tips
- Use
{first_name}in your opening line to make every email feel personal without extra effort. - Keep templates under three short paragraphs. Journalists receive hundreds of pitches daily.
- Create separate templates for different types of outreach: product launches, expert commentary, event invitations, and follow-ups.
- Reference the journalist's beat or recent work in the personalized portion of your email. Templates handle the structure; you add the relevance.
- Pair mail templates with contact lists and CRM statuses to track your outreach pipeline.