# Write your emails | GTM and Outreach

Source: https://exntra.in/help/write-emails

[Help center](/help)

Getting started

-   [Start here](/help/start-here)

Mailboxes

-   [Connect a Google Workspace mailbox](/help/connect-google)
-   [Connect Microsoft 365](/help/connect-microsoft)
-   [Connect Zoho Mail](/help/connect-zoho)
-   [Connect any other provider (SMTP and IMAP)](/help/connect-smtp)

Reaching the inbox

-   [Sending limits and the slow start](/help/slow-start)
-   [Why we don't do warm-up](/help/no-warmup)
-   [Set up SPF, DKIM and DMARC](/help/dns-records)
-   [Domain and server checks](/help/domain-health)

Contacts

-   [Import contacts](/help/import-contacts)
-   [How we check contacts](/help/contact-checks)
-   [Email providers (ESP sending and matching)](/help/email-providers)
-   [Your blocklist](/help/blocklist)

Campaigns

-   [Create a campaign](/help/create-campaign)
-   [Write your emails](/help/write-emails)
-   [Schedule and smart scheduling](/help/schedule)
-   [Unsubscribe options](/help/unsubscribe)
-   [Preview, test and review](/help/test-and-review)
-   [Understand your results](/help/campaign-results)
-   [Bounces and auto-pause](/help/bounces)
-   [Pause, edit and restart a campaign](/help/manage-campaign)
-   [1–100 testing](/help/ab-testing)

Inbox and replies

-   [The Master Inbox](/help/master-inbox)
-   [Automatic replies](/help/auto-replies)

Account and team

-   [Team members and roles](/help/team-roles)
-   [Workspaces](/help/workspaces)
-   [HubSpot, Salesforce and moving from other tools](/help/integrations)
-   [API, webhooks and AI agents](/help/api-and-ai)
-   [Plan and billing](/help/billing)
-   [When our support team opens your account](/help/support-access)
-   [Change the app's language](/help/language)
-   [Two-step sign-in](/help/two-step-sign-in)

[Help center](/help) / Campaigns Englishहिन्दीবাংলাதமிழ்తెలుగుमराठीગુજરાતીಕನ್ನಡമലയാളംਪੰਜਾਬੀاردوالعربيةEspañolPortuguês (Brasil)FrançaisDeutschItalianoBahasa IndonesiaTürkçeРусский日本語한국어简体中文

# Write your emails

Steps and follow-ups, personal details like first name, and dictating by voice.

[Open in the app →](https://app.example.com/#/campaigns/new)

A campaign is a **sequence**: a first email, then follow-ups.

## Steps and follow-ups

-   Every step needs a **subject** and a **body**.
-   Click **Add follow-up step** to add another email.
-   For each follow-up, choose how many **days after the last step** it waits.
-   Follow-ups go in the **same thread** (“Re: your subject”). This feels like a real conversation.
-   The sequence stops for a lead as soon as they **reply** or **bounce**.

## Send a follow-up only to some leads

Next to each follow-up’s wait, choose who gets it:

-   **everyone who hasn’t replied** (the usual choice)
-   **only people who opened** or **only people who didn’t open**
-   **only people who clicked** or **only people who didn’t click**

Leads who don’t match skip that email and move to the next one. For example, send a pricing email only to people who clicked your link.

Opens need **Track opens** turned on. Machine opens and security scanners never count.

## Personal details (variables)

Type these in the subject or body. Each lead gets their own details:

-   `{{first_name}}`
-   `{{last_name}}`
-   `{{company}}`
-   `{{title}}`
-   `{{sender_name}}` (the name of the mailbox that sends)

Any extra column in your contact list works too. A column “city” becomes `{{city}}`.

**Fallback.** If a lead has no first name, add a word after a bar: `{{first_name|there}}`. They get “Hi there”.

## Spintax: small differences per lead

Write `{Hi|Hello|Hey}` and each lead gets one of the words at random. Click the `{Hi|Hello}` button in the editor to add one. This makes emails less identical, which helps delivery.

## Plain text or rich text

**Plain text** looks like a normal email from a person. It usually lands better for cold email. Every email is also sent with a plain-text copy.

## Dictate with your voice

Click the **microphone** in the editor and speak. Your words appear in the email. Choose the language next to the mic. It works in Chrome, Edge and Safari.

## Tips

-   Keep the first email short: 50 to 120 words.
-   One clear question at the end.
-   Avoid big images and many links in the first email.
-   Don’t write “free”, “guarantee” or “act now” in capitals.

Then preview and test: see [Preview, test and review](/help/test-and-review).

[Previous**Create a campaign**](/help/create-campaign) [Next**Schedule and smart scheduling**](/help/schedule)

**Still stuck?** Use the chat button inside the app, or email us at [support@example.com](mailto:support@example.com).