Skip to main content

Prospecting Outreach Email Templates

Purpose: Ready-to-use email templates for the GHL Prospecting outreach cadence. All templates are plain text (no HTML formatting, no image headers) and use GHL merge fields for personalization.

Sending Channel: Lead Connector only. Never send prospecting emails via Google Workspace. See Prospecting Email Outreach Strategy for rationale.

How to Use These Templates​

  1. Select the right template based on the prospect's audit findings (see selection guide below)
  2. Personalize -- replace bracketed placeholders [like this] with specific findings from the audit report
  3. Verify merge fields -- {{contact.first_name}} and {{contact.company_name}} must exist on the contact record
  4. Send via Lead Connector from the prospect's record in GHL
  5. Log the send -- GHL does this automatically when sent from the platform

Template Selection Guide​

TemplateWhen to UseCadence Day
Cold Intro -- General Pain PointsDefault first touch; use when audit shows 2+ areas of concernDay 0
Website Performance FocusWebsite score below 60%; slow load, no SSL, poor mobileDay 0 (alternative)
Reputation / Reviews FocusLow review count, unresponded reviews, response rate below 50%Day 0 (alternative)
Follow-Up 1No response after 3 daysDay 3
Follow-Up 2 / Final TouchNo response after 7 daysDay 7
Re-Engagement60-90 days after initial cadence with no responseDay 60-90

Rule: Choose ONE cold intro template (Template 1, 2, or 3) based on the strongest audit finding. Do not send multiple cold intro variants to the same prospect.

Template 1: Cold Intro -- General Pain Points​

Use when: Audit reveals 2+ areas with clear gaps (e.g., weak GBP + low review count + missing listings)

Subject line: Quick question about {{contact.company_name}}'s online presence

Hi `{{contact.first_name}}`,

I was looking into `{{contact.company_name}}`'s online presence and noticed a couple of things that might be costing you customers:

- [Finding 1 from audit -- be specific, e.g., "Your Google Business Profile is missing 4 of the recommended photo categories"]
- [Finding 2 from audit -- e.g., "I found inconsistent business information across 3 major directories"]

These are the kinds of issues that quietly push potential customers to competitors -- not because your service is worse, but because they can't find you as easily.

I help local businesses like yours fix exactly this. Would a quick 15-minute call be worth your time to see what's possible?

Here's my calendar if you'd like to pick a time: https://symphonycore.com/schedule-my-demo

[Your First Name]
Symphony Core LLC

Personalization notes:

  • Replace both [Finding] placeholders with real audit data
  • Be specific -- "4 of the recommended photo categories" is better than "missing photos"
  • Do not reference scores or percentages the prospect can't verify themselves

Template 2: Website Performance Focus​

Use when: Website Performance score is below 60%, or site has clear technical issues (no SSL, poor mobile experience, very slow load times)

Subject line: {{contact.company_name}}'s website might be turning visitors away

Hi `{{contact.first_name}}`,

I took a look at `{{contact.company_name}}`'s website and wanted to share something that might be affecting your business.

[Describe the specific issue -- e.g., "Your site is taking over 6 seconds to load on mobile. Google's research shows that 53% of mobile visitors leave a site that takes longer than 3 seconds."]

[Optional second finding -- e.g., "I also noticed the site doesn't have an SSL certificate, which means visitors see a 'Not Secure' warning in their browser."]

The good news is that these are fixable. I work with local businesses on exactly these kinds of improvements.

Would it be worth 15 minutes to walk through what I found? You can grab a time here: https://symphonycore.com/schedule-my-demo

[Your First Name]
Symphony Core LLC

Personalization notes:

  • Use specific numbers (load time in seconds, not just "slow")
  • Reference the business impact (lost visitors, search ranking, trust signals)
  • Only include the SSL finding if it's actually missing -- this is easy for the prospect to verify

Template 3: Reputation / Reviews Focus​

Use when: Unresponded Google reviews, response rate below 50%, review count significantly below competitors, or declining rating trend

Subject line: A quick note about {{contact.company_name}}'s reviews

Hi `{{contact.first_name}}`,

I was reading through `{{contact.company_name}}`'s Google reviews and noticed something that might be an easy win for you.

[Describe the specific finding -- e.g., "You have 12 Google reviews, but 7 of them don't have an owner response. Responding to reviews -- even the positive ones -- signals to both Google and potential customers that you're engaged and care about feedback."]

[Optional second finding -- e.g., "Your nearest competitor has 45 reviews with a 4.7 rating. Closing that gap is very doable with a simple review request process."]

I help businesses set up systems that make review management automatic -- requests go out after each job, and you get notified when a new review comes in so you can respond quickly.

Interested in seeing how it works? Here's a link to book a quick call: https://symphonycore.com/schedule-my-demo

[Your First Name]
Symphony Core LLC

Personalization notes:

  • Actual review counts and response numbers are verifiable -- be accurate
  • Competitor comparisons are powerful but must be factual
  • Never criticize the prospect's existing reviews -- frame as opportunity, not failure

Template 4: Follow-Up 1​

Use when: No response 3 days after the initial email

Subject line: Re: [Original subject line]

Hi `{{contact.first_name}}`,

Just circling back on my note from a few days ago about `{{contact.company_name}}`'s online presence.

I know you're busy running your business -- that's exactly why I think a quick conversation could be valuable. The issues I flagged are the kind that compound over time if left unaddressed.

If 15 minutes works for you, here's my calendar: https://symphonycore.com/schedule-my-demo

Either way, no pressure. Happy to answer any questions by email if that's easier.

[Your First Name]
Symphony Core LLC

Personalization notes:

  • Keep it short -- this is a nudge, not a re-pitch
  • Reference "my note from a few days ago" to connect to the original email
  • Reply to the original thread (same subject line with "Re:") so it appears as a conversation

Template 5: Follow-Up 2 / Final Touch​

Use when: No response 7 days after the initial email (4 days after Follow-Up 1)

Subject line: Re: [Original subject line]

Hi `{{contact.first_name}}`,

This will be my last note on this -- I don't want to fill up your inbox.

If the timing isn't right, I completely understand. The findings I shared about `{{contact.company_name}}` aren't going anywhere, and I'm happy to revisit whenever it makes sense for you.

If you'd like to connect down the road, my calendar link still works: https://symphonycore.com/schedule-my-demo

Wishing you and the team a great [season/month].

[Your First Name]
Symphony Core LLC

Personalization notes:

  • This is a graceful close -- no hard sell
  • "This will be my last note" signals respect for their time
  • Leave the door open without being pushy
  • Replace [season/month] with the current season or month

Template 6: Re-Engagement​

Use when: 60-90 days have passed since the initial cadence ended with no response

Subject line: Checking in -- {{contact.company_name}}

Hi `{{contact.first_name}}`,

I reached out a couple of months ago about some things I noticed with `{{contact.company_name}}`'s online presence. Wanted to check in and see if anything has changed on your end.

[If you refreshed the report, reference one updated finding -- e.g., "I took another look and noticed you've added some new Google reviews since we last connected -- great to see. There are still a few areas where I think you could be getting more visibility, though."]

If you've got 15 minutes, I'd love to walk you through what I see: https://symphonycore.com/schedule-my-demo

No worries if the timing still isn't right. Just wanted to make sure the offer was still on the table.

[Your First Name]
Symphony Core LLC

Personalization notes:

  • Refresh the audit report before sending this email (see Audit Accuracy SOP)
  • If the prospect has improved in any area, acknowledge it -- shows you're paying attention
  • Keep the tone casual and low-pressure

Merge Field Reference​

Merge FieldSourceNotes
{{contact.first_name}}Contact recordMust exist on the contact; falls back to empty string
{{contact.company_name}}Contact recordMust exist on the contact; critical for all templates

Before sending: Verify both fields are populated on the prospect's contact record in GHL. If either is missing, update the contact record first.

Document History​

VersionDateChanges
1.02026-03-02Initial version -- 6 email templates (3 cold intro variants, 2 follow-ups, 1 re-engagement)

Document Information

  • Version: 1.0
  • Created: 2026-03-02
  • Updated: 2026-03-02
  • Location: 03-sales/prospecting/prospecting-outreach-email-templates.md