How to Create an Email Template in HubSpot

Email marketing remains one of the most powerful tools for nurturing leads and engaging customers. But without structured templates, your campaigns can quickly become inconsistent and time-consuming. That’s where HubSpot email templates come in they allow you to design, personalize, and automate professional-grade emails effortlessly.

As a HubSpot Agency with 15+ years of experience helping businesses optimize HubSpot’s tools, we’ve seen how well-designed templates transform marketing performance. This guide will walk you through everything you need to know about how to create an email template in HubSpot, including setup, customization, and real-world tips.

Why HubSpot Email Templates Matter

Before diving into the steps, let’s understand why templates are essential:

• Consistency Across Campaigns: Ensure every email reflects your brand voice, layout, and tone.

• Time Savings: Reuse approved layouts instead of designing from scratch each time.

• Better Performance Tracking: HubSpot lets you analyze engagement metrics directly from each template.

• Improved Personalization: Dynamic fields (like name or company) help make every email feel unique.

Real-life example:
Sarah, a marketing coordinator for a growing SaaS company, used to spend hours designing newsletters in different formats. After setting up reusable HubSpot templates, she cut her production time in half and achieved a 20% higher open rate within a month.

Step-by-Step: How to Create an Email Template in HubSpot

1. Access the Email Tool

Start by logging in to your HubSpot account:

• Navigate to Marketing > Email.

• Click on Create Email in the upper-right corner.

HubSpot offers multiple options — choose between Regular, Automated, or Blog/RSS emails based on your goal.

2. Choose a Template Type

You’ll be prompted to select from Drag-and-Drop or Custom Code templates:

• Drag-and-Drop Editor: Perfect for non-developers. Use modules for text, buttons, and images.

• Custom Coded Template: Designed for developers who prefer using HTML/CSS to build unique layouts.

If you’re just getting started, go with the drag-and-drop editor. It’s intuitive, visual, and beginner-friendly.

3. Customize Your Layout

To create a custom email template in HubSpot, adjust layout elements such as:

• Header: Add your logo and navigation links.

• Body: Insert modules for text blocks, images, CTAs, and personalization tokens.

• Footer: Include unsubscribe links and contact information to meet compliance requirements.

Tip: Maintain a clear visual hierarchy. Keep your primary call-to-action (CTA) above the fold.

4. Add Personalization and Tokens

Personalization increases engagement. Use tokens like:

• {{ contact.firstname }} for recipient’s name

• {{ company.name }} for organization details

HubSpot allows you to add fallback text (e.g., “there”) when data is missing, ensuring no awkward gaps.

5. Save and Name Your Template

Once designed, click File > Save as Template. Give it a clear name such as:

“Newsletter_Template_Q4_2025”

This helps your team quickly locate templates for reuse in future campaigns.

6. Test Your Email

Before sending it to your entire list:

• Use the Preview feature to see how it appears on desktop and mobile.

• Send a test email to verify formatting and links.

HubSpot’s built-in analytics help ensure your email looks perfect on every client, from Gmail to Outlook.

7. Publish and Use Your Template

When you’re satisfied:

• Click Save and Exit.

• Choose More Tools > Templates > Email Templates to view and reuse your saved layouts.

From here, your new template is available to your entire team for future campaigns, workflows, or automation sequences.

How to Create Custom Email Template in HubSpot

For marketers who need advanced control, HubSpot’s Design Manager lets you build templates with HTML + HubL (HubSpot’s templating language).

1. Go to Marketing > Files and Templates > Design Tools.

2. Click File > New File > Template.

3. Choose Email and select Custom Coded Template.

4. Insert custom HTML/CSS.

5. Use HubL tokens to dynamically populate data (like first names, deal stages, etc.).

6. Save your work and assign it to campaigns.

This is ideal for developers or businesses with strict brand guidelines who need full flexibility.

How to Setup an Email Template in HubSpot for Automation

HubSpot allows you to link templates directly to automated workflows:

• Navigate to Automation > Workflows.

• Choose Send Email as an action.

• Select your newly created template.

Now, whenever a trigger (like form submission or deal stage change) occurs, HubSpot automatically sends that email using your chosen design.

Example:
A real-estate agency used this method to send personalized property recommendations automatically after a website visitor submitted an inquiry, resulting in a 35% increase in response rate.

Best Practices for HubSpot Email Templates

• Keep subject lines concise: Under 60 characters improves open rates.

• Optimize for mobile: 70%+ of emails are opened on mobile devices.

• Use A/B testing: HubSpot lets you test subject lines, CTAs, and layouts.

• Add alt text for images: Ensures accessibility for all recipients.

• Monitor analytics: Track opens, clicks, and conversions to refine designs.

Common Mistakes to Avoid

• Ignoring mobile previews

• Forgetting unsubscribe links (can trigger spam flags)

• Overloading templates with too many CTAs

• Failing to personalize messages

Even small errors can affect deliverability and performance, so always review your emails carefully.

When to Use a HubSpot Company

If you’re struggling with complex template designs, poor engagement metrics, or inconsistent branding, it’s wise to partner with an experienced HubSpot firm like Mpire Solutions.

We help businesses build data-driven email strategies, automate campaigns, and design templates that actually convert.

Final Thoughts

Mastering how to create an email template in HubSpot is a foundational step for any business serious about scaling its email marketing.

Whether you’re using drag-and-drop layouts or advanced HTML templates, HubSpot provides the flexibility and analytics to help you send professional, high-performing emails.

If you’d like expert help designing high-converting templates or automating your campaigns, connect with Mpire Solutions, a HubSpot Company today for a free consultation.

FAQs

1. Can I create an email template in HubSpot for free?

Yes, HubSpot’s free plan allows you to create and send basic templates using the drag-and-drop editor. Paid plans offer advanced customization and automation.

2. How do I create a new email template in HubSpot if I already have one?

Go to Marketing > Email > Create Email, and choose “Start from Scratch” to build a new layout while keeping your previous templates saved.

3. Can I share HubSpot email templates with my team?

Absolutely. Templates can be shared across users in your HubSpot account, ensuring everyone sends emails consistent with your brand.

4. What’s the best way to test HubSpot email templates before sending?

Always use HubSpot’s Preview and Send Test Email functions to check layout responsiveness and verify links before launching your campaign.

5. Is it possible to use HTML code in HubSpot email templates?

Yes. Advanced users can code templates via HubSpot’s Design Manager, giving complete control over the structure and styling of emails.

Relevant Guide

How to Integrate PandaDoc with HubSpot: Step-by-Step Guide

Creating HubSpot Secret API in Secret Name: A Complete Guide

HubSpot ROI Calculator: How to Measure Your Marketing Success

Klaviyo vs HubSpot: A Comprehensive Comparison for 2025

HubSpot Netsuite Integration

HubSpot Sales Hub Implementation

HubSpot Marketing Hub Implementation