Templates & Variables

Discover techniques for using templates, variables, and advanced tools like conditional variables and Spintax to personalize and enhance your cold outreach emails

13 articles

Getting Started with Templates

2 articles

Email templates

Templates are a great way to save time creating future sequences and share your best variants with the team. There is a separate tab dedicated to templates and their management. Creating email templates - Click Sequences in the left sidebar. - Click Templates. Once you are on the Templates tab, you will see 3 folders👇 1. Personal - this folder is perfect if you want to save templates for personal use in the future. 2. Team - if you have templates you want to share with your teammates, pick this option. 3. Library - this folder has some of Reply's best templates. To create the template, follow these steps: - click the New template button - enter the template's name - click Create Once the template is created, you will see it in the list. On the right, you can find the text Editor and the Preview (to check the final look). You can also format the text, insert links and variables, and attach files and images to your template: Sharing templates with the team You can share personal folders with templates with your teammates if needed. Here is how you can do it: - hover over the personal folder - click on 3 dots - pick Share Once you complete sharing, the folder will be moved to the Team section and will become visible.

Last updated on Oct 25, 2026

Actions with email templates

There are lots of actions we offer when it comes to email templates. In this article, we will cover them all by sections: - template-related actions - folder-related actions Template-related actions Once on the Templates page (Sequences → Templates), you can start creating and managing your first templates. Some of the basic actions are: - Move to folder - if you move the template to the Personal folder, it will only be visible to you; if you move it to the Team folder, it will be visible to the whole team. - Copy template - it is possible to copy the email text and paste it right into the sequence. - Remove - you can completely delete the templates if needed. - Search template by title - if you remember the template's name, you can use the search field to find it. - Edit and preview template text - text Editor lets you correct the text while the Preview tab shows the finalized template version. 💡 Important: The removed template will be visible on the stats page until the sequence is removed or archived. Folder-related actions Same as with the templates, you can manage the folders on this page. Here is what you can do: - Create a new folder - you can create a personal or a team folder by clicking the "+" icon. - Edit personal/team folder - if you need to edit the folder's title, choose the Edit option. - Share a folder - you can share a personal folder with the team and make it visible to everyone. - Remove a folder - if needed, you can permanently remove the folder. If you have any questions left, our Support team will gladly help you further.

Last updated on Oct 25, 2026

Advanced Template Customization

3 articles

Hyperlink custom variable links

You can use custom variables to create clickable hyperlinks in your email templates. There are two ways to add a hyperlink with a custom variable: 1. Add a hyperlink in the HTML Editor: - Open the needed step template in your sequence. Then select the Source code option from the toolbar (if you don't have it, make sure you have Plain Text mode disabled in your sequence settings). - Insert the following code into the template: <a href="{{SomeUrlVariable}}">Link text</a> Where: - {{SomeUrlVariable}} - your custom variable containing the URL - Link text - the clickable text displayed in the email Example: <a href="{{Website}}">Visit our website</a> 2. Add a hyperlink directly in the template editor: - Open the email template. - Select the text you want to hyperlink. - Click the hyperlink icon in the toolbar. - Enter the custom variable name containing the URL. 💡 Make sure to copy the variable name exactly as it appears in the Variables section.

Last updated on Oct 25, 2026

How do I change the font in my emails?

If you want to customize the emails to your liking, the font could be the key. This article will help you with the steps. Here is what you need to do👇 The quickest way is the toolbar under the email editor: select the text, then pick a font, a font size or a text color from the dropdowns at the left of the toolbar. If you want to set the font with code instead, follow these steps👇 1. Go to the Steps tab of your sequence: 2. Open the step by clicking on it; 3. Choose the Source code icon: 4. Enter the code; 5. Save the changes and it is done! You can use this example as your template: your email body text here 💡 Important: The Source code icon is not available when Plain Text mode is turned on in your sequence settings. If you face problems with the editor or need help, you can reach out to our Support team in chats or at [email protected].

Last updated on Oct 25, 2026

Can I attach images to my email step?

The image is placed inside the email body, not sent as a separate attached file. To send a file as an attachment, use Add files in the step editor. There are 3 ways to add an image to the sequence step depending on whether you prefer a link or direct upload: - inserting an image link - uploading an image from your computer - using HTML editor Inserting the image with a link If you prefer to go with the link variant, here is what you need to do: - go to the sequence and open the step template - click the Insert/Edit image icon - paste the image link to the Source field - add the image description - correct the dimensions if needed Uploading an image from the computer If the image you need is on your computer, you can upload it into the template directly. The steps are similar to the link upload: - open the sequence template - click the Upload image icon - click in the center of the window and pick the file Adding an image with the HTML editor Apart from the image-related icons, you can use the source code to create your emails. There is a dedicated icon in the step template: 💡 Important: our HTML editor only accepts the basic attributes. If there are issues with the code, you can contact our Support team. They can provide you with a list of accepted attributes.

Last updated on Oct 25, 2026

Getting Started with Variables

4 articles

What are variables?

Variables are placeholders you can use in email, LinkedIn, SMS, and WhatsApp templates to automatically pull data from your contacts and team. They help you personalize messages at scale, without having to edit each one manually. For example, instead of typing each recipient's name, you can use variables like {{FirstName}} or {{Company}}, and Reply will fill in the right value for every contact. Reply supports several types of variables, depending on what kind of personalization you need: - Basic contact variables – insert contact details such as name, company, or job title; - Team variables – insert team-level information (like sender details); - Custom variables – use your own custom fields; - Advanced variables – use conditions, logic, and dynamic values. Why use variables? Using variables in your templates helps you: - Save time by avoiding manual edits - Stay flexible when working with large sequences - Add a personal touch to every message Personalized messages feel more relevant and thoughtful, which can improve engagement and replies. 💡 Tip: If some contacts are missing data, you can use substitutions or conditional logic to show alternative text. For example, write Hi {{FirstName | 'there'}} in your greeting. If a contact has no first name, Reply will display 'Hi there'. How to insert variables in a template? To add a variable to a message: 1. Create a new sequence or open an existing one. 2. Open or add the step you want to edit (for example, an email, LinkedIn message, SMS, or WhatsApp). 3. Click the Variables icon in the top-left corner of the editor. 4. In the variables window, choose the type of variable you want to use: contact, team, or advanced. 5. Select the variable you want to insert. 6. Save! Variables pull data from the contact card on the People → Contacts page. If there are no contacts in the sequence yet, Reply uses the first contact from the People → Contacts page (alphabetically) to populate the preview. Preview and test your variables To check how your email or message looks with variables applied, you can: 1. Preview your message - For emails, check the preview on the right side of the template editor. - For LinkedIn, SMS, and WhatsApp templates, click the eye icon (Show preview) in the bottom-right corner. 2. Send a test email - Scroll down in the preview and click Send test email This helps you make sure variables are filled in correctly before launching the sequence.

Last updated on Oct 25, 2026

Basic contact variables

Basic contact variables are the ones you'll use most when creating email or LinkedIn templates. They pull information from the basic fields in your contacts' profile cards so you can personalize your messages. You can use them to include details like first name, company, or job title, and make your messages feel more personal. To add a basic contact variable: 1. Create a new sequence or open an existing one. 2. Open or add the step you want to edit (for example, an email, LinkedIn message, or SMS). 3. Click the Variables icon in the top-left corner of the editor. 4. In the variables window, go to the Contact tab. 5. Select the contact variable you want to insert. 6. Save! List of basic contact variables | Variable | Description | Example | | --- | --- | --- | | {{FirstName}} | Adds the contact's first name | Hello, {{FirstName}}! → Hello, Mark! | | {{LastName}} | Adds the contact's last name | Dear Mr. {{LastName}} → Dear Mr. Johnson | | {{FullName}} | Adds the contact's full name | Hello, {{FullName}}! → Hello, Mark Johnson! | | {{Phone}} | Adds the contact's phone number | We will send SMS to your phone {{Phone}} → We will send SMS to your phone +22233222 | | {{Title}} | Adds the contact's job title | I’m interested in contacting {{Title}} → I’m interested in contacting Marketing Director | | {{Company}} | Adds the contact's company name | We are glad to work with {{Company}} → We are glad to work with Reply.io | | {{LinkedIn}} | Adds a LinkedIn profile URL | Nice LinkedIn profile {{LinkedIn}}! → Nice LinkedIn profile https://www.linkedin.com/in/marknjohnson/ | | {{SalesNavigator}} | Adds the Sales Navigator profile link | Take a look at this profile: {{SalesNavigator}} → Take a look at this profile: https://www.linkedin.com/sales/people/ACoAAA… | | {{CompanySize}} | Adds the size range of the contact's company | Our solution fits companies with {{CompanySize}} employees → Our solution fits companies with 11-50 employees | | {{Industry}} | Adds the contact's company industry | We have experience in {{Industry}} → We have experience in Software | | {{City}} | Adds the contact's city | How is everything in {{City}}? → How is everything in Philadelphia? | | {{State}} | Adds the contact's state | I see you’re from {{State}} → I see you’re from Pennsylvania | | {{Country}} | Adds the contact's country | Nice connecting with someone from {{Country}} → Nice connecting with someone from Canada | | {{Email}} | Adds the contact's email address | Your registration email is {{Email}} → Your registration email is [email protected] | | {{Domain}} | Adds the domain of the contact's email | We noticed you use {{Domain}} → We noticed you use reply.io | | {{Opens}} | Shows how many times the contact opened your emails | I see you've opened our emails {{Opens}} times → I see you've opened our emails 5 times | | {{Replies}} | Shows how many times the contact replied | Appreciate your {{Replies}} responses! → Appreciate your 2 responses! | | {{Views}} | Shows total email views, including multiple opens | Wow! You opened our emails {{Views}} times! → Wow! You opened our emails 3 times! | | {{last_touch}} | Shows the day, week, month, or year of the last email sent or reply received. Works only for email steps and only for emails sent within the current sequence.How dates appear:- Earlier this year – in March- Previous year – last December- Earlier this week - day of the week (e.g., Monday)- Last week – last Wednesday- 2-3 weeks ago (but not the previous calendar month) – n weeks ago- Previous month – in January | I wrote to you {{last_touch}}. → I wrote to you in August. | 💡 If your team uses Accounts, {{Company}}, {{CompanySize}} and {{Industry}} come from the account the contact is linked to. See Accounts and the Company field. 💡 You can also write a contact variable with the Contact prefix, for example {{Contact.City}} instead of {{City}}. Both work the same way. 💡 Tip: Use variables as part of AI Variables. This ensures that all variable values are applied correctly and your sentences are grammatically correct. If you want to explore further, see more about custom, team, or advanced variables.

Last updated on Oct 26, 2026

Team variables

Team variables are built for teams working together on sequences and help you automatically insert the right team member's details into your messages. They're especially useful when multiple teammates send messages from the same sequence or when someone needs to step in for the original sender. Team variables pull data from the contact owner, your Reply account, and the connected sending email or LinkedIn account, so prospects always see the correct name, email, phone number, or calendar link and know exactly who to reply to. To add a team variable: 1. Create a new sequence or open an existing one. 2. Open or add the step you want to edit (for example, an email, LinkedIn message, or SMS). 3. Click the Variables icon in the top-left corner of the editor. 4. In the variables window, go to the Team tab. 5. Select the team variable you want to insert. 6. Save! List of team variables | Variable | Description | Example | | --- | --- | --- | | {{Sender.Calendar}} | Calendar link from the sequence owner's account | Book a time with me using my calendar: {{Sender.Calendar}} → Book a time with me using my calendar: https://easybookcalendar.com/calendar | | {{ContactOwner.FirstName}} | First name of the contact owner | Hi, my name is {{ContactOwner.FirstName}} → Hi, my name is Mark | | {{ContactOwner.LastName}} | Last name of the contact owner | Best regards, {{ContactOwner.LastName}} → Best regards, Johnson | | {{ContactOwner.FullName}} | Full name of the contact owner | {{ContactOwner.FullName}} here to help → Mark Johnson here to help | | {{ContactOwner.Company}} | Company of the contact owner | I work at {{ContactOwner.Company}} → I work at Reply.io | | {{ContactOwner.Phone}} | Phone number of the contact owner | Call me at {{ContactOwner.Phone}} → Call me at +22233222 | | {{ContactOwner.Email}} | Email of the contact owner | Email me at {{ContactOwner.Email}} → Email me at [email protected] | | {{ContactOwner.Title}} | Job title of the contact owner | I'm {{ContactOwner.Title}} → I'm Director of HR | | {{ReplyAccount.FirstName}} | First name of the Reply account user | Hi, I'm {{ReplyAccount.FirstName}} → Hi, I'm Jane | | {{ReplyAccount.LastName}} | Last name of the Reply account user | My last name is {{ReplyAccount.LastName}} → My last name is Jackson | | {{ReplyAccount.FullName}} | Full name of the Reply account user | Hi, I'm {{ReplyAccount.FullName}} → Hi, I’m Jane Jackson | | {{ReplyAccount.Company}} | Company linked to the Reply account user | I represent {{ReplyAccount.Company}} → I represent Reply.io | | {{ReplyAccount.Phone}} | Phone number of the Reply account user | You can reach me at {{ReplyAccount.Phone}} → You can reach me at +33322333 | | {{ReplyAccount.Email}} | Login email of the Reply account user | Send replies to {{ReplyAccount.Email}} →Send replies to [email protected] | | {{ReplyAccount.Title}} | Job title of the Reply account user | I’m {{ReplyAccount.FirstName}}, {{ReplyAccount.Title}} → I’m Jane, Director of HR | | {{SendingEmail.SenderName}} | Name specified in the sending email account | {{SendingEmail.SenderName}} here → Brad Stevens here | | {{SendingEmail.Email}} | Email address used to send messages | Contact me at {{SendingEmail.Email}} → Contact me at [email protected] | | {{SendingEmail.SenderFirstName}} | First name in the sending email account | Hi, I’m {{SendingEmail.SenderFirstName}} → Hi, I’m Brad | | {{SendingEmail.SenderLastName}} | Last name in the sending email account | My last name is {{SendingEmail.SenderLastName}} → My last name is Stevens | | {{SendingLinkedIn.SenderFirstName}} | First name of the LinkedIn account used to send messages | Hi, I'm {{SendingLinkedIn.SenderFirstName}} → Hi, I'm Brad | | {{SendingLinkedIn.SenderName}} | Full name of the LinkedIn account used to send LinkedIn messages | {{SendingLinkedIn.SenderName}} here → Brad Stevens here | 👉 Related articles: - Basic contact variables - Custom variables - Advanced variables

Last updated on Oct 22, 2026

Custom variables

Custom variables let you insert values from custom contact fields into your templates. They're useful when default contact or team variables don't cover the data you want to include. Custom variables pull text or numeric data directly from custom fields on the contact card. 💡 If you haven't created custom fields yet, see the Custom fields article. To add a custom variable: 1. Create a new sequence or open an existing one. 2. Open or add the step you want to edit (for example, an email, LinkedIn message, or SMS). 3. Click the Variables icon in the top-left corner of the editor. 4. In the variables window, go to the Contact tab. 5. Scroll down to the Custom fields section. 6. Select the contact variable you want to insert. 7. Save! Custom variables use values stored in custom contact fields. You can use them on their own or as part of advanced (conditional) variables, which allows you to adjust message content based on whether custom data is available. 💡Note: If a custom field name contains special characters (such as < > " ' \ =) or spaces, Reply will automatically replace them with underscores (_) when generating the variable name. 💡 You can't name a custom field with a name Reply already uses for a variable, for example Account, Contact, Owner, Sender, Domain, if or else. Reply shows the error Custom field with such title already exists. Choose a different name.

Last updated on Oct 26, 2026

Advanced & AI Variables

4 articles

AI variables

The AI variable makes email personalization simple and effective. You can use it to write your own prompts or choose from a pre-made selection in the Library. Once you select a prompt, it is sent to OpenAI, which processes the request and returns customized content for each recipient. This helps retrieve important information, fix formatting or data issues, and make your emails more engaging. As a result, you can improve both response rates and deliverability. Let’s dive into why it’s useful and how it works! Why use the AI Variable? Better deliverability Sending the exact same email to many recipients can harm deliverability. You can use the AI variable to write prompts that randomize phrasing or add personalized snippets. These changes can help your emails appear more natural and reduce the chances of being marked as spam. Check out the 'Randomize Any Text' prompt to create synonymic variations of your text. Personalized snippets Use the AI variable to add short, personalized pieces of text that make your emails feel more relevant. You can create prompts to identify pain points related to a specific job or company, mention key competitors, or find out recent news. Take a look at the 'Find 3 Pain Points' prompt for an example. Consistent formatting Prompts like 'Clean First Name' or 'Job Title Standardization' automatically adjust text formatting. The AI variables can also help remove corporate suffixes such as 'LLC', 'INC', or 'LTD', and fix other data issues, such as inconsistent capitalization or formatting errors. How to add an AI variable? To add an AI variable to your email: 1. Open your email template. 2. Click on AI variables in the email body or subject line, depending on where you want to use them. You can add them to either or both. 3. Write your prompt or select one from the library. 4. Click on Generate Preview to see if it works correctly. 5. Click Add variable to add it to your email. You can also save your favorite prompts for future use. Click Save to library to add them to your templates. Saved prompts are private to your account and won't be visible to your team. 💡 Important: The AI variable generates content just before the email is sent, so it won't appear in advance on the Preview page. AI variables in call steps You can also add AI variables to the notes of a Call step: click {AI} below the text editor and follow the same steps. In a call task, the AI variable is written when you open the task, not in advance. If it can't be written (for example, when there aren't enough Reply credits for live web search), the task shows the variable's name instead of the text. Use live web search When you use an AI variable, you can choose whether to enable Use live web search. - If the toggle is off → The AI variable is free. It will use the information available from the LLM (large language model) only. - If the toggle is on → The AI variable becomes more research‑oriented. It uses an advanced OpenAI model with live internet access and pulls information from multiple online sources. Using live web search costs 1 Reply credit per variable per contact. For example, if you send emails with this variable to 50 contacts, it will use 50 Reply credits. Regular search (with the toggle off) is free of charge. Live web search also includes 100 free AI variable previews per day. Additional previews will consume 1 Reply credit each.

Last updated on Oct 25, 2026

Advanced variables

Advanced variables help you make your messages more flexible and relevant by working with conditions, dates, and fallbacks. You can combine variables and apply simple logic so your messages automatically adapt based on timing or the data you have about a contact. Advanced variables are grouped into three types: - Fallback variables - Conditional variables - Date variables To add an advanced variable: 1. Create a new sequence or open an existing one. 2. Open or add the step you want to edit (for example, an email, LinkedIn message, or SMS). 3. Click the Variables icon in the top-left corner of the editor. 4. In the variables window, go to the Advanced tab. 5. Select the advanced variable you want to insert. 6. Save! Fallback variables Fallback variables are useful when some contact data is missing. If a variable is empty, Reply will automatically replace it with a default value you define. | Variable | Description | Example | | --- | --- | --- | | {{Title | 'sales leader'}} | If the contact doesn't have a job title, Reply will use 'sales leader' instead. | I know you're very busy as a {{Title | 'sales leader'}}, but I've been wanting to have a quick chat about our new offer. → I know you're very busy as a sales leader, but I've been wanting to have a quick chat about our new offer. | | {{Company | 'your company'}} | If the contact's company is missing, Reply will replace it with 'your company'. | I've been wanting to have a quick chat about bringing our service to {{Company | 'your company'}}. → I've been wanting to have a quick chat about bringing our service to your company. | | {{Random | 'random' | 'word' | 'or sentences'}} | Will randomly return one of the words from the list. | Would you be open to a {{Random | 'quick call' | 'short chat' | 'brief conversation'}} this week? → Would you be open to a short chat this week? | Conditional variables Conditional variables let you adjust your message based on specific conditions, using a simple if/else structure. | Variable | Description | Example | | --- | --- | --- | | {{#if A}} Text to show if A is not empty {{else}} Text to show if A is empty {{/if}} | Shows one text if A has a value, and another if it doesn't. A can be a variable or a condition. | {{#if Opens>=1}} Welcome back! {{else}} Nice to meet you! {{/if}} → Welcome back! (if the contact opened emails at least once)ORNice to meet you! (if the contact has no opens){{#if is_monday}} Have a nice working week! {{else}} Have a nice day! {{/if}} → Have a nice working week (if today is Monday)ORHave a nice day! (any other day) | | {{#if A == B }} Text to show if true {{else}} Text to show if false{{/if}} | A and B represent two values you want to compare. If they're the same, the message shows the text between {{#if}} and {{else}}. If they're different, it shows the text after {{else}}. | {{#if Title == 'Marketing Director' }} We have an offer for you! {{else}} It may be interesting for you.{{/if}} → We have an offer for you! (if the recipient is Marketing Director)ORIt may be interesting for you. (any other title) | | {{#if A != B }} Text to show if true {{else}} Text to show if false{{/if}} | A and B represent two values you want to compare. If they're NOT the same, the message shows the text between {{#if}} and {{else}}. If they are the same, it shows the text after {{else}}. | {{#if Title != 'Marketing Director' }} Please forward this to your marketing person. {{else}} It may be interesting for you. {{/if}} → Please forward this to your marketing person. (if the recipient is not Marketing Director)ORIt may be interesting for you. (if the recipient is Marketing Director) | | {{#if A > B }} Text to show if true {{else}} Text to show if false{{/if}} | A and B represent two values you want to compare. Shows the first text if A is greater than B, otherwise shows the second text. | {{#if Opens > 5 }} I see you are interested in our product. {{else}} Check out our new product! {{/if}} → I see you are interested in our product. (if opens > 5)ORCheck out our new product!(if opens ≤ 5) | Date variables Date variables help you personalize messages based on timing, such as the day, date, or time a message is sent. | Variable | Description | Example | | --- | --- | --- | | {{#if is_monday}}{{/if}} | Shows the text between {{#if is_monday}} and {{/if}} only if the email is sent on Monday | {{#if is_monday}} Have a nice working week! {{/if}} → Have a nice working week! (if sent on Monday) | | {{#if is_tuesday}}{{/if}} | Shows the text between {{#if is_tuesday}} and {{/if}} only if the email is sent on Tuesday | {{#if is_tuesday}} Have a nice Tuesday! {{/if}} → Have a nice Tuesday!(if sent on Tuesday) | | {{#if is_wednesday}}{{/if}} | Shows the text between {{#if is_wednesday}} and {{/if}} only if the email is sent on Wednesday | {{#if is_wednesday}} Have a nice Wednesday! {{/if}} → Have a nice Wednesday!(if sent on Wednesday) | | {{#if is_thursday}}{{/if}} | Shows the text between {{#if is_thursday}} and {{/if}} only if the email is sent on Thursday | {{#if is_thursday}} Have a nice Thursday! {{/if}} → Have a nice Thursday!(if sent on Thursday) | | {{#if is_friday}}{{/if}} | Shows the text between {{#if is_friday}} and {{/if}} only if the email is sent on Friday | {{#if is_friday}} Hope your week was productive. {{/if}} → Hope your week was productive.(if sent on Friday) | | {{#if is_saturday}}{{/if}} | Shows the text between {{#if is_saturday}} and {{/if}} only if the email is sent on Saturday | {{#if is_saturday}} Sorry to disturb you on the weekend. {{/if}} → Sorry to disturb you on the weekend.(if sent on Saturday) | | {{#if is_sunday}}{{/if}} | Shows the text between {{#if is_sunday}} and {{/if}} only if the email is sent on Sunday | {{#if is_sunday}} Wishing you a relaxing Sunday!{{/if}} → Wishing you a relaxing Sunday!(if sent on Sunday) | | {{#if is_weekday}}{{/if}} | Shows the text between {{#if is_weekday}} and {{/if}} only if the email is sent on a weekday | {{#if is_weekday}} Have a productive week! {{/if}} → Have a productive week!(if sent on a weekday) | | {{#if is_weekend}}{{/if}} | Shows the text between {{#if is_weekend}} and {{/if}} only if the email is sent on a weekend. | {{#if is_weekend}} Have an amazing weekend! {{/if}} → Have an amazing weekend!(if sent on a weekend) | | {{today}} | Inserts the day of the week when the email is sent | Today is {{today}}. I’ll give you time to think and contact you on {{tomorrow}} again. → Today is Monday. I’ll give you time to think and contact you on Tuesday again. | | {{tomorrow}} | Inserts the day after the email is sent | I’ll contact you on {{tomorrow}} again. → I’ll contact you on Tuesday again. | | {{now_date}} | Inserts the date when the email is sent | Here's your invoice for {{now_date}}. → Here's your invoice for December 22, 2025. | | {{now_month}} | Inserts the month when the email is sent | We are planning new products in {{now_month}}. → We are planning new products in August. | | {{now_quarter}} | Inserts the quarter when the email is sent | I’ll send you a report about {{now_quarter}}. → I’ll send you a report about Q4. | | {{now_year}} | Inserts the year when the email is sent | {{now_year}} was a tough year. → 2025 was a tough year. | | {{days_from_now N}} | Inserts the day of the week N days after the email is sent (including weekends) | I’ll write to you on {{days_from_now 2}}. → I’ll write to you on Friday.(if sent on Wednesday) | | {{weekdays_from_now N}} | Inserts the day of the week N business days after the email is sent (excluding weekends) | I’ll write to you on {{weekdays_from_now 3}}. → I’ll write to you on Monday.(if sent on Wednesday) | | {{days_before_now N}} | Inserts the day of the week N days before the email was sent (including weekends) | We released an updated app on {{days_before_now 2}}. → We released an updated app on Monday.(if sent on Wednesday) | | {{weekdays_before_now N}} | Inserts the day of the week N business days before the email was sent (excluding weekends) | We released an updated app on {{weekdays_before_now 3}}. → We released an updated app on Friday.(if sent on Wednesday) | | {{month_from_now N}} | Inserts the month N months after the email is sent | Let's resume this discussion in {{month_from_now 2}}. → Let's resume this discussion in October.(if sent in August) | | {{quarter_from_now N}} | Inserts the quarter N quarters after the email is sent | You will get the first result in {{quarter_from_now 2}}. → You will get the first result in Q1.(if sent in Q3) | | {{time_of_the_day}} | Inserts morning, afternoon, evening or night, depending on the time the email is sent. Reply uses the contact's time zone, or your default schedule's time zone if the contact has none | Good {{time_of_the_day}}, Mark! → Good afternoon, Mark!(depending on the time when you send the email)The timeframes are:00:00 - 5:59 - night6:00 - 11:59 - morning12:00 - 17:59 - afternoon18:00 - 23:59 - evening | | {{day_of_week}} | Inserts the day of the week when the email is sent | Have a nice {{day_of_week}}! → Have a nice Wednesday!(if sent on Wednesday) | 👉 Related articles: - Advanced variables: template examples - Spintax

Last updated on Oct 25, 2026

Advanced variables: template examples

Advanced (conditional) variables let you show different text in your templates depending on specific conditions. They use an if/else structure, so you can adapt your message based on things like job title, company, day of the week, or whether a contact has certain data. This is useful when you want one template to adjust automatically for different contacts instead of creating multiple versions of the same message. 💡If you're new to advanced variables or need guidance on adding them to your templates, check out our article on Advanced variables for step-by-step instructions. Now, let's take a look at some business cases for Reply's conditional variables, which are also proven email templates you can use: 💡Note: Some examples use custom contact fields (Social_Media, Department, Programming_Language and Position). Create them first (see Custom fields) and fill them in for your contacts. In the Recruiting template, {{#if Social_Media}} Github {{else}} LinkedIn {{/if}} shows Github when the contact has a value in Social_Media, and LinkedIn when that field is empty. Outbound intro Subject Line: {{ReplyAccount.Company}} <> {{Company | 'your company'}} Hi {{FirstName | ‘there’}}, I know you’re very busy as {{Title | ‘a manager’}}, but I’ve been wanting to have a quick chat about bringing [Insert Product or Service] to {{Company | ‘your company’}} because I think it could really help you improve [Insert Sector] and increase [Insert KPI]. Do you have 10-15 minutes for a quick chat {{#if is_monday}}today or this Tuesday{{/if}}{{#if is_tuesday}}today or this Wednesday{{/if}}{{#if is_wednesday}}today or on Friday{{/if}}{{#if is_thursday}}today or tomorrow{{/if}}{{#if is_friday}}later today or early next week{{/if}}{{#if is_weekend}}early next week{{/if}}? Best, {{ReplyAccount.FullName}} Outbound, day of the week Subject Line: Collaboration {{Company}} <-> {{ReplyAccount.Company}} Hi {{FirstName | ‘there’}}, How’s your {{day_of_week}}? I’m reaching out to you because I noticed on {{Social_Media | ‘your LinkedIn profile’}} that you are working at {{Company}}. Given your role as {{Title | ‘a manager’}}, sounds like you might be interested in [What your Product or Service does]. In short, {{ReplyAccount.Company}} has helped other companies in {{Industry | ‘your’ }} industry, such as [Company 1] and [Company 2]. Our platform [how you helped those companies]. {{FirstName}}, any thoughts? Do you have time to connect {{#if is_monday}}today or tomorrow{{/if}}{{#if is_tuesday}}today or this Thursday/Friday{{/if}}{{#if is_wednesday}}today or this Friday{{/if}}{{#if is_thursday}}today or this Friday{{/if}}{{#if is_friday}}today or early next week{{/if}}{{#if is_saturday}}on Monday or Tuesday{{/if}}{{#if is_sunday}}tomorrow or this Tuesday{{/if}}? Best, {{ReplyAccount.FullName}} Outbound pitch Subject Line: Regarding {{ReplyAccount.Company}} for {{Company}} Hi {{FirstName | ‘there’}}, How is your {{today}}? {{ContactOwner.FirstName}} from {{ReplyAccount.Company}} here – [5-7 words what your company does]. I’m here to tell you about a service that helps [Pitch your product or service]. That means {{Company | ‘your company’}} {{Department | ‘sales’}} team shouldn’t [what pain point your product or service solves]. Does it make sense for you as {{Title | ‘sales leader’}}? Do you have time to connect {{#if is_monday}}today or tomorrow{{/if}}{{#if is_tuesday}}today or this Thursday/Friday{{/if}}{{#if is_wednesday}}today or this Friday{{/if}}{{#if is_thursday}}today or this Friday{{/if}}{{#if is_friday}}today or early next week{{/if}}{{#if is_saturday}}on Monday or Tuesday{{/if}}{{#if is_sunday}}tomorrow or this Tuesday{{/if}}? Best, {{ReplyAccount.FullName}} Welcome to a trial Subject Line: {{FirstName | 'Hey'}}, let's connect? / {{ReplyAccount.Company}} Hi {{FirstName | ‘there’}}, My name is {{ContactOwner.FirstName}} and it is my pleasure to welcome you as our trial user. I understand you are looking to [what your product or service does]? If so, you’ve come to the right place. I’d be happy to share some best practices on how to [short product or service pitch]. {{#if CompanySize == '51-200' }} Let’s connect for 10-15 minutes for a quick chat over Zoom here.{{else}}Could you please answer a few questions to understand your business better{{/if}}.{{#if Phone}}If so, can I call you on this phone number {{Phone}} to discuss details? {{else}} Btw, what is your phone number? {{/if}} Thanks in advance. Best, {{ReplyAccount.FullName}} Recruiting Subject Line: {{FirstName}}, new career opportunity Hi {{FirstName | ‘there’}}, My name is {{ReplyAccount.FirstName}} and I am [Your Title] at {{ReplyAccount.Company}}. I found your profile on {{#if Social_Media}} Github {{else}} LinkedIn {{/if}} while looking for the top engineers with {{Programming_Language | ‘software development’}} experience. I was impressed by your background and decided to drop you a note. You probably don’t often see CEOs reaching out to potential candidates to discuss career opportunities. But our company’s success so far is based on finding the best people and putting them together to work on fun, challenging, and exciting projects. That’s why I focus a lot of my personal time on recruiting the greatest talents for our company. We might have a position of {{Position | ‘software engineer’}} to tell you about. Is it worth a chat some time {{#if is_monday}}later this{{/if}}{{#if is_tuesday}}later this{{/if}}{{#if is_wednesday}}this{{/if}}{{#if is_thursday}}this{{/if}}{{#if is_friday}}today or early next{{/if}}{{#if is_weekend}}early next week{{/if}} week, {{FirstName}}? Best, {{ReplyAccount.FullName}} 💡Important: Always check how your email will appear to recipients before sending. Use Preview mode in the template editor or send a test email to yourself.

Last updated on Oct 25, 2026

Spintax

Spintax (short for spinning syntax) lets you create multiple variations of the same text. It allows you to randomize specific words, phrases, or sentences in your messages, so you don't send the exact same wording to every contact. Each time a message is sent, Reply automatically selects one option from the list you provide. This can also help with deliverability, since your templates won't be identical. In Reply, Spintax is implemented using the {{Random}} variable. For example, instead of repeating the same greeting in every message, you can rotate between several options: 👉Example:{{Random | ‘Hi’ | ‘Hello’ | ‘Hey’}} Each recipient will see one of these greetings, chosen at random. How to use Spintax? To use Spintax in Reply: 1. Add a {{Random}} variable to your message. Learn more about adding variables in our Variables article. 2. Add your text options. Inside the brackets, list your alternatives (words, phrases, or full sentences), separated by pipes |. Reply picks one option per message. When the message is sent, Reply randomly chooses one of the options and inserts it into the message. 💡Important: Incorrect spacing will break Spintax. Make sure there's a space before and after each pipe so the spintax works correctly. If spacing or syntax is incorrect, the text may not appear correctly in the email body or preview. Use cases for Spintax Spintax is especially useful in parts of your message that tend to sound repetitive. Below are common use cases with examples. Greetings The opening line of your message helps set the overall tone. With Spintax, you can vary greetings to add a personal touch. For example: {{Random | ‘Hi’ | ‘Hello’ | ‘Hey’}} Reason for outreach Clearly explaining why you're reaching out is important for engagement. The first sentence after your greeting should make it obvious why you're emailing. Spintax allows you to vary this sentence while keeping the intent clear. For instance: {{Random | ‘I am writing to you’ | ‘Reason for my outreach’ | ‘The reason for my email is’ | ‘I am reaching out to you’}} Call to action (CTA) Calls to action encourage contacts to reply or take the next step. For example: {{Random | ‘Worth exploring?’ | ‘Worth exploring more?’ | ‘Curious to take a look?’ | ‘Interested to learn more?’}} Case study You can rotate company names or examples to better match different audiences. For instance: We help {{Random | ‘Google’ | ‘Microsoft’ | ‘Amazon’}} and {{Random | ‘Facebook’ | ‘Netflix’ | ‘Tesla’}} Even small variations can make your emails more engaging and encourage more replies. 💡 Tips for using Spintax To get the best results when using Spintax in Reply, keep the following in mind: - Keep your variations relevant. Each option should make sense in the same context. - Test different wording. Trying variations helps you see what works best with your audience. - Avoid overuse. Too many variations in a single message can make it confusing. - Follow outreach best practices. Make sure your messages comply with regulations like GDPR and CAN-SPAM. Using Spintax and variables together You can use Spintax and variables in the same message, but variables cannot be placed inside a Spintax block. Reply doesn't support variable chaining within Spintax, so variables must be added separately. ❌ Incorrect {{Random | ‘Hi’ | ‘Hello’ | ‘Hey’{{FirstName}}}} ✅ Correct {{Random | ‘Hi’ | ‘Hello’ | ‘Hey’}} {{FirstName}} In this case, {{FirstName}} is added after the Spintax block, so both variables work correctly. Conditional logic in Spintax Spintax also supports conditional logic, which allows you to adjust message content based on contact data such as job title. Example: customizing text based on job title Dear {{FirstName}}, As a {{#if Title == 'Marketing Manager'}}Marketing Manager{{else}}{{#if Title == 'Sales Director'}}Sales Director{{else}}{{#if Title == 'CEO'}}CEO{{else}}marketing specialist{{/if}}{{/if}}{{/if}}, you understand the importance of {{#if Title == 'Marketing Manager'}}effective marketing strategies{{else}}{{#if Title == 'Sales Director'}}sales optimization{{else}}{{#if Title == 'CEO'}}business growth{{else}}relevant content{{/if}}{{/if}}{{/if}}. Let’s discuss how our product can support {{#if Title == 'Marketing Manager'}}your marketing efforts{{else}}{{#if Title == 'Sales Director'}}your sales performance{{else}}{{#if Title == 'CEO'}}your company growth{{else}}your organization{{/if}}{{/if}}{{/if}}. In this example: - The {{#if ...}} statement checks the value of the Title variable. - The {{else}}{{#if ...}} blocks define what text is shown when the previous condition is not met. - The final {{else}} provides a default option if none of the conditions are met. - {{/if}} marks the end of the conditional block.

Last updated on Oct 26, 2026