How to Send an Email to an Individual Contact
Overview
Sending a personalized email to a single contact is one of the most effective ways to build relationships and engage with your clients or prospects. The system allows you to send emails directly from a contact's record, giving you the flexibility to write a custom message or use pre-designed templates from your library.
Key Benefits:
- Personal, one-on-one communication with your contacts
- Access to your entire email template library for quick messaging
- Automatic tracking and record-keeping of all sent emails
- Integration with your contact's communication history
- Option to include multiple email addresses on the same contact
When you send an email to a contact, it will be delivered to their Primary Email Address by default. You also have the option to include their Other Email address if they have multiple email addresses on file.
Important: The contact must be opted-in for email to receive messages from you. Contacts with a green indicator around their email address are ready to receive emails, while those with grey, blue, red or orange indicators require opt-in action first.
Step-by-Step Instructions
1. Navigate to the Contact Record
Open the contact record for the person you want to email by searching for them or selecting them from your contact list.
2. Access the Email Function
From the contact record, use the Actions dropdown menu and select Send Email.
3. Choose Your Email Content
You have two options for creating your email:
- Write a new email: Compose a custom message from scratch
- Use a template: Select from the dropdown menu to choose an email template from your library
4. Configure Email Recipients (Optional)
By default, the email will be sent to the contact's Primary Email Address. If you want to include their Other Email address as well, check the option at the top of the page to "Cc Other Contact".
5. Send Your Email
Once you've composed your message and configured the recipients, click Send to deliver your email immediately.
Important Notes
Email Opt-In Requirements: Your contact must be opted-in to receive emails from you. Look for these indicators around the email address:
- Green box: Contact is opted-in and ready to receive emails
- Blue box: Contact has pending opt-in status (waiting for their confirmation)
- Yellow box: Contact's email could not be delivered
- Orange box: Contact is opted-out and cannot receive emails
- Pink Box: Contact has marked your email as spam
Email Tracking: All emails sent through the system are automatically tracked and recorded in the contact's notes, making it easy to follow up and maintain context in future conversations.
Template Library: Using email templates saves time and ensures consistent messaging. You can create and customize templates for common scenarios like follow-ups, introductions, or specific business processes.
Questions and Answers
Q: What happens if I try to send an email to a contact who isn't opted-in?
A: The system will prevent you from sending emails to contacts who aren't properly opted-in. You'll need to use the opt-in wizard to get their permission first.
Q: Can I send the same email to both email addresses on a contact's record?
A: Yes, when composing your email, look for the option to "Also send this email to Other Contact" or a similar CC feature at the top of the email composition window.
Q: Will the contact see that this email came from the system?
A: Emails are sent using your configured sending domain and email settings, so they'll appear to come from your business email address, not from a system address.
Q: How can I tell if my email was successfully delivered?
A: Check the contact's Notes to see a record of sent emails. The system automatically logs all email activity.
Q: Can I schedule an email to send later instead of immediately?
A: Individual emails from contact records are sent immediately. For scheduled emails, you'll need to use the email blast feature or set up an automated workflow.
Q: What if I want to use my own email client (like Outlook) instead?
A: You can configure your account to use your own email client for individual emails by going to Profile Picture Menu → Account Settings → More Options/Preferences and selecting the option to use your own email client.
Q: Can I include attachments when sending emails to individual contacts?
A: Yes, the system supports including file attachments.
Q: Will this email count toward my monthly email limit?
A: Yes, individual emails sent through the system count toward your account's monthly email allowance, just like email blasts and automated emails.
Q: Can I save a draft of my email before sending?
A: The system sends emails immediately upon clicking Send. If you need to save drafts, consider creating a template for future use or using your own email client for complex compositions.