How to Send an Email to an Individual Contact
Why This Matters
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. When you send from a contact's record, you can write a custom message or use templates from your library, and the system automatically tracks everything in the contact's communication history.
Before You Begin
Prerequisites:
- Your email sending domain must be configured (see Setup: Email Sending Domain)
- You need to understand email opt-in requirements (see About: Email Opt-In)
Check Contact Opt-In Status:
Your contact must be opted-in to receive emails from you. Check the indicator around their 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
If you see anything other than green, you'll need to use the opt-in wizard to get their permission first.
Step-by-Step Instructions
1. Open the Contact Record
Navigate to the contact you want to email by searching for them or selecting them from your contact list.
2. Start Composing Your Email
From the contact record, click the Actions dropdown menu and select Send Email.
3. Choose Your Email Content
You have two options:
- Write a new email: Compose a custom message from scratch
- Use a template: Select from the dropdown menu to choose a pre-designed template from your library
Using templates saves time and ensures consistent messaging for common scenarios like follow-ups or introductions.
4. Add Additional Recipients (Optional)
By default, the email sends to the contact's Primary Email Address. If the contact has an Other Email address on file and you want to include it, 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.
The system automatically logs the email in the contact's notes, making it easy to follow up and maintain context in future conversations.
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 Cc Other Contact at the top of the email composition window.
Q: Will the contact see that this email came from the system?
A: No. Emails are sent using your configured sending domain and email settings, so they appear to come from your business email 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, 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 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.
Guide Type: How-To Guide
Estimated Time: 3 minutes
Next Guides: Setup: Email Sending Domain, About: Email Opt-In, How to Create Email Templates