Mail Merge Templates: Complete Guide

What is Mail Merge?

Mail merge is a technique for creating personalized emails at scale. Instead of manually writing each email, you create a template with placeholder variables that get replaced with recipient-specific data.

Template Basics

A good mail merge template consists of:

• A compelling subject line with optional personalization
• An engaging opening that addresses the recipient by name
• Relevant content that speaks to their situation
• A clear call to action
• A professional signature

Personalization Variables

Common variables include:

• {{first_name}} - Recipient's first name
• {{company}} - Their company name
• {{industry}} - Their industry
• {{custom_field}} - Any custom data from your CSV

Best Practices

1. Keep it concise - Respect your recipient's time
2. Sound human - Avoid overly formal or robotic language
3. Test thoroughly - Always preview before sending
4. Use conditional content - Adapt based on recipient data

The Local-Only Advantage

With Outboxer, your templates and contact data stay on your machine. This means:

• Complete control over your data
• No third-party access to your templates
• GDPR compliance by design
• Work offline when needed