How to Simplify Your Sales Communication Using Snippets

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Julia Mongeau
Julia Mongeau



The average typing speed is 40 words per minute.

Closeup of hands of young woman photograper typing on laptop keyboard and using graphic tablet

In the world of sales, every minute counts. And minutes spent typing the same phrase over and over again are minutes wasted.

Imagine this: You’re reaching out to a list of leads, and you find yourself typing the same phrase, with little tweaks here and there to make it personal and customized.

Maybe you copy and paste, but wouldn’t it be more convenient to type a simple shortcut command and insert those key phrases into your email?

Well, with HubSpot snippets, now you can.

Use snippets to write short, canned phrases and easily enter them into your email template or chat conversation with a simple “#” command.

You can use snippets in conjunction with three HubSpot Sales tools you probably already depend on: templates, the HubSpot Sales email extension, and messages.


Getting Started With Snippets

When you're getting started with snippets, think about how you engage with your prospects.

What do you say in your first email with a potential customer? How do you grab their attention? What key pieces of information do you need to share with them, or what do you request of them? Can you anticipate what questions they'll ask you via chat?

Once you’ve brainstormed, it’s time to create your first snippet.

  • In HubSpot Sales, go to Sales Tools > Snippets.
  • Click New Snippet.
  • Give your snippet a name, like “Email Greeting,” “Contract request,” or “Pricing info.”
  • Type your text.
  • Here you can include contact and company tokens to keep your content personalized.
  • Pick a shortcut you will easily remember, and click Save.

Make sure your shortcuts are easy to remember and distinguishable from one another. The last thing you want is to create a snippet but forget the shortcut.


When to Use Snippets

While templates and snippets solve for similar use cases, snippets can actually help make your template-creation process more efficient.

For example, if you request information from a contact or have a soundbite you use to describe your company and what you’re offering, simply type # and your shortcut instead of manually entering the text each time.

The key difference between templates and snippets is the word count. When using snippets, keep your word count to 500 characters or less.

Emailing prospects is probably a big part of your day, whether you're sending emails from the CRM or from your mail client using the HubSpot Sales extension.

Snippets can save time but also preserve the one-to-one, personalized relationship you’ve already built with your prospects. Like templates, make sure to use company and contact tokens in your snippets, like company name, or job title. While snippets automate your processes, they shouldn’t make your email sound robotic and impersonal.

Sales Starter and Sales Professional users can use snippets in the messages tool. When you’re chatting with a visitor, they likely want answers, and they want them immediately. Make the most of your time and the visitor’s time by creating canned responses to common questions.


You'll inevitably see trends in the questions you're asked while on chat — be prepared with quick responses.

Does the user ask for specifics on your pricing? Great, have a #pricing that gives them a quick ballpark number of your different products and services and a link to your pricing page.

If you're able to deliver fast and accurate responses to your visitors via chat, you can build trust during their first interaction with you, making it easier to add them as contacts to your CRM and continue to nurture that relationship.

Interested in learning more about snippets? Check out the HubSpot snippets help article or contact HubSpot support with any additional questions. 

Start the HubSpot Sales Software Certification course from HubSpot Academy.

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