Zoho CRM Email Templates

Zoho CRM Email Templates

What are these email templates?

The referral partner email templates are ready-to-use, pre-written outreach emails designed to help you build and strengthen relationships with key referral sources (hospitals, facilities, community organizations, professionals).

They give you a structured, professional way to reach out, while still leaving room for personalization. Each template follows a proven approach that speaks directly to what matters to the referral partner segment.

Why are they valuable?

Referral partners are one of the most reliable and cost-effective sources of new clients. But starting and maintaining those conversations can be challenging. These templates:

  1. Save you time → no need to write from scratch.
  2. Give you confidence → messaging is already aligned with Qualicare’s brand and positioning.
  3. Build consistency → every location is reaching out with a professional, trusted voice.
  4. Segment-specific → each version is tailored to hospitals, facilities, or community organizations, so you’re speaking to the right pain points.
  5. Flexible → they work as a first touch, a follow-up, or an ongoing check-in.

Overview of Email Template Types

Each email has a code (T1–T7) so you can easily recognize its purpose. Think of them as “plays” you can run at the right time.


Code

Email Type

Purpose

When to Use

Call to Action (CTA)

T1

Cold Introduction

Introduce Qualicare and highlight how we support families and partners with care solutions

First-time outreach to a new contact

Open intro call or keep info on hand

T2

Warm Introduction

Follow-up on an intro made by a colleague or shared contact

When a colleague or connection has referred you

Offer intro call, share resource, or explore partnership opportunities

T3

Follow-Up / How to Reach Us

Nudge after no reply and re-share contact info or resource

A few days after T1 or T2 if there’s no response

Keep on file or reply to connect

T4

Pilot Ask — Try One Case

Invite the partner to try collaborating on one case, family, or activity (depending on context)

When relationship is still early, or after a few email touches

Ask if they’d like to try referring one case or collaborating on a family or event

T5

Timing Heads-Up

Proactive check-in tied to timing needs — e.g., before weekends/holidays for hospitals, or seasonal/community events for associations

Friday mornings or pre-holiday periods

Offer immediate availability if needed

T6

Post-Meeting / Presentation Recap

Follow up after a presentation, drop-in, or in-person meeting

Right after an in-person meeting or call

Invite follow-up, share resource again

T7

Stewardship / Stay-in-Touch

Strengthen the relationship by showing appreciation and reinforcing partnership after a referral or meaningful interaction.

Within a few days of a referral, introduction, or other engagement (e.g., after a family begins care, after a co-hosted event, or following shared outreach).

Express gratitude, provide an optional light update or reassurance, and invite continued connection.


You don’t need to use every template with every referral partner — pick the right one based on the situation.

How to send an email template in Zoho CRM

  1. Add the referral partner

    • Go to Zoho CRM > Add a new Account for the organization and a Contact for the individual (e.g. case manager, administrator).

  2. Open the contact

    • Navigate to the contact record for the person you want to email.

  3. Set up the email

    • Click Send Email in the top bar.

    • In the pop-up, choose Insert Template.

  4. Choose the right template

    • Pick the appropriate template based on your referral partner type (Hospital ED, Med/Surg, Assisted Living, Alzheimer’s Association, etc.) and the stage of outreach (T1–T7).

  5. Edit as needed

    1. Update any placeholders that need updating

    2. Make small edits if you know something specific about their situation (e.g. “I know your unit often has weekend discharges”).

    3. Keep the core structure — it’s written to be professional and effective.

  6. Send

    1. Hit Send and your message will be logged in Zoho under the contact.


Notes

Check out the below video demo to see this process in action!

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    Best practices

    • Use the right attachment → Each template recommends a matching flyer or one-pager (e.g. Hospital-to-Home One-Pager for hospitals, Alzheimer’s One-Pager for memory care).

    • Don’t overthink → The goal is outreach, not a perfect email. Use the templates to get started.

    • Follow up → If no reply after a few days, use T3. After a meeting, use T6. After a referral, use T7.

    • Track your touches → Zoho automatically logs emails. Review your history before sending the next one so you’re consistent.


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