Save Time on Your Emails: Here’s How REW CRM Can Help

Writing emails doesn’t have to be a time-consuming task. With REW CRM, you can simplify the process and still deliver impactful messages to your leads. Our CRM features like form letters, email templates, responders, and drip campaigns are designed to save you time while ensuring your communication stays consistent and professional. Whether you’re following up with new leads or nurturing long-term relationships, these features make it easy to stay connected and efficient.

REW CRM's Form Letter, Drip Campaign, and Template features, together with REWpert AI.

Form Letters: Simplify Your Email

Form letters in REW CRM are perfect for handling common client interactions. If you need follow-up emails, welcome messages, appointment confirmations, or reminders for events like open houses, form letters help you always have the right email ready to go. Instead of writing repetitive messages, you can quickly select a pre-written option that fits the situation, allowing you to focus on more critical tasks.

Here’s how to set one up:

1. Log in to REW CRM.

2. Navigate to “My Setup” at the bottom left corner of the screen.

3. Click “Form Letters” under Emails.

4. Hit the "+" sign in the upper right corner.

5. Fill out the required fields:

• Form Letter Name: A clear label for easy identification.
• Category: Assign it to an existing category or create a new one.
• Subject: The subject line of the email.
• Message: Write the content of your email in this section. Click the “More Tags” button to see a list of suggested merge tags.

6. Click “Save” to finalize your form letter.

To add categories for better organization, go to the “Categories” tab within Form Letters, click the "+" sign, and provide a name and description. Organizing your emails this way ensures everything is easily accessible when you need it.

Adding a category for Form Letters.

Templates: Design the Perfect Look 

While Form Letters focus on the content of your emails, Email Templates in REW CRM take care of the style, format, and layout. They allow you to create visually appealing emails with custom designs that reflect your branding. By using HTML codes, you can fully customize your templates, from sleek header to a branded footer, to align with your unique design preferences.

To set up an email template, follow these steps:

1. Go back to “My Setup”.

2. Pick “Templates” under Emails.

3. Click the "+" button in the upper right corner.

4. Fill out the Template Name and Message fields.

5. Click the Source Code button (symbolized by “< >”) in the Message field and input your HTML code to create the style and layout.

6. Decide whether you want to share the template with other agents by selecting “Yes” or “No”.

7. Click “Save” to complete the setup.

With email templates, you can enhance the overall presentation of your communication, ensuring your emails not only read well but also leave a strong visual impression on your leads. Please make sure that you are knowledgeable of HTML, or ask the support of an experienced HTML coder to create a template. 

A sample email using REW CRM's template.

Responders: Automatically Connect

Automatic Responders make it easy to stay responsive without lifting a finger. When a lead fills out a form on your website, this feature automatically sends an email to acknowledge their inquiry or provide immediate information. It’s a great way to ensure leads feel valued and informed, even when you’re unavailable to respond in real-time. You can send a simple “Thank you for reaching out!” or a more detailed follow-up, and Auto Responders will help you maintain timely communication.

An example of an automatic responder email.

Here’s how to set up an auto responder in REW CRM:

1. Go to “My Setup.”

2. Click “Responders” under Emails.

3. Select the form you want to add an automatic responder to.

4. Fill out the required fields:

• Sender: Choose who the email should appear to be from.
• BCC/CC: Add additional recipients if needed.
• Email Template: Select a template to apply a specific style, or leave blank to use plain text.
• Subject and Message: Compose the email's subject line and content.

5. Under the Settings section, toggle “Yes” to activate the responder.

6. Click “Save” to complete the setup.

Thank You Message

In addition to the auto responder email, leads will also see a thank you message pop up on their screen after submitting the form.

The default thank you message when someone submits the "Contact Us" form on the Renaissance website.

To customize this thank you message, follow these steps:

1. Go to the “Content” section in REW CRM.

2. Click “Tools” and select “Thank You Messages” from the list of tools.

3. Choose the form you want to edit the thank you message for.

4. Add or update the message content.

5. Click “Save” to finalize your changes.

With both the thank you message and automatic responders in place, your leads will receive an instant acknowledgment of their inquiry, creating a positive first impression and keeping them engaged until your next follow-up.

Drip Campaigns: Nurture Leads

Campaigns let you create and send drip campaigns, which are an automated series of emails sent to leads over a specific period. Drip campaigns are a great way to nurture relationships, educate leads, and guide them through the sales process. For example, you can use campaigns to share market updates, showcase new listings, or send follow-ups after an open house or call.

Using form letters and email templates for your campaign emails streamlines this process and ensures that your messages stay professional and consistent with your branding.

To set up a campaign in REW CRM:

1. Go to "My Setup" and click "Campaigns" under "Emails."

2. Click the "+" button in the upper right corner.

3. Fill in the "Campaign Name" and a "Description" to summarize the campaign's purpose. Assign a "Group" to determine which leads will receive the emails. (You can add a lead to a specific group by visiting the lead's details page.)

4. Start composing your first email by selecting the "Sender," adding the "Subject," and using the "Choose a Form Letter" and "Choose a Template" options to quickly draft your email content.

5. Schedule the email by clicking the arrow-down button beside "Send Email." You can select a certain number of days after the campaign starts, a specific date, or an event to trigger the email. Click "Apply."

6. To add more emails to the campaign, click "Add Campaign Email" and repeat the process for each email.

7. Once all emails are ready, click "Save" to finalize the campaign.

Campaigns help you stay connected with your leads in a timely and thoughtful way. By automating your outreach, you can focus on building relationships while maintaining consistent and effective communication.

 

Instructional video on how to set up drip campaigns in the REW CRM.

Leverage REWpert

REWpert, our AI robot built for real estate professionals, is here to simplify content creation in REW CRM. Whether you’re writing form letters, setting up responders, crafting thank-you emails, or planning drip campaigns, REWpert helps you create effective, professional content in minutes. It can even generate HTML code for your email templates, saving you a lot of time. That said, we always recommend reviewing and fine-tuning the output to ensure it’s accurate and perfectly aligned with your branding.

Utilizing REWpert in drafting an email drip campaign.

To make the most of REWpert, take advantage of our New Year promo! For every year of your SaaS contract, you’ll receive one free REW CRM module, including access to REWpert. Contact us or your Account Manager before this promo ends!

Best Practices To Follow

Here are some best practices to ensure you're using REW CRM’s email features effectively:

• Use Form Letters for Consistency: Create a library of frequently used form letters so you can quickly send tailored messages while maintaining consistency across all communication.

• Set Up Automatic Responders for Timely Engagement: Set up a tailored responder for each form you have, and make sure it’s relevant to the action they just took. This builds trust and keeps the conversation moving forward.

• Leverage Drip Campaigns to Nurture Leads: Plan your campaigns thoughtfully, using clear calls to action and making each email’s message progressive so leads naturally advance through the sales funnel.

• Create Email Templates for Consistent Design: Set up a variety of templates for different types of communication—whether it’s a follow-up, newsletter, or thank-you message—and use them across your campaigns for a uniform appearance.

• Review HTML Code for Templates: If you're using HTML to design your email templates, double-check the code to ensure it displays correctly across devices. Although REWpert can help generate HTML code, it’s important to test and tweak it to match your desired layout and functionality.

The HTML code of the sample email template.

Benefits of REW's CRM Email Features

Incorporating REW CRM’s email tools into your workflow offers significant advantages in terms of efficiency, consistency, and overall lead engagement. Here are some key benefits:

• Saves Time on Routine Communication: Form Letters, Responders, and Templates automate repetitive tasks, allowing you to quickly send emails without having to draft them from scratch. This frees up more time to focus on high-priority tasks and client relationships.

• Ensures Consistency and Professionalism: By using pre-written Form Letters and standardized Templates, you ensure that every email sent reflects your branding, tone, and quality. This helps maintain professionalism and consistency across all communication, strengthening your relationship with leads and clients.

• Improves Lead Engagement and Nurturing: Drip campaigns allow you to systematically nurture leads by sending them relevant, timely emails. This keeps your brand top-of-mind and increases the likelihood of turning leads into clients by gradually building trust and providing valuable information.

• Boosts Responsiveness: With Automatic Responders in place, leads receive immediate, personalized replies, which improves their experience and encourages quicker follow-ups. Instant communication helps prevent leads from slipping through the cracks and increases engagement.

Leveraging Form Letters to email a lead.

Join The REW Forum

If you're looking for additional support or want to learn more about how to optimize your REW CRM email features, the REW Forum is the perfect place to dive deeper. It’s a community-driven platform where you can connect with other real estate professionals, share insights, and ask questions. Join today and take your real estate marketing to the next level!

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Email Features FAQ