Email Outreach Drafter Based on HubSpot Data

This n8n template turns a small, targeted HubSpot list into tailored outreach. It scans each contact’s recent Gmail conversations, builds a lightweight persona with AI (tone, goals, pain points, decision style), then drafts a concise sales email aligned to your offer—saved to Gmail as a reviewable draft.

Perfect for SDRs and founders who want personalization at scale without writing from scratch.

This template was originally created by Jim Le.

How it works

Manual trigger** starts a controlled run. HubSpot search** pulls a focused list of contacts (e.g., hs_buying_role = DECISION_MAKER). Batch loop** processes contacts one by one. Gmail fetch** grabs up to 20 recent threads from each contact. AI persona extraction** (Information Extractor + Gemini) analyzes messages to capture:

decision-making style, communication preferences, goals/motivations pain points, work style, personality traits, buying behavior, values, market awareness Variables node* sets core fields (first name, last name, email) and the offer* you want to pitch. AI email generation* (Gemini) mirrors the contact’s tone and priorities; outputs subject + HTML body*. Gmail draft** is created for the contact so a rep can skim, tweak, and send.

How to use

Connect HubSpot on the “Get Contacts” node and refine the filter to your segment. Connect Gmail on both read and draft nodes (same account recommended). Add Gemini key to both Gemini nodes. In Variables, update product_to_sell with your offer and confirm the contact field mappings. (Optional) Tweak the persona attributes or the email prompt for tone/length/CTA. Click Test workflow. Review drafts in Gmail, edit if needed, then send.

Requirements

HubSpot** (OAuth2) for contact targeting Gmail** (read + draft) Google Gemini** (API key) for persona + copy generation

Notes & customization

Tighter targeting:** Change the HubSpot filter (e.g., industry, territory, lifecycle stage) to keep the list small and measurable. Richer inputs:** Increase Gmail limit or include received/sent filters to capture more context (mind rate limits). Brand voice:** Add a short style guide to the email generator’s system prompt (e.g., sentence length, jargon rules, sign-off). Offer variants:** Replace product_to_sell per segment, or branch by industry to load different value props. Compliance & privacy:** Limit stored outputs to essentials; avoid copying sensitive content from threads verbatim. Auto-send option:** Swap the draft step for “send email” if you want hands-off delivery for known segments.