Best Email Templates for Sales
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Best Email Templates for Sales Emails

One of the best sales methods is email marketing, but crafting the ideal sales email is not always straightforward.

Constant Contact reports that just 29.87% of emails in all industries are opened; thus, it must be distinctive and compelling for customers to open your email.

To offer your business the best opportunity of gaining more customers, we’ll go into detail on how to master the sales email today, along with 12 of the highest engagement sales email templates you can easily copy and paste.

A successful sales email needs to be properly crafted and structured to attract leads, entice them to read the emails, maintain their interest throughout the entire sales process, and ideally convert the leads into devoted customers.

The finest sales email templates adhere to a particular format. This structure is provided below, along with an explanation of its significance.

When creating each section, bear in mind that an email template is not a one-size-fits-all proposition; instead, alter it to speak specifically to your target prospect.

If you want to steer prospects on the proper path with your sales emails, there are six crucial boxes you must check in your email marketing.

6 Important Parts of a Sales Email

1. An exciting subject line

The email subject line is everything in the end.

In order to wow your client, it must be catchy.

You don’t want to come across as being overly salesy, so keep the conversation casual.

Sales staff can also do A/B tests to see whether the subject line has a better open and click rate.

Make sure your subject line is free of any spam words if you don’t want your email to get into the spam bin.

A compelling email subject line is essential because it will either encourage the prospect to read your email or cause it to be ignored and lost in the sea of cold emails they receive every day.

It’s interesting to note that 33% of email opens are attributed to the subject line.

It would be best if you kept the following in mind while you write it:

1. Be amiable rather than pushy

Don’t sound like a sales rep, to put it another way. Consider the number of times you have deleted a sales email because it seemed like the sender was only trying to sell you something you didn’t want.

Additionally, it can go into the spam folder if your email provider notices that it sounds like a typical sales email template.

Here are some ideas for friendly-sounding topic lines:

  • Act as though you are writing a buddy.
  • Give it as much of a customer-specific sound as you can.
  • Try to use their name if you can. According to a Martech study, subject lines with names received an open rate of 18.3% as opposed to 15.7% without names. Take care to spell their name correctly!
  • Don’t use the email subject line to promote your sales, goods, or services.
  • Instead of using formal or commercial language, use informal language.
 best practices for sales email templates

Several samples of warm, personalized subject lines:

  • Henry suggested I reach out
  • Hello, [name] Your blog post on [website name] was fantastic.
  • Hi, [name], what’s up?
  • Hey! Our [good/service] is branded with your name.
  • What do you think, Sheila?

2. Limit it to 6 to 10 words

The idea is to keep it short because most subject lines are abbreviated if they are more than 90 characters.

According to a Martech study, subject lines with between six and ten words have the highest open rates (21%).

3. Steer clear of words that give off the impression that the email is spam

Sales emails that contain product pitches or sales-y words like sales, discount, upgrade, offer, complimentary, and save give off bot vibes and are likely to either automatically or manually end up in the spam folder or be deleted without being opened.

A few instances of spam-like awful subject lines;

  • Web design services, Cynthia
  • 20 percent off
  • Hey there, [name]!
  • Please contact me if you’re interested in [product/service].
  • You require [product/service] from us.
  • Let’s get right to work.
  • Do you have any interest in [product/service]?

4. Pay care to the spelling, capitalization, and punctuation

This applies to the entire email, but since your prospects will read the subject line first, it must appear professional and not spammy.

  • Avoid using capital letters.
  • The first letter of each word shouldn’t be capitalized
  • Unless absolutely required, try to avoid using any form of brackets.
  • Check the function of that tag and don’t appear as tags.
  • Avoid overusing emoticons, but one is fine.
  • Avoid using exclamation points or question marks excessively.

2. Write about a challenge in your prospect’s sector

Before they open the email, addressing your prospect’s or customer’s pain point will pique their interest and probably persuade them to do so.

Here are some illustrations of sales topic lines for pain points that we discovered on Ringcentral:

  • Do you experience (pain point)? It’s not just you.
  • X weeks to fix your (pain point)
  • (X) Alternatives to Your (pain point)

Research your prospect to find out more about them and their arguments.

For advice on conducting research, see our blog post on creating cold emails that work.

3. Don’t just send a message; add a value proposition

It’s crucial to gradually accustom your prospect to your sales pitch after you’ve fascinated them with the opening phrase. That’s the immediate value proposition.

Your aim and the goal of the current or potential consumer should be in line with the text of your sales email.

  • Make it clear that you know their needs and how you can assist them.
  • Ensure that it is simple to read. Emails sent at a third-grade reading level “gave a staggering 36% rise above emails written at a college reading,” according to a Boomerang research.
  • Make sure to include enough information while keeping your email’s body short and to the point. Boomerang found that emails between 50 and 125 words had response rates of over 50%.
 email templates for sales

Of course, the purpose of your email should influence the substance of the email’s body. The templates below will contain several effective sales email templates for you to see.

4. Finish with a strong closing line

A clear call to action (CTA) should appear in the closing line. The call to action should nudge the prospect to take some sort of action, like setting up a meeting with you so you can proceed or even signing up right away.

Asking questions that prospects can quickly respond to is the greatest method to do this. Here are a few examples:

  • Have you had time to talk about this?
  • Is it appropriate for us to speak? If not, who would be the best for me to speak with?
  • Do you have any more inquiries that I can answer?
  • Do you give me permission to close your file if you aren’t interested?
  • Would you be curious about the outcome of X?

A call to action in your emails will undoubtedly increase conversion rates. Check out the guidelines for how to close the sales pitch.

 cold email templates for sales

5. Win with an excellent email signature

Every sales team member should have a uniform email signature as long as they send emails to prospects. Many sales reps only sign off with their names.

This is bad for your email marketing, you should have an easy-to-recognize email signature for your cold email outreach, sales email and even transactional emails.

Sloovi Email Signature Generator is free and power-packed to help sales professionals make a good impression.

A reputable and expert email signature has the following format:

  • Your name
  • Your title
  • Name of the business
  • Your phone number
  • Any connections to your website, social media pages, and most recent blog post where they can learn more about you or your business.)

6. Follow up

Even after numerous reminders, many sales reps and marketers continue to disregard this advice.

Only one follow-up is made by about 44% of them before giving up.

Keep in mind that closing a sale requires an average of 5 follow-ups (and perhaps even more) for 80% of sales.

Therefore, giving up after one failed follow-up is a very bad decision.

Planning your cold outreach and choosing how many follow-ups you want to conduct ahead of time will help you succeed.

You can even automate them with tools like MailChimp and Klaviyo.

15 Effective Sales Email Templates To Optimize Your Conversion Rate and Generate Leads

Sales reps use customizable message scripts known as sales email templates to introduce themselves to leads and prospects and to follow up with them via email.

Sales team members can quickly add identifiable and contextual information to each message by using an efficient custom template, which will hasten the communication process of their cold outreach.

Here are some of the best sales email templates we trust.

 email templates for sales follow up

1. Value Proposition Differentiator Cold Sales Email Template

One of the simplest ways a sales rep can start a sales pitch is by explaining a unique value proposition and how you distinguish yourselves from your competition.

Use this sales introduction email template and example to introduce yourself and ignite the prospect’s curiosity by outlining the unique ways you can bring value.

Email Template 1

Subject: [{Value You Can Provide} to {Lead Name}]

Hi [contact name],

I noticed that [insert details about the lead that would indicate why they would be a good fit for your product or service]. [Explain your offerings/your products or services].

[Explain how you differ from competitors in your business]

I’d want to call the prospect and [explain objectives].

(Call to Action)

Thank you, and best wishes.

Your name

Your title

Name of the business

Your phone number

Example email

Subject: Offering Shirp Inc Safety With Custom Data Security Solution

Hello, Henry Ohaegbulam

I noticed that you offer both marketing and sales services, which indicates that you handle a lot of sensitive data and are, therefore, susceptible to data security concerns. Our all-inclusive cybersecurity consulting solutions give you peace of mind by serving as a one-stop shop for all of your compliance, technology, and planning requirements.

Our services can be completely tailored to meet your needs and the gaps left by your IT management company in terms of security.

I’d love to set up a conversation so we can talk more about the challenges you have when planning for cybersecurity and find any gaps in your present program.

Are you free for a few minutes this week?

Thank you,

Mark Spenser

CyberSafe Inc


2. Mentioning a recent sales email for an event

To pique the lead’s attention, sales teams could reference a recent event that highlights trends, news, stories, or important events of they are likely already aware.

The idea is to use the occasion to get people to reflect on a specific area of their professional or personal lives where your solutions can be helpful.

This has proven to be one of the best sales email templates. Use this chilly email template to draw attention to a new development, case study publication, or occurrence that applies to potential customers.

Email template 2

Subject: [Insert the Event Here]

Hello [Contact name],

[Cite If the Contact has seen the recent news item or the publication of the fresh information you are citing. [Discuss the ramifications and how it might impact this specific lead].

[Explore the promotion you are providing as a result of the event or outline your USP].

(Call to Action)

Thank you, and best wishes.

Your name

Your title

Name of the business

Your phone number

Example email

Subject: The future of the industry is automation, says a new report

Hello Hank,

You may have recently read the 2024 Marketing Industry Report, which revealed that the majority of companies, including those in your sector, are gradually implementing marketing automation as their main method of cultivating client relationships.

For greater lead-volume production and, ultimately, higher revenue growth, automation enables you to target or re-target your ideal audiences, collect their information, and nurture leads all without lifting a finger.

In light of this, we are providing free consultations to retail, wholesale, and e-commerce companies to determine how automation can be used in their email marketing campaigns.

The appointment link with a consultant is below if you or anyone in your office wants to take advantage of this offer.

We could jump on a call for a few minutes.

Thank you,

Mark Spenser

Picadilly Consults


3. Using mutual connection sales as an example

Some sales reps mention possible mutual connections the lead may be aware of to establish rapport and elicit a response.

This could be a mutual friend, coworker, a similar LinkedIn connection, or even a gatekeeper who told you to contact the email recipient.

The mutual connection could be the bridge between you and closing more deals with the prospect.

Email template 3

Hi [contact name],

[Include a reference to a mutual connection or decision-maker and, if applicable, provide information about the lead].

[Explain your goals, selling point, and value offer].

(Call to Action)

Thank you, and best wishes.

Your name

Your title

Name of the business

Your phone number

Email Example

Subject: Charles Roland Told Me to Connect With You

Hey Williams,

You were having some problems with your existing financial advisor and were searching for a change, Charles Roland quickly remarked to me.

I’d be delighted to set up a brief phone chat with you to discuss how our personal planning tools and access to a wide range of financial products will put you on the right path to achieving your financial objectives.

This week, do you have 15 minutes available? Looking forward to interacting and hearing back.

Thank you,

Mark Spenser

MarkSpenser Advisory


4. Post-meeting Follow-up Email

There are many situations where you would follow up with a cold call or conversation with the person at an event like a trade show, conference, seminar, or networking event with a warm sales email.

Use this email template to follow up with them in those circumstances regarding anything you discussed in order to advance the sales process.

Email template 4

Subject: Great Speaking With You at [mention the event or call you’re referencing]

Hi [contact name]

Describe the occasion when you met them and/or how wonderful it was to speak with them (if cold phoning)

[Thank them for something they said during the call or at the event that prompted you to send them a follow-up email]

[Explicate the selling point or subsequent steps (if cold calling) necessary to advance the process].

(Call to Action)

Thank you, and best wishes.

Your name

Your title

Name of the business

Your phone number

Email Example

Subject: It Was Great To See You At The Prague Summit

Hi Anne,

It was wonderful to see you at the Prague Summit last month, I hope you had as much fun interacting and watching the lectures as I did.

For your upcoming insurance renewal, you mentioned looking for quotes. We can produce competitive premiums thanks to our numerous carrier partnerships, which provide a lot of flexibility and options.

If you’re interested, please let me know, and I’ll set up a quick meeting to talk.

Thank you,

Mark Spenser

City Insurance


5. Starting with a thought-provoking question

Use questions in your subject lines that are intriguing and pertinent because they are excellent attention-getters.

Create a list of the most prevalent pain points in your prospect’s niche. That implies that you are about to offer your audience a solution.

Of course, this tactic will only effectively close more deals if you keep your promises.

Email templates 5

Subject: [Ask a single short question about the pain point]

Hi [name],

[Begin with a strong opener that introduces the pain point to the prospect]

[Offer your solution]

[Build on your solution and ask for next steps]

(Call to Action)

Thank you, and best wishes.

Your name

Your title

Name of the business

Your phone number

Email Example

Subject: Want Additional Qualified leads?

Hey Mike,

Any business that wants to grow must establish a consistent flow of high-quality leads, and we are all aware of how difficult this process can be.

The subjects I’ll cover in my upcoming free webinar, “7 Tips for Using LinkedIn for Lead Gen,” are these difficulties and how to get past them.

Join me, and I’ll share my experience and a ton of useful advice so you can start immediately expanding your contact list.

Register here

Thank you,

Mark Spenser

MKI Marketing Agency


6. Noting emails with similar attributes

Similar to mentioning a mutual connection, mentioning a similar fact about you and the recipient in your introduction is a great way to establish rapport.

Belonging to the same association or networking group is an example of an attribute.

It might also be personal, like sharing interests, an alma mater, or coming from the same region.

Email template 6

Subject: [Specify the shared or comparable attribute]

Hi [contact name],

Introduce yourself and list any corresponding qualities for interests, pastimes, etc.

[Discuss your goals and your proposed solution].

[Probable topic for discussion: unique value proposition].

Your name

Your title

Name of the business

Your phone number

Email Example

Subject: Hilary, a fellow JMU

Hello George,

I’m Mark Spenser. I discovered on LinkedIn that you are a fellow James Madison University alumnus who runs a tech-related company.

I’m seeking connections with other software providers and technology consultants so we can discuss my creative approach to managing software development and client infrastructure projects.

Do you want to find out more about it? I’d love to schedule some time for us to speak.

Thank you, and best wishes.

Mark Spencer


MR Technologies


7. Complimenting the recipient

Who wouldn’t be interested in receiving an email that positively compliments them or their company?

This cold sales email template uses that exact strategy to connect with a prospect by demonstrating your genuine interest in their work and accomplishments and starting a dialog that will lead to a mutually beneficial business relationship.

Email template 7

Subject: [Explain why you’re commending the Contact].

Hi [Contact name],

[Describe how it might have affected you while in[troducing yourself and praising something they did, achieved, or contributed to].

[Explain your goals and how they can benefit the recipient, optionally including a value proposition for what your business does].

(Call to Action)

Thank you, and best wishes.

Your name

Your title

Name of the business

Your phone number

Example email

Subject: Fantastic Sales Seminar

Hi Blair,

Mark Spencer here, representing Writing Agency Inc.

Your blog post from last week was fantastic because it provided insightful information about the future of social selling and referral marketing.

I’m interested in discussing possible business collaborations with your company because I’m looking to break into some of the markets you frequently work with, such as software vendors and automation consultants.

We produce top-notch content, primarily for tech companies, using authors who are knowledgeable and experienced in the topics they write about. Given that our target markets are similar, we can definitely provide each other with a lot of referral opportunities.

Do you want to talk about this more in-depth? I’d love to schedule some time for us to speak.

Thank you.

Mark Spencer


Writing Agency Inc


 follow up email templates for sales

Bonus sales email templates from the best sources

Template 8 – Source

Subject: {Company Name} + {Your Company}

Hi {name},

My name is {name} with {Your Company}.

We help {specific company type} with {one-liner}.

I wanted to learn how you handle {thing your company handles} at {Company Name} and show you what we’re working on.

Are you available for a brief call at {time options}?



Template 9 – Source

Subject: Looking for the appropriate person at XYZ Inc

Hi {name},

I am writing in hopes of finding the appropriate person who handles multicultural media. I also wrote to Person x, Person Y and Person Z in that pursuit. If it makes sense to talk, let me know how your calendar looks.

VoodooVox helps increase the revenues of Fortune 500 companies by marketing to Hispanics. Each month we reach 25 million Spanish speakers with an audio message they must hear. We insert 30-second audio and SMS advertisements into phone calls made on calling cards. The benefit to users is they make their call free. The benefit for our clients is they can increase store revenue by providing text message coupons. Typical redemption is 3%. You can measure results online and with store sales. Advertisements can target specific ethnic groups and geographies. Some clients include Burger King, P&G, and Chili’s.

If you are the appropriate person to speak with, what does your calendar look like? If not, who do you recommend I talk to?

Best regards,


Template 10 – Source

Subject: Looks like we have plenty of things in common!

Hey {name}, Here are some commonalities between Yesware and TOPO:

  • Twilio is a customer (and also an integration partner now powering our click-to-call feature).
  • We are a ISV partner, and it looks like is a client of yours.
  • Our Director of Sales, Mike Maylon is on the speaker’s list at the Saleshacker conference. He also used to work at Netsuite, another client of yours.

Most importantly, we’re focused on driving results. Customers like Twitter, Acquia, and The Financial Times have seen a 25% growth in new business using our product. Customers choose our sales technology to accelerate their sales efforts.

Let’s explore how we can work together to help your customers share the same experience our customers have had since using Yesware. I can also share with you some more customer success stories and why our market-leading product is chosen by high-growth sales teams.

When is the best time for you to connect? I would be more than happy to facilitate an introduction to Mike if that’s preferred by you.


P.s.: it looks like your session title is TBD. If there is any data/information I can help provide you to strengthen your presentation, please let me know.


Template 11 – Source

Subject: Your FDA Approval

Hi {name},

I read in the WSJ yesterday that you’re expecting to receive FDA approval for a new ulcerative colitis drug in the next few months. When that finally does happen, you’re going to want to get it into the market quickly. We recently helped another pharma company slash their packaging delivery time from 18 days down to just four days.

You can read how we did it at:

Will you be interested in a quick conversation next Tuesday? Let me know a time that might work for you.



Template 12 – Source

Subject: A few other experiments you can run to grow your email list

Hey {name},

Been a huge fan of your site since it first went up. Noticed you’ve been running several experiments to grow your email lists.

Here are a few lesser-used strategies that drive explosive growth:

– Members-only bonus area: You offer a lot of juicy bonuses to entice new signups. There doesn’t seem to be a way for existing members to also receive them right now. Think creating a members-only bonus area where existing subscribers can go to download your latest goodies would go long ways to build their long-term loyalty.- Behavior settings on your opt-in box: Noticed your opt-in box still pops up for people who already subscribed. You can use a much longer-lasting cookie to stop it from annoying your existing subscribers.

I’ve been coding for the last several years with a focus on building viral growth engines. I recently coded all the backend for RoyalSee’s pre-launch campaign: [link]. They got 10K signups in 2 weeks.

Happy to lend a hand with future projects – let me know what you think.

Final Words

As you can see, there are many ways to get in touch with your potential customers, and you’re losing out on money by ignoring the enormous potential of sales email prospecting.

You may improve your open and click-through rates by using these templates to write your sales emails properly.

We recently published a free cold email masterclass in order to further assist you to tweak and polish your sales email outreach as well as sales methods in general.

It’s important to note that these templates have been tried and are true to function. Our sales representatives utilize it frequently and with great success.