58 Effective Sales Cold Email Templates To Generate More Leads

Sales Cold Email Templates
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Emails are indispensable to the overall operations and success of many sales and marketing teams. Following the report by Statista that 333.2 emails are sent and received daily worldwide in 2022, it’s not surprising the importance given to emails by every success-driven organization.

For marketing teams, there is email marketing, while for sales teams, we have cold email outreach that sales reps use to reach out and nurture their leads. If you have been conversant with the world of sales, then you would know that it’s no secret that cold email campaigns are powerful sales and customer relationship agents.

Sales teams create and send cold emails to their prospects, to nurture them, strengthen their relationship, and educate the prospects to ultimately make a purchase. Hence, it is imperative that your cold emails stand out and are crafted in a way that gains the attention and reaction of the recipients.

How do you achieve this while saving time and cost? The answer to this is the use of cold email templates. A cold email template is a pre-made written email template that has the exact words and structure for a cold email campaign.

Even when you think you don’t need one, using an email template could help your break the ice, speed up the sales process, and build strong relationships with your prospect. Beyond, it also helps you take out the fear of the unknown (especially if you are new to this).

In this article, we have identified some of the best and most effective cold email templates to use for your cold email outreach.

Table of Content

  • What is a cold email?
  • What is a cold email template?
  • Advantages of Using Cold Email Templates in Your Sales Emails
  • How to Write an Effective Cold Email (Using a Cold Email Template)
  • 15 Best Cold Email Subject Lines That Get You a Result
  • Direct Approach Email Template
  • Follow-up Email Template
  • Link Building Email Template
  • Best Contact/Referral Email Template
  • Offer Email Template
  • News Email Template

What is a cold email?

 cold email templates for sales

A cold email is an unsolicited strategic sales message sent to a cold contact that you have no prior contact or relationship with. You can better understand the concept of cold email with cold calls.

As a subset of email marketing, cold email unlike spam follow a strategic process that involves identifying and sending the email to the target audience who most likely fit into the criteria of users of the product/service, different from spam that is sent to a large set of people.

Contrary to bulk emailing, cold emails are more targeted, personalized (tailored to fit the needs of the prospect), sent from a professional business account, and importantly, contain neither false nor prohibited content.

What is a cold email template?

cold sales email templates

A cold sales email template as the name implies refers to a sample completed email template that can be used over and over again as a guide to creating new cold emails for targeted prospects/customers.

We all know that it can be difficult starting or doing something that you haven’t tried before but need to be perfect – this is where templates generally come in.

Cold email templates are finished pre-formatted email samples that can be used as a starting point to create new cold emails. They are mostly used by sales teams to break the ice with their prospect and build rapport with a potential customer when getting in touch with them for the first time.

It is common knowledge in cold email outreach that cold emails that drive results must have an attractive, well-crafted subject line that makes the prospect or email recipient want to click on it in the first place, and must also have a short, relatable, personalized, and engaging content that holds the prospects through to the final part.

The call to action (CTA) and email signature must also be creatively crafted with the right words and catchy visuals to reflect professionalism and credibility for prospects to click on the links. All of this can be achieved with the right knowledge and guidance from using a cold email template.

In subsequent sections, we will help you understand the benefits of using a cold email template, how to write a cold email, and samples of different cold email templates that will bring you more results in 2022.

Advantages of Using Cold Email Templates in Your Sales Emails

The biggest advantage of using cold email templates is that they make work easier and more achievable for you. The peace of mind and confidence that comes with working with something that has guaranteed results is immeasurable.

Just like a baby learning to walk for the first time with a walker, a cold email template serves as a guide for new and experienced sales reps to send sales-converting cold emails to their prospects.

Beyond this, here are some of the key advantages of using cold email templates in your sales emails.

1. Saves time

 cold call email templates for sales

Time is money for every professional, however, this means a lot more for sales reps who have very tight schedules and high sales quotas to achieve every month or quarter. So much goes on in the life of a sales rep, from calling prospects to pitching, prospecting, nurturing leads, and providing support for prospects/customers in some situations to mention a few.

When it comes to sending cold emails to cold contacts, using email templates helps sales reps spend less time writing personalized and highly engaging emails while they have more time for other tasks like following up on contacts, lead generation, nurturing leads, etc.

2. Keeps Customization Intact

 free cold email templates for software sales

Contrary to the general misconception that using cold email templates leads to boring, repetitive emails. Cold email templates in most cases serve as the starting point for writing customized email copy.

Since most of the email samples are generic, you can always customize and tailor them to fit the need and scope of your prospects at different times. From the inspiration you get from the emails, you create new customized emails from a template.

3. Keep Sales Outreach Consistent

The competition in the business environment is very fierce. There are so many companies offering the same product or service all targeting the same types of customers. In most cases, your ability to get a prospect to convert to a paying customer lies in how powerful and consistent your sales strategy is.

Consistent outreach generates better results and by streamlining the cold emailing process, sales reps can easily send more and better cold emails to win prospects over.

4. Easy to Integrate Effective Strategies in the Sales System

Every success-driven sales teams are always on the lookout for new strategies, process, and techniques that can improve the performance of the team. With many cold email templates, there are some that bring more results than others.

When a sales rep realizes this – discovers that a sales template is more effective (has a higher open, response or clickthrough rate), they can immediately pass that template on to the team, where others can use also use it to boost sales performance.

5. Easy for New Sales Reps Onboarding

sales cold email examples

When new sales reps are brought into the sales team, it becomes a lot easier to onboard them and get them to start on a good note when there are tested and proven email templates that they can use to connect with their prospects/customers.

How to Write an Effective Cold Email (Using a Cold Email Template)

So you have decided to use a cold email template to write cold emails for your prospects, but not sure of what should come before or after that. A lot goes into the success of your cold email campaign looking at the activities you need to carry out before using an email template and those that come after.

In this section, we will take you through the steps to take to write an effective cold email that converts (with an email template).

1. Identify your Qualified Prospects

 cold email examples for sales

The reality of cold email outreach is that the approach/process matters a lot. Regardless of how good your email template or email writing skills are if you fail to identify your ideal customer or determine the right prospects for your email, there is a high possibility that it will fail.

This is why the first step to writing a converting cold email is identifying your qualified prospect – the right people that your email serves to fulfill their needs. There’s no fun in sending emails to 100 contacts when you can hardly get 20 responses when you can send tailored cold emails to 30 target customers with over 20 responses.

When it comes to the success of your cold email outreach, the quality of your prospect/email recipients matters. You don’t want to send the right message to the wrong person. To ensure that your email is going to the right person, create an ideal customer profile – itemizing your prospects’ demographics such as name, company name, location, industry, company size, etc., as well as their pain points, interests, and goals.

After this, you must also look into their behavioral data from your CRM such as their activity time, engagement level with your website and social media posts, etc., to strengthen the success of your cold email templates. Anyone who doesn’t fall into this list should be removed from your list. Check out the guide for the drip email campaign.

2. Find the Right Point of Contact for Your Email

 best cold sales email examples

Now that you know how to identify your qualified prospect, the next step is to find the right point of contact for your email. You know your qualified prospect, but who’s the best person to contact? That’s the answer you will find in this second step.

If you have already identified a particular company as your ideal customer, the next important step to your email success is identifying the appropriate person to contact – the decision maker. You can go about this by checking the prospect’s company website or social media accounts like Linkedin to check the profile of their employees.

Other ways to find the right person to contact in an organization are:

  1. Checking the company’s ‘About Us” page.
  2. Use a company database, like ZoomInfo to find contact.
  3. Call the company to ask for the appropriate person.
  4. Check the annual reports of the company to find top-level executives and influencers.

3. Choose the right email template

 email templates for cold email

There are so many email templates available for you to use for your cold email outreach. The focus in this case should now be on which template to use to achieve this goal. Ask yourself the following questions to help you choose the right email template for your outreach.

  1. Do I have the right contact person? If not, consider using any of the referral templates.
  2. Is my contact likely to be super busy? If yes, consider using shorter email templates. If that still doesn’t work, use event-based templates
  3. What tone does my company use as a whole? Depending on the tone your company uses, find a template that matches the tone or customize the template to match
  4. How competitive is my industry? If very competitive, consider using social proof, benefit/value proposition templates, or mentioning a competitor.
  5. What is my average open rate? If you struggle to get a good email open rate, consider asking questions in your subject line or using a no-ask-providing value template.
  6. What is my goal? Depending on what your goal is – make sales, increase reply rate, encourage repeat purchases, etc., find an email template that best matches this goal.

4. Always customize the subject line and body content of your cold email template

 effective cold email templates

One thing many sales reps must understand when using an email template is that it serves as a starting point or a guide to writing your own customized cold email. This is not a time to copy and paste the template to your prospects.

Instead, you must customize your subject line to fit into the scope of your email purpose and work on the body content of the email by tailoring it to fit the needs of the prospective customer. Consider using your first name in the greeting and subject line to create familiarity with your prospect.

For the subject line, consider personalizing the subject line by mentioning something that closely relates to the prospect or a topic of interest or experiment by asking questions in the subject line. For the body content, introduce yourself and personalize by stating the purpose of your email with a key emphasis on the value proposition and their pain point.

5. Follow up with them until you get a rejection response.

 cold email templates for sales

The final step to writing effective cold emails that convert is staying consistent with your follow-ups. The overall goal of sending follow-up emails is to stay visible and be at the top of their mind till they are ready to make payment.

Unless you get a response or a message from them instructing you not to send them a message or their lack of interest in your email, be consistent with your follow-up emails.

However, be careful not to choke them with your email by sending them 1o follow-up email in two weeks or one day. Instead, spread it across and only send in three to four days intervals by sending them twice a week or four times in two weeks.

You must take note that when sending these follow-up emails, you use a different call to action for different emails. This way you can get them to give a response much faster.

15 Best Cold Email Subject Lines That Get You a Result

The email subject line is one of the most important (if not the most important) elements of a cold sales email. Imagine spending hours writing a cold email that never gets opened, painful right?

This is why you need to dedicate time to craft a clear, catchy, and effective subject line that won’t only get you noticed by your email recipient, but also gain you a good open rate.

If you are looking to improve your cold email outreach open rate, give the following proven subject lines a try

  1. “{Mutual Connection} recommended I get in touch.”
  2. “Hi {Name}, {Question}?”
  3. “{First Name}, Here’s {X} tips/ideas for {pain point}”
  4. “Nice to Meet You, {Name} “
  5. “Did you get what you were looking for?”
  6. “Can I Help?”
  7. “Our next steps”
  8. “Feeling {Insert emotion}? Let me help”
  9. “If you are struggling with {Coomon pain point”, You are not alone”
  10. “Quick Request”
  11. “Trying to Connect”
  12. “Should I stay or should I go?”
  13. “Where is the love?”
  14. “Permission to close your file?”
  15. “Requesting a meeting on {Day}”

Direct Approach Email Template

Direct approach email templates are sent directly to the recipient’s inboxes or getting in touch through a mutual connection. In most cases, sales reps combine direct and indirect emails to help them connect with their prospect and nurture them to conversion.

An outline of some of the best performing types of direct approach email templates;

1. The “startup” technique

Subject line: {First Name}, do you need help with {sales problem}

Email Body:

Hello {First Name},

Has your sales team been struggling with {sales problems}?

I am the sales coordinator at {X company} and I’m currently working with dozens of companies from your field, like [Examples of companies] to make sure their [sales problems] are resolved on a daily basis because of our [SaaS Solution].

Trust me, I know you might not have an easy day as the {Position of prospect} and your schedule might be as busy as it gets, but how about we settle for a quick call for later? We might get to the bottom of this and eradicate the problem forever.

Please let me know the exact time and day to have this resolved.

Best Regards,

{Your Name}

2. The “helpful” technique

Subject line: {First Name}, Are you struggling with {improving sales performance or other sales problem}

Email Body:

Hello {First Name}

What’s your biggest sales challenge? Are you having a hard time {problem}?

Over the past few months, we have noticed this issue among many companies in your field. If you’re in the same boat, then lucky for you because I would like to help you out.

Kindly send me an email about your availability for a meeting and I’ll be happy to share my solutions with you. Looking forward to your response! Have a great day!

Regards,

{Your Name}

3. The “Attention-Grabbing” technique

Subject line: {FirstName}, thinking of your engagement metrics?

Email Body:

Hi {FirstName},

I am {Your Name} from {your company name}. I just took a quick look at your site and noticed that {prospect’s company} looks similar to many of the SaaS clients that we help every day.

Judging by the engagement metrics of your competitors, I would love to schedule a meeting with you to get insights on how you’re measuring your engagement and share some insights we’ve learned along the way toward understanding the story behind your business.

Let me know what your calendar looks like, and I would be happy to set something up.

Thanks,

{Your Name}

4. The “direct” technique

Subject line: {FirstName}, Are you up for a 70% increase in your top-line revenue?

Email Body:

Hello {FirstName},

What would it mean to your top-line revenue if you saw a 70% increase in contact rates, a 50% improvement in closes, and a 40% increase in quota-hitting sales reps? Let’s find a few minutes to talk about how {your company name} is providing these results to our clients.

I’m available tomorrow {insert time you’re available}. Can we sync up? Looking forward to your response!

Best Regards,

{Your Name}

5. The “short and sweet” technique

Subject line: {First name}, it was nice to meet you

Email Body:

Hi {First Name},

It was nice to meet you at {name of event/occasion}}. I loved learning more about {the topic of discussion}.

I’m really interested to learn more about your role as {Job title} at {Company}, as {Reason why you’re interested}. If you have time in the coming weeks, I’d love to schedule a meeting and hear more about {the subject of interest}.

Looking forward to your response!

Best Regards,

{Your Name}

6. The “problem solver” technique

Subject line: {First name}, Can we help you achieve {goal} too?

Email Body:

Dear {First name}

In working with other {job title}s, one of the key issues they’re struggling with is {key issue}. This past year we helped numerous companies to {business goal}, resulting {result e.g. save cost, double revenue, or increase productivity}.

If this is something you’re challenged with too, let’s set up a quick call. I have some ideas that might help.

All the best,

{Your Name}

7. The “Curiosity” technique

Subject line: {First name}, Loved your product!

Email Body:

Hi {first name},

I found your organization on LinkedIn and think your product is fantastic. Your vision – {company vision} on your website intrigued me so much that I decided to reach out with a proposal.

How would you feel if we can help {prospect company} achieve that vision while you handle other mission-critical activities? Here’s an interesting read on how {your company} can achieve that – {Link to blog post/case study/whitepaper}.

Do you have 15 min to discuss this further? If yes, feel free to book a meeting with me by clicking here.

Thanks!

{Your Name}

8. The “Ideas” technique

Subject line: A few ideas, How can you boost sales?

Email Body:

Dear {FirstName},

My name is {your name}, i am the {job title} at {your company}. We specialize in working with companies like {names of competitors} to boost their sales.

I’ve already started looking at {Company name}} and I have a few ideas about how you can drastically increase your {type of sales}. For example, {how you can help with existing issues}. I have a lot more ideas that may be useful for you. Do you have time on {Date and Time} for a 15-minute call?

All the best,

{Your Name}

9. The “content” technique

Subject line: {Name}, Great Article – {Blog Article name}

Email Body:

Hi {FirstName},

The article you shared on your blog yesterday addresses a challenge that I’ve heard two sales managers mention this week.

Your unique perspective would be beneficial for them to hear. We help sales execs improve their rep’s success with a similar approach. Do you have 5 mins to speak on Wednesday or Thursday afternoon this week?

Looking forward to a positive response from you!

Best Regards,

{Your Name}

10. The “Benefits” Technique

Subject line: {Name}, {Value Proposition }

Email Body:

{FirstName},

In working with other {Industry or Position}, one of the key issues they’re struggling with is {Insert key issue or problem}. This past year we helped numerous companies to {business goal}, resulting {result e.g. save cost, double revenue, or increase productivity}.

If this is something you’re challenged with too, let’s set up a quick call. I have some ideas that might help.

All the best,

{Your name}

11. The “Competitor Just did” technique

Subject line: {Prospect’s Competitor}’s {Trigger Event}

Email Body:

Hi {FirstName},

I’m sure you heard {prospect’s competitor} recently {trigger event}.I think now would be the perfect time to make a move to take some market share from them.

They’re probably really busy with {trigger event} and aren’t thinking as much about {the category your product/service is in}. I have some ideas on how you could take advantage and achieve {business benefit}. Do you have 5 minutes tomorrow morning to chat?

Thanks,

{Your name}

12. The “elevator pitch” technique

Subject line: {First Name}, this is perfect for you!

Email Body:

Hi {First Name},

I know you’re probably busy so I am going to make this fast. I want to ask you a simple question: {insert question pertaining to your services here}?

Well, that is exactly what we at {XYZ} aim to resolve for our customers. The reason {insert product name} will be a perfect fit for you is because {mention all the reasons, but keep it short}.

The majority of our customers have mentioned {add a specific metric that shows how customers’ life changed after using your product/service} after using our services.

Is this something you are interested in? If yes, Let me know and I will set up a personal product demo call for you.

Have an awesome day!

Best,

{Your Name}

13. The “Connecting with an industry leader” technique

Subject line: {First Name}, this is perfect for you!

Email Body:

Dear {First Name},

I came across your profile on LinkedIn whilst {mentioning how you came across their profile and why you were searching up such individuals}.

I have to say this right off the bat: I really admire the work you’ve done at {company} and how you’ve improved {what they’ve done}. Your background and experience are extremely impressive and I truly believe I could learn so much from a professional like yourself.

I am sure you are an individual that {insert pain point(s)}. Well, what if I told you that you could {insert a solution to the pain point}?

Let’s set up a quick call so I can introduce {insert product/service name}.

Have a great day!

Best Regards,

{Your Name}

14. The “mutual connection” technique

Subject line: {mutual connection} recommended we get in touch

Email Body:

Hi {FirstName},

{Mutual connection} recommended we get in touch. I work for a company called {company name} that does {XYZ}.

In thinking about your role at {company}, I thought there might be a great fit for your group.
Our {product name} has been extremely well-received in the marketplace and I think it’s something that might be helpful for you!

Do you have time to chat next week? Please let me know so we can get on it with it

Best Regards,

{Your Name}

15. The “Common group” technique

Subject line: {FirstName}, can I have 5 minutes of your time?

Email Body:

Hi {First Name},

I hope you are having a great week!

I recently joined the {Insert group name} and saw that you are an active member of the community. I have seen some of your comments on their posts and I must say you are quite knowledgeable in your field.

After taking a look at your LinkedIn profile, I have a feeling that you would benefit greatly from our {Insert name of your tool}. As you know, the sales field is one that requires constant communication with clients and prospects.

Automating your sales tasks and outreach will do you wonder! Trust me on this one! If this looks like something you want, please let me know and we can have a quick chat about this.

I’ll be more than happy to walk you through how exactly {insert solution offered} will help you and boost your profits.

Best Regards,

{Your Name}

16. The “I saw your website” technique

Subject line: {First Name}, love your website!

Email Body:

Hi {First Name},

I am {Your Name}, a {Marketing Consultant} from {XYZ}. I came across your website through {mention source}, and I absolutely loved the [UI and UX] of it.

I was wondering if you would be interested in {mention your services}, as I think you could double your sales with {mention the benefits of using your services}.

I am attaching a few links that will help you understand how exactly we do this:

  • {Link 1}
  • {Link 2}.

Let’s schedule a quick call so I can further explain this to you. I will make it worth your while!

Best,

{Your Name}

17. The “Requesting an Informational Interview” technique

Subject line: {First Name}, I’d love to meet with you!

Email Body:

Hello {Name},

I hope you’re doing well!

My name is {Your name}, and I’m a {job title} with {Company name}. I really admire your {work/experience} with {outlet}. I’m interested in finding out more about {area} myself and was hoping you’d be willing to provide some insights from your experience.

If you’re open to it, I’d love to buy you a cup of coffee sometime soon so I can ask you some questions and learn more about you and you’re {journey/career path}.

I understand your schedule may be busy, so I’m also happy to pass along some questions via email if that’s easier for you.

Looking forward to hearing from you, [Name]!

Best wishes,

{Your name}

18. The “Sharing valuable ideas” technique

Subject line: {First Name}, Are you looking to improve your sales and lead generation

Email Body

Hello {First Name},

I came across {prospect’s company name} recently and went through your website to help me better understand what you do. Interestingly, from what I saw, I got an idea of how you can enhance your business development efforts and accelerate sales and lead generation.

From my research, I found over 16,000 people on Linkedin with the title {designation} in the US alone. Imagine that you can find a super easy way to;

  1. Collate a list of these {designation} who are potential prospects for {prospect’s company}
  2. Find accurate contact information for these prospects and
  3. Reach out to them in a personalized and targeted manner to talk about how {prospect’s company} can help them

{Your product} is a tool that can help you solve the 3 challenges outlined above to deliver new prospects on a consistent basis. If that sounds useful, would you be interested in a quick call/ or a free trial to help you get started?

Best,

{Your Name}

19. The “Upfront” technique

Subject line: Double your Revenue!

Email Body

Hi {FirstName},

My name is {your name} and I’m with {your company}, a {what you do}. Over the past 10 years, we have worked with venture-backed startups to Fortune 500 companies like {names of companies you’ve worked with}.

We take a different approach to grow companies and aren’t like {other companies in your competitive niche}. We move quickly and if we don’t think we can kick butt for you, we’ll be upfront about it.

Are you free for a chat this week or next about marketing? If so, I’ll be available at {insert two times}.

Best wishes,

{Your name}

20. The “personalized demo” technique

Subject line: {First Name}, Check out this personalized demo for {prospect’s company}!

Email Body

{FirstName},

I love {prospect’s company} and I’m also a big fan of your blog. I work with companies like {prospect’s competitors} and help them {key benefits}.

Here’s an example of {give an example}. Just wanted to email you and see if {prospect’s company} might be interested in a {similar type of solution}. I made a demo for you based on {what it was based on} to show you what it might look like. {Insert the demo attachment} Is this something you guys would be interested in?

Please let me know so we can fix a meeting to discuss this properly.

Thanks,

{Your name}.

21. Reaching out to a prospect using your competitor

Subject line: Alternative to {Your Competitor name}

Email Body

Hey {FirstName},

Just ran across your website and I notice that you are using {your competitor}. How are you liking it? We have built a {service you provide} called {your product}.

It is similar to {your competitor} but only more simpler and powerful to use. If you are up for it, I would love to jump on a quick call to get your opinion on how we can improve {your product} and check if it makes sense for us to work together.

Would {date and time} be a good time for a call? [If not, I am flexible. Just give me buzz anytime]

Thanks,

{first name}

22. Offering a sales plan

Subject line: Give me 15 minutes & get a plan to achieve {X number} of sales.

Email Body

Hey {First name},

I hope this email finds you well. I have an idea that could enhance your company’s sales to {X number}. And to explain this to you I will need only 15 minutes of yours.

Let’s connect this week whenever you’re free.

Thanks,

{Your name}

23. Benefits of using your platform

Subject line: 3 ways we can benefit {Prospect’s company name}

Email Body

Dear {First name},

Thank you for connecting and giving me your time last week. After our conversation, my team and I have drafted some ideas on how we can benefit your brand:

  • {mention the benefits}
  • {mention the benefits}
  • {mention the benefits}

I would love to chat with you and help you deeply understand each one of them. Let me know when it will be a good time to connect again.

Thanks,

{Your name}

24. The “Cold email” template

Subject line: We can make your {task} easier!

Email Body

Hi {First name},

I am {Your name} from {Company name}. Our company helps platforms like yours to {one liner about your product}.

I want to connect with you to understand how you operate in this area and how our solution can simplify the process. Would you like to connect tomorrow around {time}? Looking forward to our meeting.

Thanks,

{Your name}

25. The “PAS” [Problem, Agitate, Solve] Method

Subject line: We have a solution to your {negative review} problem.

Email Body

Hi {first name},

I am {Your name} while conducting my market research, I noticed some {negative reviews} on your {mention the platform. E.g. social media platform, website, etc.}

Managing and resolving the issue can become troublesome without using the right tools, and I am sure you must be putting in your best efforts to fix it ASAP.

I want to introduce you to {your product/service} {write one or two lines regarding your product}. Would you like to know more about our solution and how it can work best for you?

I would love to connect and explain it to you. Let me know if you’re interested.

Thanks,

{Your name}

26. The “AIDA” [Attention, Interest, Desire, Action] method template

Subject line: Our solution can be a solution to your problem.

Email Body

Hi {first name} from {Your company}, What if I told you that we could help you improve your {mention the problem} by {X} number? Sounds too much?

Over the past few years, we have closely worked with companies and helped them achieve this number. Here is social proof of that {add a link to any case study/report} {Our tool} helps to achieve this number and cancel out the unwanted steps in the process, making it easy and effective.

I would like to connect and explain how our solution can be a solution to the problem you’re currently facing. Let me know if you’re interested.

Thanks,

{Your name}

Follow-up Email Templates

Follow-up emails are essential in any cold email campaign [sequence]. The reality of sending cold emails is that it could be very challenging to get the prospect’s attention on the first try. Usually, you would have to send 1-3 follow-ups to get a response from your prospects. Although you need to keep the communication very light

A simple reminder in your follow-up email can prompt them to reply to you. The following follow-up templates will help you to achieve this goal.

27. The first follow-up (step 1)

Subject line: Hello {First name}, Remember me?

Email Body

Hi {First Name},

I emailed you a few days ago about {insert content of email}. I understand that you might be busy. Did I mention we offer a [14-day free trial] with no commitments whatsoever?

You can sign up for our trial [here], in case you wish to try out our software to ensure you are making the best choice for yourself. Let me know how it goes.

Feel free to contact me with any questions you may have.

Best Wishes,

{Your Name}

28. The second follow-up (step 2)

Subject line:{First Name}, any update on our discussion?

Email Body

Hi again, {First Name},

Hope you’re having a great day. I wanted to reach out to ask you if there were any updates in regard to the previous email I sent.

I know this email has probably gotten lost in the shuffle, so I really hope you see this one. Just to reiterate, {add content shared in the first two emails but keep it short}.

Please let me know if you have an interest in our software so we can take this communication forward.

Best,

{Your Name}

29. The third & final follow-up (step

Subject line:{First Name}, let’s cut to the chase!

Email Body

Hello {First Name},

I know this is probably getting a bit intrusive. I wanted to reach out to you one last time. Let me know if you are interested in {mention what was offered}.

If I don’t hear back from you, I’ll assume the timing wasn’t right or you have other better offers. If in the future, you would like to use our services feel free to reach out to me.

Wishing you the best.

Cheers,

{Your Name}

30. Using Free or Trial Version

Subject line:{First Name}, What next?

Email Body

Dear {First Name},

How are you finding {your product} so far now that you’ve tested it pretty well?

You’ve locked down the basics of getting {{your product}} to work for you – A, B, C. A few tips I thought you might find useful.

  • Tip 1
  • Tip 2
  • Tip 3

I’d love to hear how we’re meeting your expectations. If there’s anything that you haven’t found compatible yet, do let me know.

Best,

{Your Name}

31. Follow up email template for when prospect opened the email but never reply

Subject line: Resources used by {competitor 1} and {competitor 2}

Email Body

Hi {First Name},

Following up on my previous email, as they have a tendency to slip through the cracks.

At the very least, I wanted to provide you with the top resources that your peers at other {prospect’s industry} companies found helpful: {Helpful link} {Case study}

Just book some time on my calendar here: {Meetings link}

Best,

{Your name}

32. Interest-based Value Template

Subject line: {First Name}, Here’s an interesting read

Email Body

Hi {First Name},

It’s been a while since I heard back from you. Interestingly, during this gap, I read a blog that I found extremely insightful. Here’s the link {URL}.

Hope you find it as interesting as I did.

Thanks,

{Your Name}

33. Solution-based Value Template

Subject line: {First Name}, This {Blog/case study} on {topic} could be a great value add to you…

Email Body

Hi {First Name},

When I got hold of this {Blog/case study/whitepaper} on {topic}, I got reminded of your recent speech at the {event}.

I felt this would be a great value add for your business and hence thought of sharing it with you. Do not hesitate if you need more such resources from my end. I would be happy to help.

Regards,

{Your name}

34. Importance-based Value Template

Subject line: {First Name}, Heard this in {event}

Email Body

{First Name},

Recently, I attended {event} where {name of the speaker} spoke about {topic}.

I understand {topic} is of primary importance to you and your organization. I captured all the important notes and have converted them into a doc (attached herewith).

Hope you find it useful.

Regards,

{Your Name}

35. Following up after a phone call and email

Subject line: {First Name}, this blueprint needs your approval

Email Body

{First Name},

Firstly, thank you for giving me your time and connecting with me. After our conversation, my team and I brainstormed ideas that would work for you.

I have made a blueprint, and I would like to discuss that with you. Let’s connect this week and discuss the actionable or any other input you would like to add.

I am looking forward to connecting.

Thanks,

{Your name}

36. Request to follow up later

Subject line: {First Name}, Is this a good time to talk?

Email Body

Hi {First name},

The last time we spoke, you wanted me to get back to you after a while. Our conversation ended on {topic}. I am just following up to know if it would be a good time to discuss this now.

I am sharing the proposal file, and I would be happy to recap our previous conversation as well. Let me know a suitable time to connect with you.

Thanks,

{Your name}

Link Building Email Template

Link-building email template is the ideal email to choose to connect with marketers within the same niche. These emails have higher chances of success. Below are some effective link-building templates that you can use to build your network.

37. Sharing resources template

Subject line: {First Name}, {Resources} for you.

Email Body

Hello {First Name},

We founded our business back in {date of founding} which means that we’ve had a lot of time to learn the ins and out of {type of business you’re in}.

I wanted to use this as a time to shoot you some ideas that you could implement in your business. I’ve compiled a document of resources including tests that we’ve run on our website and blog posts containing information about our business that will hopefully give you the inspiration you need to get started on the right foot.

You can find those resources here: {Link to resources}

Cheers,

{Your name}

38. Case Study Template

Subject line: {First Name}, I just found this treasure

Email Body

Hi {first name},

I just received this awesome case study in my inbox today that revolves around {the prospect industry}. Here is a quick summary of this case study – {Summary}

If you’re interested, I also have a few ideas that we can build on top of this case study that will be quite useful to your business.

Are you available for a quick call tomorrow? If yes, what time works?

Thanks,

{Your name}

39. The “newsletter” reply technique

Subject line: {First Name}, did you hear about this?

Email Body

Hi {First Name}!

Thank you for being a loyal subscriber and reader of our monthly newsletter. I recently discovered this {insert resource/link} and thought it was extremely helpful.

I would love to hear your thoughts on this!

Best,

{Your Name}

40. The “Influencer Outreach” template

Subject line: {First Name}, You’re awesome, let’s collab!

Email Body

Hey {FirstName},

Hope you are doing great. I have been a big fan of yours since I saw you speak at {some event} about how you turned down a $xxxxxx job offer at {some company} to start your own company with $yyyyy in your bank account and grow it to where you are today…it was so inspiring.

I was wondering if you will be interested in being a headline speaker at {your conference}, an annual startup conference for B2B startup founders. You can set up a recruiting booth at the event if {prospect’s company} is hiring or just spread the Marini gospel, but I will do whatever it takes to make speaking at {your conference} worth your time and easy for you.

I can give you a more in-depth run down if you had like: here is a gist of it {link url}

Best,

{first name}

41. The “article backlink” template

Subject line: Your article + Our blog = Great insight

Email Body

Hi {first name},

I hope you’re doing well. I know you might be busy, so I’ll make this quick. Our recent blog is in tune with the services you are offering.

We think our blog will provide your reader with great insight about the {topic/something related to the blog}. It would be great to link our blog {your blog link} to your latest article {their article link}.

Let me know your thoughts about this!

Thanks,

{Name}

Best Contact/Referral Email Template

In cold email outreach, a lot of things come to play to achieve success in your email campaign – the first, is never being shy to clarify confusion, and the second, is the power of recommendations.

In most cases, after failing to get a response from sending multiple emails to a prospect, you suddenly realize that you could have been sending your email to the wrong person. This is where the best contact email comes to play. It affords you the opportunity to get in touch with the right person.

The referral email template helps to break the ice with the prospect and get them to give you an audience if you are a stranger to them. The following are the best examples of contact/referral email templates.

42. The “right direction” template

Subject line: Looking for the best contact in {name of the company}

Email Body

Hi there {First Name},

I was wondering who would be the best person to contact from {insert name of the company} with regards to {insert issue}?

Have you been facing the same issue? I’m working at {XYZ} and I can tell you that numerous organizations have this problem.

We’ve helped {names of companies you’ve worked with} in dealing with [email marketing – example solution] and they’ve all had a great time working with us. {Insert some numerical data if possible}.

My question is, are you the right person to talk to about this? If yes, then can we set up a quick call sometime? Or if not, can you message me the contact info of the right person?

Thanks!

{Your Name}

43. The “scaling customer acquisition’ template

Subject line: {FirstName}, Looking to reduce your cost per acquisition

Email Body

{FirstName},

One of our clients was able to acquire about 6,000 customers at half of their target cost per acquisition number. Is this something that might interest you right now?

If so, can you point me in the direction of the person that handles this?

Thanks!

{Your Name}

44. Connecting based on an Online profile

Subject line: {FirstName}, need your help!

Email Body

Hi {FirstName},

My name is {my name} and I head up business development efforts with {my company}. We recently launched a new platform that {one sentence pitch}.

I am taking an educated stab in the dark here, however, based on your online profile, you appear to be an appropriate person to connect with … or might at least point me in the right direction.

I’d like to speak with someone from {company} who is responsible for {handling something that’s relevant to my product}. If that’s you, are you open to a fifteen-minute call on {time and date} to discuss ways the {company name} platform can specifically help your business?

If you are not the right person to contact, can you please put me in touch with the right person? I appreciate the help!

Best,

{Your Name}

45. An introduction email template

Subject line: A little Introduction

Email Body

Hi {First Name},

I am {Your Name} from [XYZ], and I work as an {insert job title}. I would love to be introduced to {insert person’s name}, from {insert company name} as I believe this person could be a valuable prospect.

I saw that you are connected to them on LinkedIn. I am unsure of your relationship with them but would love for an introductory conversation with them.

Let me know if this is alright with you. Thanks in advance!

Best,

{Your Name}

46. Getting past the gatekeeper

Subject line: Quick Question, {First Name}

Email Body

Hey {First Name},

I am {Your Name}, from {ABC} and we specialize in [email marketing solutions]. I was going through your website and I feel like your organization would benefit greatly from using our tools.

Can you direct me to the right person that I can speak to further about this? Thanks in advance for your help! Have a great day!

Best,

{Your Name}

47. The ‘Good Fit: template

Subject line: {First Name}+{Your company} will be a good fit

Email Body

Hi {FirstName},

I hope this note finds you well. I’ve been working for a company called {my company} that specializes in X, Y, and Z. In thinking about your role at {company}, I thought there might be a good fit for your group.

Our {product name} has garnered a lot of attention in the marketplace and I think it’s something that your organization might see immediate value in. Can you help me get in contact with the right decision-maker?

Thanks in advance for your help!

Best,

{Your Name}

48. Thank someone for a recommendation

Subject line: {First name}, we got a friend in you!

Email Body

{First name},

Indeed, we have a friend in you. We want to thank you for recommending {Friend’s name}. We contacted {him/her} and had a healthy conversation regarding the issue the company was facing.

Now, we are working together on the solution using our platform. Your recommendation was really useful. If there is any way we could help you out, let us know.

Thanks,

{Your name}

49. The “word of mouth” intro technique

Subject line: {initial contact} told me to get in touch with you.

Email Body

Hello {First name},

I just had an exciting conversation with {initial contact}, who directed me to you.
I noticed that {prospect company name} is being plagued by issues like

  • {pain point 1},
  • {paint point 2},
  • {pain point 3}…

{Product name} can help solve these issues rapidly, and even {initial contact} strongly believes in it. However, he also pointed out that you are the person who can take a call on this and suggested we have a chat.

Can we have a quick 5-10 minute call next week to explore our solution to these challenges?
Shoot me an email, and I will fix a call at your convenience.

Warm regards,

{Your name}

50. The “referral” technique

Subject line: {First Name}, let’s talk

Email Body

Hey there, {First Name}

{Name of person that referred them}, gave me your contact information during our conversation {add some details about why the initial person shared their contact information}.

{Introduce yourself} I understand that you might be facing issues with email marketing, and I am the right person that can help you out with this. We specialize in email marketing tools that are used by thousands of business professionals like yourself.

I am sharing some resources with you to help you understand what exactly we do:

  • {Resource 1}
  • {Resource 2}

Let’s set up a quick call to walk you through how exactly we can help you. Have an awesome day!

Regards,

{Your Name}

Offer Email Template

The idea of an offer email is to give the prospects freebies and offers to capture their attention, move them to take action, and try out your product. Below are some of the best offer email templates that you can use for your email outreach.

51. Discount offer

Subject line: {First Name}, We have a special offer for you.

Email Body

Hi {First name},

Firstly, thank you so much for being a part of our journey. It fuels us with motivation to know our product is creating value in your business.

We have a special offer for you today. {Mention the offer with start and end date}. You can claim the offer by replying to this email or connecting with us over the telephone to get more details.

I hope you enjoy the complete benefits of this offer.

Thanks,

{Your name}

52. Free trial to customers

Subject line: {First Name}, Here is an exclusive offer for you!

Email Body

Hi {Name},

How are you today?

I have a very exclusive offer for you, and I hope you like it. As our team has developed an updated version of our current services, we are offering you 7 days of free access to our updated version of the platform.

You can use the platform in your best interest, use all the newly added features, and share any ideas/loopholes.

We would love to hear it. Your time is ticking. Take action now! To get access, reply “I am interested” to this mail.

Thanks,

{Your name}

53. Congratulating someone on their new role

Subject line: Congratulations from {Your company name}.

Email Body

Dear {First Name},

Big congratulations on your new role! I think you’re perfect for the position. I got to know about your achievement on {mention the platform}, and I am super excited as you unfold your new journey.

Happy to see you thrive.

Warm regards,

{Your name}

54. Post/blog/article appreciation email

Subject line: {First name}, you’re such an amazing writer

Email Body

Hello {First name},

While doing my market search, I came across your {blog/post/article}, and I must tell you it’s well written. You very well covered the topics, especially {any particular point you liked that most} was very insightful.

Lately, I have been working on the same subject. I would like to connect and have a healthy conversation about it. Let me know if you will be interested in a quick meeting!

Thanks,

{Your name}

News Email Template

The news email template is useful to start a conversation with your prospect over industry news or your company’s news. This helps to break the ice with topics or issues of common interest and build relationships with the prospects. Below are some good examples to look out for

55. Sharing news about your organization

Subject line: {FirstName}, did you hear about this?

Email Body

Hey there, {First Name}!

How’s it going? Cue the drumroll!!!! We have some exciting news to share with you! {mention your news over here}.

We have been eagerly waiting to share this with everyone! (If your news can be propelled in the direction of a prospect/customer using your product then add the line below). We are beyond thrilled and can’t wait for you to try out our new feature!

  • {Sign up link} Or
  • {Log in page link}

Let us know what you think! Would love to hear your feedback.

Best,

{Your Name}

56. The “new product launch” technique

Subject line: Great News {FirstName}, {Name of product} is live!

Email Body

Hi there {First Name},

We have some exciting news to share with you! We have been working on this product tirelessly for months on end now.

Our software engineers have literally been burning the midnight oil to come up with the new and improved state-of-the-art {insert name of software}. We want our users to have the best experience possible when using our software.

Keeping in mind all the feedback we have received from previous customers, we have put together a new and revamped version of {insert name of software}. You can use your previous account’s email address to log onto this one.

We aim to continuously provide our users with top-notch services, so any feedback from your end is welcome.

Best Regards,

{Your Name}

57. Connecting over industry news

Subject line: {First name}, have you read the latest industry news?

Email Body

Hi {First Name},

I am {Your name} from {Your company}. We connected over {event/social media/call}.

Did you hear about the latest changes [in the market]? I feel such changes have a significant impact on us. Being in the same industry, I would love to know your views regarding it.

Let’s discuss it over a Zoom call. You can pick your convenient time here [link]

Thanks!

{Your Name}

58. New product feature launch

Subject line: Reaching right from our desk to yours!

Email Body

{First name},

We are so thrilled to inform you that our new feature {explain the feature} is now live! Using this feature, you can:

  1. {Mention benefits}
  2. {Mention benefits}
  3. {Mention benefits}

You can log in to your account with us and start using this feature. Let us know if you face any difficulties. We would be happy to help you.

Thank you,

{Your name}

Sales Cold Email Templates: The Bottom Line

Writing the best winning cold email template is never an easy task. However, it is unachievable, with the right information about your clients, your goal for sending the emails, and the right selling skills, you will do justice to your email campaigns. The above templates are pre-made effective templates that can get you started.

For the best performance, always ensure you always consider your field and your prospect’s field of interest with other factors important to your company and prospect when reworking the templates.

All the best!