Cold emails can be very unforgiving, but they are a necessary evil. You can send out a thousand emails and get only twelve replies. However, this rate goes up drastically once you ditch generic templates and start personalizing your emails.
We have compiled 20 best cold email templates for different scenarios. Feel free to use them with modification – based on your business requirements.
But before we start discussing templates, let’s talk cold emails in general.
What is a Cold Email?
A cold email is the first piece of communication that you have with a prospect. However, cold emails are not just for salespeople. They can be for anyone who is trying to reach out to someone they do not know well.
For example, a job seeker can send a cold email to the HR department to know more about available positions.
Cold emails are supposed to benefit both the sender and the receiver. However, cold emails can also be uncertain. Why would someone open an email from someone they have never seen or heard in their life? Often, these emails can be out-of-context, irrelevant, or annoying. Email services now automatically flag most of these emails as junk or clutter. And most people clean out the junk folder even without opening the email.
But, you can avoid your emails landing into junk/spam or being trashed with some advanced knowledge of the recipient, professionalism, and understanding of human psychology. In the next section, we will share some tips to avoid spam filters.
How to Avoid Spam Filters
Writing great personalized emails doesn’t always mean that your email will make it to the inbox. Modern spam filters are sophisticated and may even flag legitimate or low-priority emails as spam. On top of that, email service providers do not disclose their rules for obvious reasons.
That is why your email subject line is so crucial. When clearing out junk, people at least glance at the subject line of the email. As a salesperson, this is where you need to focus your efforts.
You can easily understand if your emails are being marked as spam or not by looking at:
- Open Rates. If there are a lot of people opening your emails, you can be sure that your emails are not marked as spam.
- Replies. Getting replies to your emails is a sure-shot way of knowing that people are reading your emails. Getting responses also means that people are interested in what you have to say. However, getting replies to cold emails is quite rare.
- Visits to landing pages. If your email contains links to your website and people have clicked the link, you can be sure that receivers are opening and interacting with your emails.
To ensure that you avoid the spam filter, you must follow a few email etiquette. According to the CAN-SPAM Act, you need to ensure that your cold emails are following the rules. They include:
- The emails receiver should be able to identify who has sent the message.
- Use a subject line that reveals the content of the message.
- State that the message is advertising.
- Provide an easy way to opt out of such emails in the future.
Therefore, while sending bulk emails, you must:
- Segment your list. Sending out the same email to different prospects without understanding their interests is bad marketing. Furthermore, it increases the chances of emails being marked as spam.
- Use an active reply to address. When you use a no-reply email address, the communication becomes one-way and leaves no way for the recipient to get back to you.
- Use business domains. Do not send marketing emails or sales pitch emails from your personal account. Always send emails from your business email address, such as email@example.com.
Now that we have covered the basic etiquette, let’s look at the cold email templates that work like a charm.
20 Cold Email Templates
When it comes to sales, every rep has their style. You can take your time to warm up and then make a pitch, or you can be direct in your approach. Your style will depend on your audience and what you are confident with. However, before you hit the send button, make sure that your subject line is engaging.
1. Congratulate a new hire
New hires look at emails way more than senior employees do. If you are aware of someone who has joined a company and particularly in a position where they can make the decision, send them an email. Congratulate them and wish them luck in the new organization.
Subject line – Hey [Prospect], congratulations on your new role!
Many congratulations on your new role at [Company]. We have heard great things about the company.
I am working with [Your Company] and helping businesses make their [Solutions/Use Cases]. We have helped several organizations in a similar domain achieve their quarterly goals.
I would like to talk about how we can help your company achieve more and help you shine in the first few months.
Here is a meeting link if you want to discuss this in detail.
2. Ask for the right point of contact
People tend to help other people whenever possible. So, if your outreach email is asking for a small favor, you are likely to get a reply. If you ask the receiver to help you find the right person, they can either redirect you to the right person or be that person.
Subject line – [Prospect], I need a favor.
I am trying to reach the person who oversees [Job Function] in your company.
I am working with [Your Company], where we have helped companies like yours increase [Results] by [X]%.
It would be great if you can help me get in touch with the right person. Thank you for your time.
3. Offer market research insights
This cold email template shows that you have done some homework and are truly interested in the company. It also indicates that you have something that they will find useful.
Subject line – [Prospect], would you be interested in this market research?
Your last financial report shows impressive growth, particularly for a new company in this highly competitive market.
Fast-growing companies have a significant focus on [Use Case]. We have some market research data showing how different companies allocate resources to improve the process.
I believe that our report would be essential in benchmarking yourself. Let me know if you are interested.
4. Invite them to design market research.
Market research is often proprietary data. You can leverage that to expand your outreach efforts. You can ask your prospect what they want to know about their competition. It can also give more insight into your potential customer and help you start a dialogue with them.
Subject line – [Prospect], have you thought of designing your own market research?
You seem to have notable experience in performing [Job Function]. I am working with [Your Company], and we are designing a survey asking over a hundred people what they would like to know from their peers from a similar industry and in a similar role.
Let us know what questions you have in mind.
PS: We’d love to attribute you and your organization to the final report.
5. Invite them to participate in research
Another version of the previous template is where you ask your prospect to participate in a survey or research research. If you’re approaching an influential person, you can also ask for their opinion on the subject.
Subject line – [Prospect], can you help me with this report?
Would you like to participate in [Topic] survey? It will not take more than two minutes. You can also ask your team members to participate.
As soon as we have a hundred responses, we will share the initial results exclusively with you.
Note that you can also offer rewards to encourage participation. Rewards can be simply a gift voucher, free access to a software/tool/previous report, or anything your participants may value.
6. Ask for their opinion
People like to share their opinions, particularly on subjects they know. So, ask for their opinion and let them know that you would like to feature their response. Do not ask empty questions and be genuinely curious.
Subject line – [Prospect], what are your thoughts on [Topic]?
Your [Team/Department] makes up a significant part of your organization.
We, at [Your Company], conducted a survey asking buyers what they think about [Topic]. The most common response was that the person they interacted with was not knowledgeable enough.
Do you think that consumers now are more aware of the products than salespeople? Do you think that better training of your [Department] will improve customer satisfaction? Let me know.
7. Encourage them to keep up the good work
Showing the willingness to collaborate with buyers is one great way to expand your outreach campaign. You research the brand or the prospect and share a simple way to improve their profits. Share the data with the brand to help them improve their efforts. To understand this idea, look at the following cold email template.
Subject line – We miss your blog posts!
I have been a regular follower of your blog. However, it seems that you did not continue blogging after a few months of starting it. Brands often stop blogging when they do not see immediate results.
However, companies that post blogs generate over 60% more leads than brands that do not.
I really want you to continue blogging and keep sharing your valuable insights.
In the above cold email template, we mentioned the blogging activity. You can tweak it as per your prospect’s interests or field of expertise.
8. Response to a social media post
Your cold email does not need to be something out of the blue. You can interact with your prospect on social media beforehand and continue that conversation over email. Emails are great for a more in-depth discussion that could help generate new ideas and foster new connections. Here is an example template.
Subject line – Your [Social Media Platform] post was interesting!
I wanted to tell you that I read your post on [Topic] on [Social Media Platform], and it was amazing. It does establish you as a thought leader in this space.
You mentioned that [Your Product/Service] is becoming essential for [Use Case]. I was wondering how [Product/Service] for [Use Case] will become more mainstream in the future.
9. Ask for referrals
If you have a quota to fulfill, then join a group. It can be a social media group where people sell to one target market. You can reach out to other sales professionals like you.
Subject line – [Referral Partner], can you help me with a reference?
It seems that we both sell to [Target Group] in [Your Area or Region]. I often meet with other salespeople, and we help each other introduce prospects to each other. My networking group has provided me with great prospects before.
Would you be interested in meeting and talking about how we can help each other?
10. Offer introductions
You can introduce other people to your prospect. The requirement does not have to be in your domain. You can help them in a different area by connecting them with someone who can help. Both the parties will see you in a positive light. And in the future, the prospect will remember you and may reach out to you out of goodwill.
Subject line – [Prospect], would you like an introduction?
You posted a request on [Social Media/Forums] asking for introductions to people who can help with [Product/Service]. I know some experts who can help you out. Would you like an email introduction?
11. Ask for recommendations
Asking for a recommendation shows your respect for your prospect. It shows humility and that you look up to what they provide for the industry. Furthermore, it’s a simple task, and most people are more likely to help you out. Here is an example email that you can send.
Subject line – Can you help me with a recommendation?
I have been working with my team on [Problem Statement] and I often look up your blog for references. I believe that you are an expert in this domain.
[Prospect], I would love it if you can recommend some platforms for [Problem] or redirect me to anyone who does.
12. Ask for Advice
Like helping, people also like to share their advice when asked. Again, it shows humility and respect and appeals to the ego of the receiver.
Subject line – [Prospect], I need your advice.
I came across your [Social Media/Academic/Business] profile, and I’m amazed to know you’ve been working in [Area of Expertise] for [X] years. Surely you must have seen multiple advancements in the industry during this period.
I recently entered this industry and working on a new product right now. If I shared some of my market research, will you be willing to give the feedback?
13. Highlight their name when you can
You can put the name of your prospects in your publications and give them some extra footage. You can ask them to contribute to an article you want to publish or ask for a quote that you can put in the blog.
Subject line – Do you want to talk about a collaboration?
Thanks for connecting with me on [Social Media Platform]. Your career advancement in such a short time truly impressed me.
I believe that your journey can inspire a lot of people who are working in [Department].
I am currently writing on the [Subject], and I would appreciate it if you contributed to this blog. Let me know if you are interested.
14. Continue your LinkedIn interactions on email
You may have interacted with your prospect on LinkedIn. You can continue that interaction over email. The idea is to combine the power of emails and social media interactions.
Subject line – [Prospect], do you want to talk about [Topic]?
I’m really glad that you liked my LinkedIn article yesterday. I wanted to know what you liked about it. Will you be available to discuss that in more detail?
15. Congratulate the team
You can find a lot of information about your prospects online. There are plenty of success stories that you can find on their company website. Look for funding updates, or check Google News for more information. You can even dig deep into the LinkedIn profiles for more professional success stories.
When you have the right story and the time is right, use the opportunity to compliment them.
Subject line – [Prospect], congratulations!
Congratulations on the impressive [Achievement].
Your platform has always been on the cutting edge, and more consumers are starting to recognize that. I wish to see what the future holds for you.
16. Compliment them
A simple compliment will cost you nothing. You can try that when introducing yourself to a prospect. You can email your prospect saying that you liked their blog or something they posted online.
Subject line – [Prospect], Loved your [Activity/Post/Product]!
Thank you for sharing the update on [Topic]. I have been following your videos, and your brand does make great products.
I run a [Your Business Description] in [Location] and nearby areas, and I recommended your products to some of my customers. Would you like to have a look at the results?
17. Help them in their mission
If you want to make a cold outreach to CXOs, you can try this template. The idea is to offer something that helps them in their mission. Often, they provide the company the direction, and they might listen to your pitch if it genuinely helps.
Subject line – [Prospect], I can help you with [Prospect’s Mission]!
I have been following you on LinkedIn , and I firmly believe that you steer the [Department] really well.
I have always been your fan, and I wanted to know if I could help you in your mission to achieve [Results].
Do let me know.
18. Provide immediate value
You can directly offer your prospects something that they will appreciate. It may or may not be your area of expertise. But often, some simple and unbiased suggestions can help.
Subject line – [Prospect], some insights on your [Campaign/Product Feature/Service].
I am impressed by your brand’s new [Campaign/Product Feature/Service]. I have already forwarded it to some of my contacts who would be interested in it.
However, I noticed a [Problem]. It is possibly related to [Problem Category]. If you want, I can send a write-up that you can share with your [Department or Team]. I can also get on a call if it is a priority.
19. Talk to employees
Talk to employees and gather intelligence on where they are performing well and where they are struggling. You can target internal departments like finance, the back-office or the IT. Often, it is difficult to know what they are struggling with since they are not customer-facing departments. Ask them if your product or service can help them. If they like your solution, they may pass along the information to the right contacts.
Subject line – [Prospect], do you need a solution for [Challenge].
According to an informal survey, I got to know your [Department] is struggling to deploy software updates using [X].
Do you believe that improving their training in this platform will resolve [Challenge]?
20. Talk to customers and vendors of the prospect
To get a better understanding of your prospect, you can talk to their customers and vendors. They can help you make a more contextual introduction.
Subject line – [Prospect], I know the solution!
I recently had a conversation with your [Consultant/Agency/Business Partner], and they suggested that I get in touch with you. I believe you are having trouble getting the right [Software/Product/Service] for your projects.
As [Your Expertise], we have an easy fix for that. If you are looking forward to solving this problem, let us know.
Cold Emails: Tips for Success
Successful cold mails do have thorough background research. They are way more than catchy subject lines and personalized content. Hopefully, these cold email templates will help you with future messages.
Before we wrap up, I would like to share 7 tips for successful emails from Shibani, our email marketing expert, who has sent over 7 million emails to date.
- Don’t start with image-heavy emails. Focus on the content. Html heavy emails (i.e., emails with a lot of images) may land in spam or promotions folder. A text-based email will land in the inbox. CTA (Call-to-action) button is also an image – avoid that.
- Create a test list of Gmail and Outlook email ids to check whether your emails reach the inbox or not.
- Build a trustworthy relationship with the recipient. Include: company header, view in browser link, unsubscribe option, and your office address in the footer.
- Keep your email short and simple. Subject line: First two-three words reflect email content, which makes them open the email. Don’t use generic words in the first few words of the subject line.
- Try A/B Split test on your emailing list.
- It is easier to attach ppts than pdfs. While sending decks on emails, convert presentations to pdf format.
- In general, the top halves of emails get more clicks. If you want to drive link clicks, place it in the first para.
Read the comprehensive guide on email marketing best practices.
To make your email campaigns more effective and track your prospects’ interactions with your emails, you must use CRM software. If you’re looking for one, check out LeadSquared – a one-stop platform for sales execution at scale. Take a free 15-day trial.