5 Simple Steps to Write Cold Emails That Get Results (Free Templates Included)

What is a Cold Email?

A cold email is like knocking on the door of your new neighbor for the first time. It’s a friendly introduction to someone who doesn’t know you yet. It’s your opportunity to reach out to potential clients who have no idea about your brand. These messages might be a bit unexpected, but if you do them right, they can make a huge difference. So, why does a cold email work?

• Deliverability – First of all, your email has to get to the right inbox. So, you must use best practices and ensure that your sender's reputation is spotless. That’s how you make sure your message gets to the right people.
• Targeting – Do your homework. If you do your research and break down your prospects based on what they care about, you’ll be ahead in the game.
• Appeal – Writing a cold email isn’t just about stringing sentences together. You have to be able to hook your reader’s interest and pull them into your message.
• Value –The truth is that you have to bring something valuable to the table. When you provide a solution to the problem of a decision-maker or point out some benefits, you can make your email stand out. This gives them a very good reason to engage with you.

How to Prepare Your Cold Email Campaign

Before you start preparing for a cold email campaign, you'll have to figure out the technical stuff. This includes picking the right email provider, adjusting your settings, getting a good email list, and choosing an outreach tool that works for you. But let’s skip the basics for now. We’ll assume you’ve already sorted those out. 

What really matters is how you approach it. If you get those right, your cold email campaigns will definitely succeed. 

Establish a Goal for Your Cold Email

Before you start your cold email campaign, remember that it must be simple and measurable. You might have a big goal, but for your campaign, you need to be specific. So, rather than saying, “I want more sales,” try to set a clear goal. So, you can say “I want to increase my sales by 15%.”

Select the Right Audience

In a cold email outreach, you must know who you’re talking to. You have to target the right people. And those people are the ones that genuinely need what you’re offering. That means you must dig into who they are: their industry, their role, their company, and, most importantly, what their challenge is. 

You can use segmentation to help tidy up the email lists and make sure you’re reaching the right people. And don’t forget to keep those lists valid and up to date.

Step-by-Step Guide to Writing a Cold Email

1. Researching Your Prospect

Like we said earlier, your conversion rates depend on how you can get people to actually care about what you’re saying. If you have the right email addresses, the real magic happens when you figure out their pain points and create your content around that. Ask yourself what tools or plans could solve their biggest headaches. This means that you have to figure out what your value proposition should be, which is like the beating heart of any good, cold email. If you can nail that, you’re halfway there.

2. Personalizing Your Message

You should try to do a little search on your potential clients rather than sending one-size-fits-all messages to a thousand people. That doesn't work anymore. When you start with a personalized email introduction, you’re not just another message in the inbox. You’ll become interesting, worth reading, and more likely to get a response. 

If you think about it, when you get a bland, one-size-fits-all email, you are most likely to delete it without thinking. But when someone takes the time to make it personal? It makes you pause and maybe even reply.

3. Keeping Your Email Concise and Focused

When you’re writing an email, always have one thing in mind: the person on the other end doesn’t have time. You must understand that whether they’ll be interested or not depends on how quickly and clearly you can explain why you’re reaching out. If you can’t pass your point in a couple of paragraphs, you’ve probably lost them. 

Conciseness should be your guiding star. Go straight to the point, state your reasons in a clear, professional tone, and don’t overcomplicate things. Simple language works like magic, so make sure your email copy is clear and straight to the point.

4. Demonstrating Credibility and Trustworthiness

It’s important to be direct, of course. But you can always talk about your credibility, too. You can  sprinkle in some of your success stories or mention some testimonials that can prove that you’re trustworthy. This allows the client to see you as an expert who can solve their problems and make their life easier.

5. Following Up: When and How

When you want to follow up on an email, you must be conscious of the timing. You want to give your recipient some breathing room but also gently push them back to your offer. Now, you can use some follow-up templates to save time but don’t overdo it. There’s a fine line between being persistent and being pushy.

Many professionals argue about how many emails are good for a follow-up and when the best time is to send the first one. But it's best to send your first follow-up around three days after your initial email. Also, send a maximum of three messages. If they’re still ghosting you, you should probably take it as a sign to move on.

Essential Elements of an Effective Cold Email

The Importance of the 'From' Line

It’s easy to overlook that tiny “From” box, but it says a lot about you before anyone even reads your message. Your email address is like your first impression. And let’s be honest, first impressions matter. When you’re sending a cold email, make sure you use a professional address, not a personal one. For example, [email protected] sounds more trustworthy. But [email protected]...not so much.

Crafting an Engaging Subject Line

Cold email subject lines are those little sentences that hold the fate of your email in their hands. They make or break whether your mail gets opened or trashed. 

We all know we need them to increase engagement, but what does that actually mean? It means you must keep your subject line short and focus on the issues. Here’s an example; if you’re sending an email about email lists, you can try something like: “Are you tired of searching for customer contact information manually?” It’s clear, direct, and instantly tells the recipient that you understand their struggle.

Creating a Strong Introduction

Your introduction isn’t just a formality—it can determine whether or not your recipient continues with your email. It shows up right next to the subject line in your recipient's inbox, and it gives your recipient a sneak peek at what’s coming. Once they open your email, that introduction is the first impression you make. So, get rid of the fluff and go straight to the point. You can say something like: “Hi [recipient's name], I caught your YouTube video on [topic] and I loved the insights!”

Delivering Value in Your Email Body

The email body should be all about your prospects, not your company. A cold email isn’t a pitch for your company; it’s a message that should relate to the challenges your prospects are facing . However, you also need to mention how your product or service can help them. 

This means you must address the value proposition. For example, “[Software name] can help you streamline your workflow and increase your productivity.” It’s clear and concise, and most importantly, it shows them exactly how you can make their life easier.

Ending with a Clear Call-to-Action

Your call to action (CTA) is the part where you tell the recipient what you want them to do next without sounding pushy. To do this, you should try to align it with the rest of the email and ask for a specific action. For instance, you could say, “If you’re interested in learning more about how to find email addresses, let me know when you’re available for a quick chat.” 

Polishing Your Email Signature

Your email signature might not seem like a big deal, but it’s actually a good way to leave an impression. It’s the final part of your message, and if you do it properly, it shows that you’re professional, reliable, and easy to connect with.

So, when you want to format your email, make sure your signature includes your full name, email address, professional title, company, website, and any other neccessary details. That way, if they want to reach out or learn more, they won’t have to go digging.

Top 2024 Cold Email Templates

Try searching "cold email templates" on Google. What you’ll find is about 27.3 million results. That’s a lot of pages promising that they have the perfect formula. But every business is unique, and has its own goals and reasons for sending emails. Some might have a template they already use, while others are still trying to figure it out.

However, you can't just get a ready-made template and hope for the best. You have to make your own, adjust it, and test it until you have something that works for you.

Real-Life Example Do's and Don'ts

Before showing you the templates, let’s break down a real cold email example and figure out how to make it better.

Subject Line: Collaboration [email protected]

Hello [email protected],

We would like to speak with the sales manager from your company because we have received information requests from companies interested in your services.

If you can obtain new clients, we remain available for a call.

All the best!

Note: If you are not interested, we would appreciate it if you could let us know by writing in the subject line or sending us an email with the message 'I am not interested.' This way, we will make sure not to send you any further emails in the future. Thank you! 

To create an effective cold email, you don’t just click send; you must also be able to grab attention with a catchy subject line. You must also be able to give concise and relevant content. Here’s why the email above might not work:

Email subject line: "Collaboration [email protected]" does not exactly capture attention. It’s vague, lacks a hook, and doesn’t give the recipient a good reason to click. A stronger subject line would be more specific and talk about the benefit.

Introduction: The opening line of the email goes straight to the point but does not have excitement. It’s also too formal. So, instead of just stating the purpose, start with a personalized greeting using the recipient’s name. For instance: "Hi [Sales Manager's Name],"

Purpose clarity: The email talks about "requests for information," but it’s not clear about what services or solutions you provide. So, you must be clear and specific about what you bring to the table. For example: "We specialize in [specific service] and have gotten interest from companies like yours."

Call to action (CTA): The email mentions a call, but there’s no convincing reason to make the recipient care. Improvee the CTA and relate it to the recipient’s challenges or goals. For instance: "Let’s discuss how we can help increase your [specific outcome]."

Personalization: When you address the recipient by their email handle, it doesn't make it personal. So, use their actual name and ensure that the content relates to their role or industry.

Closing: Keep it simple. This email goes on after the sign-off with unnecessary text that muddles the message. Once you say goodbye, mean it.

Here's a better version of that email:

Subject Line: Increase Your Sales: How [Company] Can Support Your Goals

Hi [Sales Manager's Name],

I hope you're doing well. We've been receiving interest from companies looking for [specific service or solution], and as a sales manager, your perspective is important.

Could we schedule a brief call to explore how [Company] can help you achieve [specific benefit]? We're here to help, whether it's increasing leads, streamlining processes, or enhancing customer satisfaction.

If you're not interested, please reply with 'I am not interested,' and we'll respect your preference.

Thank you for your time, and we look forward to connecting!

Best regards, 

[Your Name] 

[Your Company]

[Your Contact Information] 

Product/Service Promotion Outreach

Practical Scenario: Pitching your product or service directly to potential customers.

Perfect For: B2B or B2C sales outreach.

Example:

Subject Line: "How [Product/Service Name] Can Solve Your [Pain Point]—Plus, a Discount Just for You!"

Body:

Hi [Recipient's Name],

Hope you’re doing great! I wanted to introduce you to our latest game-changer: [Product/Service Name]. Here’s why it’s a must-have:

• [Highlight a key feature or benefit that solves their pain point]
• [Another compelling reason they can’t resist]

To sweeten the deal, we’re offering you an exclusive [X]% discount—just use code [DISCOUNTCODE] at checkout.

Call to Action (CTA): Take a peek at our website or explore [Product/Service Name] now.

Looking forward to hearing what you think!

Best,

[Your Name]

[Your Title]

[Your Company]

Why Does It Work?: This template is a winner because it’s personalized, highlights the benefits, and tops it off with a special discount.

Collaboration Email

Practical Scenario: Reaching out to potential collaborators, influencers, or industry peers.

Perfect For: Proposing joint ventures, guest posts, webinars, or co-marketing efforts.

Example:

Subject Line: "Exciting Collaboration Idea: [Topic]"

Body:

Hi [Recipient's Name],

I've been keeping an eye on your work around [specific topic], and I must say, it is impressive. 

Your expertise really shines, and it sparked an idea: I think our brands could do something amazing together.

Here’s what I’m thinking: [Briefly explain your proposal, like a guest post swap, joint webinar, or co-marketing campaign].

What do you think about jumping on a quick call next week to chat about how we can make this happen? 

I’m excited to explore how we can create value together.

Looking forward to hearing from you!

Best regards,

[Your Name]

[Your Title]

[Your Company]

Why Does It Work?: This approach feels more personal and genuine. You’re recognizing their strengths while suggesting a collaboration that would benefit both parties. Plus, you’re not just pitching, you’re also creating something valuable together.

Business Development 

Practical Scenario: Reaching out to decision-makers and exploring partnership possibilities.

Perfect For: Introducing your product/service or scheduling demos.

Example:

Subject Line: "Let’s Explore a Potential Partnership"

Body:

Hi [Recipient's Name],

I hope you’re doing well. 

I’m with [Your Company], where we’ve been making waves in the [industry/niche] space. 

Our [product/service] has helped companies like [specific companies] see real results, from [result/benefit] to [result/benefit].

I’d love to chat about how we can team up to tackle [specific challenge] or increase [efficiency/outcome]. 

How about we schedule a quick call next week to explore some ideas?

Looking forward to connecting!

Best regards,

[Your Name]

[Your Title]

[Your Company]

[LinkedIn profile]

Why Does It Work?: It emphasizes your success, suggests a call with a purpose, and keeps the tone friendly. 

Meeting or Call Request 

Practical Scenario: Efficiently scheduling meetings or calls.

Perfect For: Requesting appointments or follow-ups.

Example:

Subject Line: "Scheduling a Brief Call"

Body:

Hi [Recipient's Name],

Hope you're doing well! I’d love to discuss [specific topic] with you. 

Could we set up a quick call to discuss this further?

Here are a few times that work for me: [Propose a few time slots]. 

If those don’t fit, just let me know what works best for you.

Looking forward to our chat!

Best regards,

[Your Name]

[Your Title]

[Your Company]

[Social media links]

Why Does It Work?: This template is straightforward and friendly. It respects the recipient’s time but also makes it easy to schedule a call. It’s clear, concise, and has a professional but approachable tone.

Cold Sales Email

Practical Scenario: Tailoring sales outreach for B2B prospects.

Perfect For: Different stages of the sales funnel.

Example:

Subject Line: "How We Can Tackle [Specific Problem] at [Company Name]"

Body:

Hi [Recipient's Name],

I’ve been looking into [Company Name] and saw that [pain point/challenge] might be a concern. We’ve helped companies like [Other Clients/Companies] tackle similar issues with our [product/service].

How about we set up a quick call to chat about how [Your Solution] could make a difference for you?

I am looking forward to the conversation!

Best,

[Your Name]

[Your Title]

[Your Company]

Why Does It Work?: It's direct and personal. It identifies a specific problem while showing how your solution has worked for others. It also invites a conversation in a friendly but straightforward way.

Common Challenges and Solutions in Cold Emailing

Overcoming Prospects' Hesitations

Challenge

Asides, getting someone to open your email, one of the hardest things in email marketing is getting them to take action. These days, people are very skeptical and cautious, which means that convincing them to move forward with a sale can be hard.

It’s not unusual for your prospects to have doubts, objections, or questions that make them hesitate. In fact, it’s pretty common for customers to say no several times before they finally say yes. HubSpot even found that 60% of consumers say "no" multiple times before they agree to a purchase.

Solution 

What does the trick in this situation is to show your value, understand where your prospects are coming from, and ask the right questions. Follow-up emails are also important because you’re not pushing for them to make a decision but listening and addressing the real issues they face. 

You have to know the reason behind the challenge so you can provide meaningful solutions. This helps build trust and rapport with your clients. While "Guerrilla" marketing might work for big brands, there's no guarantee that it'll actually close a sale. 

Ensuring Deliverability and Avoiding Spam Filters

Challenge

As a sales professional, you probably already think that spam filters are your worst enemy. Many other sales professionals do too. These filters are like gatekeepers and are designed to block anything that seems malicious or low-quality. 

So, there are several reasons why your emails might get caught in the net. It could be your email’s language, a new account that’s still warming up, or having too many links. No matter the reason, your mission is simple: find a way to get your messages into your prospects’ inboxes.

Solution 

To make sure your emails land in the right inbox and don’t get lost in the spam folder, first try setting up SPF and DKIM records for your email accounts. These help prove to email providers that your messages are legit. 

Secondly, get rid of the generic content and match your emails to each recipient. Personalization makes your message stand out and feels more genuine. Also, be mindful of the number of emails you’re sending per day; your email sender has a limit, and if you exceed it, your emails will look like spam. Lastly, ensure you verify your email list because invalid addresses can increase your bounce rates.

Advanced Tips for Cold Emailing

Although, cold email is a powerful tool you can use to reach out to clients, but it can be tricky, especially when it comes to open rates. The truth is that many campaigns fail because they lack patience and a clear strategy, not necessarily because the idea is flawed. You can’t just drop your business name and expect people to jump on it right away.

The internet as a never-ending merry-go-round, with the same old content spinning in circles. So cold email outreach templates can often feel like they’re stuck in that loop, too. At the end of the day, your goal should be to make your emails feel human. Skip the formal, robotic language and use a friendly tone that your audience can connect with.

Using Storytelling to Engage Prospects

Have you ever noticed how stories seem to have a magical effect on our decision-making? Neuroscience tells us that stories cut through the rational part of our brain and hit us right in our feelings. It taps into our emotions and imagination. It’s pretty amazing, but translating that into your emails can be a bit difficult.

Your recipients are the stars of your story. So, to connect with them, you need to understand their world: what challenges they face and what keeps them up at night. To do that, you must use the old marketing tool to create your user personas. Picture this:

Meet Faye Horton. She’s a mid-level manager drowning in spreadsheets and struggling to manage her time Her workload feels like a never-ending mountain, and she’s looking for a way to simplify her life. Enter your product—a software with an intuitive interface designed to streamline her workflow and help her regain control.

Now, let’s add some storytelling: 

Faye is drowning in spreadsheets as a sales representative and tracks her leads manually. This process produces lots of errors and frustration. Your solution? An email lookup tool that automates lead verification and integrates seamlessly with her CRM. This isn’t just a feature; it’s a game-changer for her daily grind.

To make it even more relatable, you can share a real-life success story: 

Ava Terry, another sales representative, was in the same boat as Faye. After using your software, Ava's sales increased by 40% thanks to accurate email addresses.

Finally, you must tap into their emotions. We all know that our emotions sometimes get the better of us and can cause us to make decisions. No matter te feeling, whether frustration, anxiety, or relief, they all matter. Imagine Faye’s frustration turning into productivity with your tool. You can paint a clear picture of her relief and satisfaction. At the end of the day, storytelling is about creating an emotional journey that your audience can relate to. 

Employing Psychological Triggers

Just like emotions, psychological triggers can affect how we make decisions. Take scarcity, for example. It’s that classic “act now or miss out” tactic that speaks to our fear of missing out (FOMO). It’s why sometimes, you can’t just resist those limited-time offers. However, it doesn’t always work. Sometimes, instead of increasing your engagement, it can actually drive people away.

Now, let’s talk about something a bit more reliable: social proof. Unlike scarcity, social proof doesn’t need to create urgency or pressure. Instead, it relies on reassurance. Naturally, we often turn to others for guidance, especially when we’re about to make a decision. When we see that someone else has had a positive experience, it makes us feel safer and more confident.

For example, Wallace Andrus is an entrepreneur who was struggling to find the right email addresses for his potential clients. After discovering our software, he was able to double his revenue. Read what he has to say about his journey.

His story becomes more than just a statistic; it’s a narrative that others can relate to. When you share stories like Wallace’s, you’re providing proof that your product works, in a way that is authentic and trustworthy.

Measuring the Success of Your Cold Email Campaign

Key Metrics to Monitor

Open Rate

This is your first checkpoint. It shows the percentage of recipients who actually opened your email. A high open rate? That’s a sign that your subject line got the job done. If you can personalize your email subject lines and match them to specific customer sections, they'll most likely do better than those generic ones. 

Click-Through Rate (CTR)

CTR tells you how many recipients clicked on the links inside your email. If they’re clicking, they’re interested. They’re not just skimming; they’re also engaging. If you want to increase this rate, your message needs to be simple, respectful, and provide value. 

Response Rate

This metric shows how many of your recipients replied compared to the total number of emails you sent. A higher response rate means you struck a chord. So they could relate to your message and felt compelled to reply. To increase those responses, focus on your prospect's challenges and create your messages to speak directly to those needs.

Conversion Rate

Out of all the metrics, this one is the MVP. It measures how many people took the action you wanted, whether it’s clicking a link, signing up, or scheduling a demo. Your call to action (CTA) is the star here. It needs to be clear, compelling, and match what your recipients need. Don’t forget to optimize your landing pages to make it easy for them to follow through.

Continuous Improvement and Optimization

Cold email campaigns are a bit like running on a treadmill because you’re constantly in motion, tweaking and refining to hit your goals. You create, launch, evaluate, and then go right back in to do it all over again. But to make those improvements, you need some goals to measure and compare them against. 

Now, once you’ve set your foundation, how do you optimize your campaigns?

Use Tracking Tools: Use tracking tools that monitor open rates, click-through rates, and other metrics. These tools allow you to figure out what’s working and what’s not. With that, you can change your strategy and start seeing better results.

A/B Test Your Emails: If you’re not A/B testing, you’re missing out. You can try out different subject lines, email copies, and calls to action. Your readers might prefer snappy headlines or a more conversational tone. The only way to know for sure is to test, change, and repeat.

Segment Your Audience: Treat your audience like the diverse crowd they are. Break down your email list based on who they are, what they care about, or where they are in the buying process. This messaging makes all the difference. It’s like speaking their language instead of shouting into the void.

Personalization: Nobody likes generic emails. So, create messages that feel personal. Use their name, address their specific needs, and make them feel like you get them. When people feel seen, they’re more likely to engage.

Write Cold Emails That Get Replies

If you want to launch a successful cold email campaign, you can't just send a bunch of messages and hope that it goes well. You have to have a strategy, be thoughtful, and be precise at every stage. So, use a clear guide and good templates, and add a personal touch to improve your chances of getting that reply.

However, none of these matter if you’re not getting to the right people. BookYourData has a 97% accurate email finder tool. You can use this to connect with those who make the major decisions and can move the needle for your business. They've been updating their software for nine years, and now it has become one of the most trusted tools in email marketing.

Frequently Asked Questions

How Can I Ensure My Cold Email Stands Out?

You can make your cold emails stand out by focusing on what truly matters to your prospects. This includes their struggles and what’s in it for them. You must also customize your email to speak directly to their problems. That way, you become the solution they’ve been waiting for.

What's the Best Time to Send Cold Emails?

The best time to send cold emails is during the week, from Tuesday to Thursday. This also includes morning or early afternoon hours.

How Many Follow-Ups Should I Include in My Campaign?

It's best to stick to a maximum of three follow-ups for your cold email campaign. If you bombard your prospects with too many messages, it can backfire. However, if the conversation starts flowing, you might need to do a bit more back and forth. Just ensure you strike a balance. Be persistent but not pushy.

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