24 Sales Email Templates to Boost Responses Instantly

What is a Sales Email Template?

A lot is written about marketing and the various tactics and channels available to businesses. But when you boil it down to its simplest form, it is about crafting great messaging that reflects the brand's tone and style and then finding ways to get it in front of your audience.

For many businesses email marketing is one of the most successful channels available to them. By developing a meaningful mailing list of interested prospects, email advertising ensures you are sending marketing material directly to the inboxes of people interested in your products and services. 

While other channels send advertising out into the ether, hoping to reach the right people, email marketing opens a direct channel between your business and prospective customers. This direct line of communication bleeds into performance, with email marketing producing an estimated ROI of $36 for every dollar spent.

Sales email templates are a fantastic tool when trying to maximize ROI for your marketing campaigns. With a set of pre-defined templates laying out the structure and potential content for each sales email you send, you can guarantee consistent messaging across communications and increase productivity while also incorporating customer segmentation and tracking performance.

Nowadays, all you need is an internet connection, and you can find different kinds of email templates to match any purpose and industry on the planet. But, having a foundation for writing new sales emails and not having to write from scratch every time is only effective if you know how to use them properly.

How to Use a Sales Proposal Email Template

Not every business can rely on copy that is crafted by experienced marketing professionals with years of experience devising intriguing subject lines and successful hooks. Sales proposal email templates provide any business with the ready-made tools they need to improve outreach and close more deals. 

However, that doesn't mean plastering your company name on an online template and hitting the “Send” button. To effectively use email templates, you need to think of them as a tool that guides you rather than simply a way of accessing the benefits of email marketing without any of the work. A successful sales email is designed to capture attention. You need to think of methods for adapting the template to fit your needs; this includes personalizing them based on customer information.

Statista found that 90% of American consumers enjoy personalization within marketing material. To tap into this sentiment, you must customize templates and build email campaigns that truly speak to potential customers rather than just being another marketing email in a crowded inbox. 

This includes simple tactics, such as sending an email that is personalized with the recipient's name or company, but also thinking a little deeper. You need to imagine receiving an email from the customer’s perspective and how you can customize your messaging to improve open and click-through rates. 

There are plenty of opportunities to leverage the power of psychology to do just this. Whether that is building an emotional connection, presenting trustworthiness and authority, or telling a compelling story, getting inside the prospect’s mindset helps you produce content that speaks directly to them. This also facilitates easy response or follow-up actions to increase engagement and get you those conversations every business craves so dearly.

Types of Sales Pitch Email Templates

So, what are the different types of common sales pitch email templates you need to know about?

Cold Email Template

Cold email templates target people you haven’t contacted before. Whether it is to increase sales and generate new leads or for another purpose, such as recruitment, businesses need templates to ensure success when reaching out to new people. An example cold email template used to attract new B2B customers is shown below:

Subject Line: Sick of dealing with [insert common client pain point]

Are you struggling with [insert common client pain point]? Sick of wasting time, energy, and resources without success?

At [company name], we are experts in [company’s area of expertise], working with [similar companies/individuals] to help them overcome [insert common client pain point] and achieve remarkable results.

Our [product name] solution offers everything you need to never worry about [insert common client pain point] again. From [benefit 1] and [benefit 2] to [benefit 3] and [benefit 4], we know how to get your company where you want it to be.

Get in touch to learn more about [product name] and what it can do for you.

Look forward to hearing from you!

[Your name & details] 

Why it works?

When composing emails, you want to come across as both polite and concise. Try to establish a connection in the introduction by referring to the trigger event for the email or a mutual connection. If you pitch a product or service, showcase its effectiveness to increase your chances of securing their reply.

Warm Email Template

Warm email templates are used after you have already made contact with the potential client. They aim to maintain the connection and develop a deeper relationship. While it is helpful to work on warm email templates, they are generally more personalized than their cold counterparts as they have a previous interaction to develop from. An example warm email template is shown below for the scenario where you have previously met the recipient at an event:

Subject Line: It was fantastic to meet you at [event name]

Hi [first name],

I really enjoyed myself at [event Name], in particular getting to meet new people, like yourself, and the [insert detail about the event].

I’m reaching out because you mentioned the issue related to [client pain point]. As someone who understands the importance of [Objective], I would love to learn more about your problem and how me and my company could help.

I've included some material for you to review and get to know our product. If you like what you read and want to know more, I'd be happy to chat over the phone. Just let me know what works best for you.

Best regards,

[Your name & details] 

Why it works?

You often have chance conversations with people during networking events. However, there is only so much information you can convey in a short back-and-forth. Warm emails allow you to continue the discussion, giving the client a more detailed understanding of your product or services without being overbearing. This could be via content that embeds links to product pages or resources or attaches specific marketing materials such as brochures or one-pagers.

If you meet someone in person and need help getting their contact information, there are email finder tools available to retrieve confirmed professional email addresses.

Prospect Follow-up Email Template

Follow-up emails are the sequence of email messages sent after connecting with a prospect. It shows you are still interested in working with them and want to discuss a future business relationship. Follow-ups increase your chances of creating connections or turning consumers into paying customers. Let's look at the example below: 

Subject Line: Learn more about [company/services]

Hi [first name],

You recently showed interest in [company/services]. I just want to check in to see what your thoughts are and if there is anything I can do to help. We previously sent information on [previous email subject]. If you have any questions or want to learn more, simply get in touch. Either reply to this email or via [company contact channel information]

I'm here to help in any way I can

Best Regards,

[Your name & details]

Why it works?

In many industries, clients rarely become customers after a single interaction. Follow-up emails are essential to staying at the forefront of your client’s thoughts. They allow you to highlight additional offers and provide material that features product benefits prominently.

Email Template for New Clients

Also known as welcome emails, email templates for new clients are sent to prospects who agree to purchase your product or services. These emails aim to establish and solidify the connection, encouraging them to use your products or services to maximize the value they receive. Here is an example: 

Subject Line: Getting the Most Out of [roduct/service]

Hi [First name],

At [company], we pride ourselves on customer service and ensuring our clients get the very most from our products. We stand by what we sell and want every customer to be happy with the service they receive. 

With that in mind, we are getting in touch to see what your first impressions are.

Have you discovered [feature 1] or tried [feature 2]? Is everything meeting the high standard you expected? 

If you have any questions about [product/service], don’t hesitate to get in touch. Our job is to ensure you overcome any learning curve that comes from using [product/service]. Alternatively, you can check out our website at [relevant website page] to learn more about [product/service].

I am looking forward to seeing how you use our product moving forward.

All the best,

[Signature]

Why it works?

They allow you to get in touch with new clients to solve any potential issues and highlight benefits, without being intrusive.

Email Template for Existing Customers

Email templates for existing customers, or retention emails, help keep customers interested in your products or services, developing customers into longer-term business relationships. An example template could be: 

Subject Line: Exclusive Deals - Only For Our Most Loyal Customers

Hi [First name],

As a valued customer, your satisfaction is our top priority, and today I'm thrilled to share an exclusive opportunity with you.

Introducing Our New Deal: [Deal Name]

We've crafted a unique offer tailored just for existing customers like you. Here's what you can expect:

[List benefits]

How to Claim Your Deal:

Reply to this email in [deal timeframe] because our team is waiting with everything you need to redeem [deal name]. Remember, this offer is not for everyone. We are only reaching out to our most loyal customers, like yourself.

We look forward to hearing from you!

Best regards,

[Signature]

Why it works?

Email templates for existing clients are about maintaining interest in your brand, highlighting the value you offer them, and showcasing further benefits from new packages or plans. Ensure your email template is updated regularly with new content or offers.

Proven and Effective Sales Email Templates

Data from Constant Contact, published in April 2024, shows that the average email open rate across all industries is 37.72%. That means almost two-thirds of all emails are left unread. Given the odds are against you, what can you incorporate into your templates to get your business on the right side of this statistic?

Listed below are 24 proven and effective sales email templates to use in your campaigns.

1. Choose an Appropriate Subject Line

When you browse the web and scroll through your feeds, how much of the information are you actually taking in? Most people only read the headlines and nothing else. It's the same with email subject lines. Take extra time and care when crafting your subject lines. Ensure the subject line you go with contains persuasive language while still being concise to fit into the character limit.

2. Be Specific

When writing a sales email, the key is to be brief but specific about what you offer. You want to convey the most important information about your product such that prospective customers are not met with a wall of text when they open the email. Given the number of emails people receive, you need to be specific and clear about what you can offer.

3. Craft a Clear and Concise Message

Without clear and concise messaging, particularly in the subject line and introduction, your prospects are unlikely to open or read through the email. The main body of the email is where you can go into some detail about what you are offering.

4. Write for One Person

Your audience may be large, but no one wants to be treated as just another customer. Design your email template such that it is tailored to address specific customer pain points. Each prospect has their preferences and challenges. Your sales email should address them while demonstrating value and closing with a request that will lead them further down the sales funnel. 

5. Build Rapport

Your email should be as natural as possible, creating a connection between your company and its customers. Think of it as conversing with someone you met for the first time. Write with common customer experiences in mind and try to build rapport. Remember, this will take time. Think of every email as adding to your previous interactions and adapt messaging based on previously obtained information.

6. Ask an Opinion

A lot of sales emails pose a specific question. The logic behind this is that the reader subconsciously wants to answer it. Using this fact to ask for their opinion encourages feedback or interaction that can help further the relationship.

7. Provide a Solution to a Problem

The main story in each email is a sales pitch. You want to define a common problem for clients and then discuss how your product is the solution. Identify how your product or service addresses common questions or objections that your client might have. Then, craft a compelling message that demonstrates the value proposition clearly.

8. Ask if You Reach the Right Person

Asking recipients whether or not you are contacting the right person can be a helpful way of starting a cold email sequence. It either confirms you are speaking to someone interested in your product or removes an uninterested party from your mailing list. Plus, if you don't have the right email contact, they might provide you with one, enabling you to speak directly with the decision-maker within that company. Finally, this message can ensure your email is compliant with email marketing regulations if it includes legal disclaimers or opt-out options.

9. Craft Compelling Stories

Storytelling is one of the most powerful tools in sales marketing. Writing copy using storytelling formats enhances engagement, with readers wanting to get to the end. Hence, creating a narrative in your emails is a sure path to drive customers to take action and improve your sales. 

10. Ask for Referrals

Referrals are a great way to expand your mailing list and reach more potential customers. However, if you ask clients for referrals, do it in a humble, natural way where they don’t feel pressured to act. For example, asking a client for someone who could also use your product is a great starting point. Each time you write an email and mention referrals who gave you the contact in the first place, your chances of making meaningful connections increase.

11. Share the Same Sentiment

Emotions are one of the driving factors in sales psychology. Whether it's toward the product or salesperson, tapping into the same emotions as your clients is essential. It shows that you value them, their opinion, and their experience.

12. Write a Proposal

The scope of a proposal should include who your company is, what you can deliver (product/service), why the prospect needs your solution (value proposition), how you make their life easier (benefits provided), and when it can happen (timeline or deadline).

13. Give Congratulations

Use any opportunity to congratulate your prospects and create an emotional connection. This will depend on the information you have on them but it could be as simple as sending them a happy birthday message.

14. Include Social Proof

Social proofs are great ways to show the value of your offering rather than simply telling them. Design an email template that integrates customer testimonials or case studies to prove that people use and enjoy your service. We are more likely to believe other people than the company trying to sell a product to us.

15. Incorporate Personalization

Personalization can make or break your email marketing efforts. You can have great visuals and branding but struggle for responses if your content doesn't speak directly to your audience. Personalization builds trust and rapport with your prospects. Consider including mutual connections, praise, or common experiences to make your mail look like it was created for that specific person. 

16. Offer Something of Value to the Recipient

One of the most common strategies in email marketing is to offer your customers something that interests them. It's not necessarily a sale or promotion. It could be informative content or details of a new product/update that fits their customer profile.

17. Use Images, Videos, or Graphics Where Appropriate

Visual content can have a significant impact on recipients, attracting the eye and creating context to compliment your written message. That said, they should be used sparingly and where it makes sense. Have visually appealing elements that speak to your targeted audience as much as text does. 

18. Ask for Permission to Follow Up with Prospects

Asking your prospects a simple question can have multiple benefits for your business. You will build trust and be able to continue the conversation with them in the future. The unwritten rule of email marketing is to always be polite with your potential clients and be considerate of their time and privacy.

19. Include a Call To Action (CTA) at the End of Your Message

The CTA is perhaps the most important part of any sales email. It articulates what an interested party should do next, driving desired actions, whether that is signing up to receive more emails or making a purchase. Ensure your template includes a clear call-to-action with persuasive and compelling language to improve click-through rates.

20. Mention Competitors

To surpass your competitors, you must know their value proposition as well as yours. Mentioning a competitor in a sales email is a common occurrence. However, it can sometimes backfire. So, if you put your brand above theirs, be sure to do it in a noninvasive and knowledgeable way.

21. Ask Them to Complete a Survey

An extension of asking for their opinion, sales surveys are a great way to better understand your customers. By finding out their thoughts on interacting with your company, you can improve the customer experience moving forward and discover sales email techniques that drive conversions.

22. Offer a Freebie

Offering a freebie to your potential customers is an effective list-building tactic. This could be a free product, priority access to new services, or even developing informative content that is behind a sign-up wall.

23. Reconnect

Sales email performance is often driven by your ability to reconnect with clients and rekindle interest that may have slipped. Develop email content that emphasizes new features or updates they previously weren’t aware of and focus on new ways to naturally restart the conversation.

24. Provide a Helpful Case Study

Case studies highlight the value of your products and services in action. Making clients aware of successful case studies is a great way to build authority and provide information about your brand.

Sales Introduction Email Best Practices

Although we believe we are rational beings, the psychology behind the sales industry says differently. Consumer relationships with brands can be affected by many factors. However, one thing every sales person can agree on is first impressions are key.

Introducing yourself via sales emails can go very wrong and very right. Below are some best practices to consider to ensure your emails are left unread or sent directly to the trash folder.

Introduce Yourself

Put yourself in your reader's perspective. Read the introduction to your email and think about how you would react. Try to condense your sales pitch down to as few words as possible, distilling the most pertinent information you want your clients to learn about you. 

Keep It Simple

Remember to keep it simple when writing sales introduction emails. Don’t run before you can walk. Write in plain English and focus on breaking down the value proposition in simple terms to reach as many prospects as possible. Make it obvious to clients that your product helps solve their problems without talking down to them or sounding arrogant.

Also, don’t overlook simple factors like how your email looks in the prospect's inbox. Ensure every email is formatted for readability on various devices, including phones and tablets. You can waste hours writing great email copy only for it all to be wasted if the content is poorly formatted.

Focus on Your Subject Line

Every successful introduction email utilizes compelling subject lines. You must either intrigue them or deliver something worth their time. The subject line is often filled with offers and overdone clickbait tactics. Better approaches include using compelling questions or introducing FOMO (fear of missing out). 

Ultimately, you need to find what works best for your brand when it comes to subject lines. You may want it so that your campaign undergoes A/B testing for effectiveness. This is the process of split testing or comparing two versions of content to determine which performs best.

Include a CTA

Without CTAs, your prospects won't know what to do next, even if they are interested. Include clear CTAs that are as precise as possible. This can go as far as ensuring each CTA is scheduled for optimal sending times, matching the time of day or year.

Follow Up

It doesn't mean they are not interested if you don't get a response straight away. Remember, the first email doesn’t have to be the final straw converting them into a new customer. It is part of a broader email marketing campaign. You will have future opportunities to follow up and try again.

Think about your messaging. Did it miss something in providing a clear path to contact or visit your website? Is the subject line lacking? Either way, ensure you write follow-up content that is accessible to recipients with different needs.

Benefits of Using a Sales Email Template

Let's look at some benefits of using a sales email template.

Consistency in Communication

Ready-made email templates can give you control over your messaging and provide consistency in your communication. With a framework to build from depending on your customer segmentation and personalization options, you can ensure each email template is aligned with sales and marketing goals while delivering compelling content to convert prospects.

It's like having a blueprint for success with every email you send. With each email following your brand’s communication style, your messaging becomes familiar to potential customers. This helps to build trust among recipients.

Time Efficiency

According to research from Statista in 2018, marketing professionals worldwide spend 3.9 hours per day crafting email messaging, both graphics and design. 

With effective templates in place, you can completely transform how you produce email marketing copy. You no longer start each email with a blank page staring back at you. You have a structure to adapt to the specific needs of the client. This maximizes time efficiency without compromising quality.

Increased Productivity

Whether you find ready-made templates online or create one of your own, email templates increase productivity. Without them, marketing teams have to spend much more time developing their message on top of all the other work that goes into a successful email marketing campaign. From visuals to formatting emails correctly, templates mean you have the time to work on every aspect of the final content.

Easy Customization and Personalization

Customization and personalization is a vital part of modern marketing. An email that is customized for different customer segments can turn a bland, generic message into an attention-grabbing, compelling one. 

Your audience is made up of individuals with unique tastes, interests, and preferences. Businesses need to develop a system that segments audiences based on past interactions and other customer data to treat them as such. Whether it's the main body of the email, the call-to-action, visuals, or email endings, templates allow you to tweak elements quickly and efficiently personalization. 

Better Tracking and Performance Analysis

Using analytics to track the performance of your email campaigns provides new insight into campaign performance. While the overall campaign measures success through conversion rates, each email tracks engagement metrics like click-through rates or open rates to help test various aspects of the email, including the subject line, CTA, and other content decisions.

Tracking and performance analysis, combined with email templates, allows you to find the right format for successful marketing campaigns. By creating multiple template variants for A/B testing, you can maximize success across different segments of your audience. Ultimately, templates are not static virtual canvas; they are dynamic places that give you the power to optimize, track, and elevate your game.

Maximizing the effectiveness of your sales email templates starts with reaching the right audience. Discover how to refine your approach and increase engagement by learning how to create targeted email lists, ensuring your messages land in the inboxes of those most likely to respond. 

What You Need to Remember When it Comes to Sales Email Templates

• Sales email templates are a great way of designing email marketing campaigns, providing a simple and effective method of producing effective copy.
• Develop a range of email templates for different client types and customer personas.
• Don’t think it is as simple as finding a template online and adding your company name. You need to put the work in to customize templates for your company and its target audience.
• Find ways to segment your audience and personalize email messaging to develop deeper connections with your prospects.
• Your email marketing campaign will be defined by the quality of your mailing list as much as the quality of your content.

Frequently Asked Questions

How Important is Personalization in a Sales Email Template?

You receive an email directed straight to you containing infomration that matches your exact circumstances. You also receive a generic sales-by-numbers email sent out en masse to everyone and anyone. Which one are you more likely to read and follow up on?

Personalized emails always outperform generic ones. But to reap the benefits, integrates customer testimonials or case studies you have to put the work on. You can’t just put your client's name at the start of the message and assume the job is done. It requires you to segment your audience based on multiple factors such that you can tailor content to match to build relationships that generate trust and relevancy while increasing conversion rates. 

How Long Should a Sales Email Be?

Sales email length needs to find the right balance between precision and completeness. You want to include enough information to inform customers while staying brief and to the point. 200 words should be enough for your business to get their point of view across to the customer and entice them to perform the desired action (respond, sign up, make a purchase, etc.).

How Often Should I Follow Up with a Sales Email?

You don’t want to overwhelm potential customers with email after email. Swamping their inbox with content will likely get them clicking on the unsubscribe button. A typical series of follow-up emails after a client is on your mailing list could include five emails over the course of a few weeks after the first interaction.

A Guide to Getting Your Reader's Attention with Sales Email Templates

When you sit down to send a new sales email, would you rather write it from scratch or be met with a well-structured template you can adapt to the situation?

If you’re sending lots of sales emails, it makes sense to combine different scenarios into a common template - one that saves you time, ensures consistent messaging, increases productivity, allows for easy customization, and can be tested to improve response rates.

Templates are the key to unlocking email marketing success for your business. Using pre-existing resources and an understanding of the product, any business can implement email templates that get their readers attention and improve their marketing ROI.

Businesses that constantly identify new leads and strive for growth usually outlast those that don’t. Email marketing is one of the best tools available for finding new customers. But it is only as good as the mailing lists you have access to. BookYourData specializes in providing curated email lists to ensure your sales emails to the right audience at the right time. Get in touch with BookYourData and put your email templates to good use.

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