How To Write Cold Emails That Get Responses

Ever found yourself staring at a blank screen, wondering how to write a compelling cold email that doesn’t feel like a robotic sales pitch? You’re not alone. We’ve all been there, trying to strike the right balance between professional and personable, without sounding too corporate or impersonal.

But fear not! In this article, we’re going to dive into the art of crafting effective cold emails that actually get responses. We’ll share practical tips, real-life examples, and strategies to help you connect with your recipients on a human level.

So, whether you’re reaching out to a potential client, networking with industry experts, or simply trying to make meaningful connections, join us as we unravel the secrets on how to write a cold email that leaves a lasting impression.

Introduction to Cold Emailing

When it comes to reaching the right person at the right time, cold emailing is a powerful tool. But what exactly is a cold email?

A cold email is an unsolicited email sent to a potential customer or a target from the same industry that you haven’t had any previous contact with.

The objective is simple – to introduce yourself (see here for introduction email samples), your product or service, and to spark an interest that leads to a fruitful business conversation.

How to Write a Cold Email

Learning how to cold email is an art. It requires clarity, precision, and a healthy dose of creativity.

To avoid your carefully crafted cold emails ending up in the spam folder, you need a strong subject line, a well-articulated email body, and a clear call to action.

We’ll delve deeper into these aspects as we progress through this blog post.

The Right Cold Email Template

The backbone of any successful cold email campaign is the right cold email template. This serves as your blueprint when you write cold emails.

A good template allows you to maintain a consistent tone and message, increasing the chances of your cold emails resonating with your target audience.

Your email templates should include essential components such as a compelling opening line, a value proposition, a personalized message, and a clear call to action.

It’s crucial that your email body succinctly highlights how your product or service addresses the recipient’s pain point.

Remember to incorporate personalized opening lines to establish a personal connection with the recipient right off the bat.

An important part of your cold email strategy is to adapt your templates based on the responses you receive.

You might need to adjust the tone, subject line, or call to action to improve your response rates. The key is to test, iterate, and improve.

Building Your First Cold Email Campaign

Embarking on your first cold email campaign can feel daunting. However, armed with the right cold email template and a solid strategy, you can set your cold campaign you up for success.

1. Defining Your Target Audience: Your cold email campaign will be far more effective if you target the right people. Use criteria like job title, company name, and industry to identify potential leads.
2. Crafting the Perfect Subject Line: Your cold email subject line is your first point of contact with the recipient. A poorly written subject line can consign your cold email to the spam folders. Hence, coming up with compelling subject line ideas is critical.
3. Crafting the Email Body: After you’ve caught the prospect’s attention with your subject line, it’s time to hook them with your email body. Keep it succinct, personalized, and focused on the recipient’s needs.
4. Creating a Clear Call to Action (CTA): Your CTA guides your recipient on what to do next. Make it easy for them to respond or take the next step.
5. Verifying Email Addresses: Before sending cold emails, make sure you’re verifying email addresses. This helps improve your email deliverability and reduces the chances of your emails being marked as spam.
6. Setting Up Automated Follow Ups: Follow ups are crucial in cold emailing. They remind your recipient of your email and show your persistence. Use a cold email platform like Mailarrow for automated follow ups.

Remember, your cold email outreach is an ongoing process. Be ready to learn, iterate, and improve.

Crafting the Perfect Subject Line

When writing cold emails, the subject line often decides whether your email gets opened or ends up in the spam folder. The power of the subject line in your cold email campaign cannot be underestimated.

The Importance of Subject Lines in Cold Emailing

Subject lines are like first impressions. They’re the first thing your recipient sees, and thus, play a significant role in determining the fate of your cold emails.

The right subject line grabs your recipient’s attention, generates curiosity, and convinces them to read further.

On the other hand, a poorly written subject line can lead your carefully crafted cold email straight to the spam folders.

In the world of cold emailing, subject lines carry significant weight. They are responsible for sparking interest and compelling the recipient to open the email.

A compelling subject line is direct, personalized, and offers a value proposition to the reader.

The Art of Writing Cold Email Subject Lines

Writing cold email subject lines that catch the right person’s attention requires a combination of creativity, brevity, and relevance.

To really write effective cold emails with a cold email subject line that gets your email opened, consider these strategies:

1. Keep It Short and Sweet: Recipients often skim through their inbox quickly. If your subject line is too long, important details might get cut off. Try to keep it under 50 characters.
2. Personalize Where Possible: Including the recipient’s name, job title, or company name in the subject line can boost your open rates. This shows the email is specifically meant for them, making it more likely they will open it.
3. Provide a Value Proposition: Your subject line should quickly communicate the value your email provides. It could relate to a pain point of the recipient, or a specific benefit your product or service offers.
4. Create a Sense of Urgency or Curiosity: Urgency provokes action, and curiosity sparks interest. Use these human instincts to your advantage, but avoid coming across as spammy or deceitful.
5. Match the Subject Line with the Email Body: Your subject line promises what’s inside the email. Make sure the email body delivers on that promise.

Remember, the goal of the subject line is to get the recipient to open the email. Once they’re in, it’s the email body’s job to keep them engaged and lead them towards your call to action.

Cold Email Subject Line Examples

To give you a better idea of what works, let’s look at a few cold email subject line examples:

1. “Boost Your Sales with [Your Product/Service]”
2. “[Recipient’s Name], Let’s Improve Your [Specific Pain Point]”
3. “How [Your Company Name] Can Help [Recipient’s Company Name]”
4. “[Recipient’s Name], A Quick Solution for [Specific Pain Point]”
5. “[Your Company Name]’s Secret Sauce for Success”

Remember, crafting the perfect subject line takes practice and testing. Measure your open rates, experiment with different styles, and stick with what works best for your cold email campaigns.

Writing a Persuasive Email Body

Crafting the right subject line gets your cold email opened, but that’s only half the battle won. Writing a persuasive email body is essential to engage the reader, build interest, and drive them towards your call to action.

How to Write a Cold Email Body

The art of writing cold emails lies in striking the right balance between providing value, being persuasive, and creating a personal connection with the reader.

Here’s a step-by-step guide to crafting the perfect cold email templates and body for your cold email campaign:

Grab Their Attention

Start with an opening line that immediately grabs your reader’s attention. This could be a personalized opening line mentioning the recipient’s company name or their recent work.

Aim to connect on a personal level or show them that you’ve taken the time to research and understand them.

Show You Understand Their Pain Point

After your compelling opening, demonstrate your understanding of their pain point. Showing empathy and understanding towards their challenges helps to build trust and interest.

Introduce Your Value Proposition

Once you’ve shown you understand their pain point, introduce your value proposition. Your product or service should be presented as the solution to their problem.

Keep your message focused on the benefits they’ll receive, rather than the features of your product or service.

Include Social Proof

Including social proof in your cold emails strengthens your credibility. Mentioning companies that have benefited from your product or service, or including testimonials, can have a significant impact on the recipient’s perception of you.

Call to Action

End your email with a clear call to action (CTA). The recipient should have no doubt about the action they’re expected to take after reading your email.

This could be scheduling a call, replying to the email, or signing up for a trial.

Cold Email Body Examples

Here are a few examples of how to write a cold email body:

Example 1:

Hi [Recipient’s Name],

I recently came across your work at [Recipient’s Company Name], and I was particularly impressed by [Specific Detail].

I understand that [describe a problem they’re likely facing]. This is where we can help.

At [Your Company Name], we’ve helped companies like [Case Study or Client Name] to [describe how you solved a similar problem].

Would you be open to a brief call next week to discuss how we can help you [benefit of your product/service]?

Example 2:

Hello [Recipient’s Name],

I hope this email finds you well. I noticed that your company, [Recipient’s Company Name], has been making waves in [industry].

I believe [Your Company Name]’s [Product/Service] could help you [Benefit]. We’ve worked with [Industry Peers/Case Studies] and they’ve seen [Results].

Can I schedule a call next week to discuss this further?

Remember, writing effective cold emails takes practice and a lot of trial and error. Keep refining your approach based on the responses you get, and you’ll see improvements in your cold email outreach efforts.

Crafting a Compelling Call to Action

Once you’ve grabbed your reader’s attention with an engaging subject line and persuasive email body, it’s time to guide them towards the desired action.

This is where a compelling call to action (CTA) comes into play in your cold email strategy.

The Importance of a Strong Call to Action

A well-crafted call to action is a critical part of your cold email. It’s the final push that motivates your reader to take the next step, whether it’s scheduling a demo, signing up for a free trial, or simply replying to your email.

In essence, your CTA ties together your entire cold email and guides your reader on what to do next.

Crafting an Effective Call to Action

Writing a strong call to action for your cold email involves clarity, urgency, and a value proposition. Here are some tips:

1. Be Direct and Clear: Be specific about the action you want the reader to take. Whether it’s a demo request or signing up for a newsletter, make sure your CTA leaves no room for confusion.
2. Create Urgency: Urgency encourages immediate action. Phrases like “limited time offer” or “sign up now” can encourage your reader to respond sooner rather than later.
3. Highlight the Value Proposition: Remind your reader what’s in it for them. Highlight the benefits they’ll receive by taking action.

Examples of Cold Email CTAs

Below are some examples of compelling CTAs for your cold emails:

1. “Schedule a demo with us today to see how we can boost your productivity.”
2. “Sign up for our free trial and start experiencing the benefits immediately.”
3. “Reply to this email to learn more about how we can help you achieve [desired outcome].”
4. “Download our free guide to maximizing [specific goal] today.”

Remember, your CTA is where your prospect decides to take the next step or not. Ensure it’s persuasive, clear, and aligns with your overall value proposition.

The Power of Personalization in Cold Emails

Crafting an engaging subject line, writing a persuasive body, and delivering a clear call to action are essential in a cold email campaign. But what sets an excellent cold email apart from the rest? Personalization. This section discusses the importance of sending personalized cold emails and how to go about it.

Why Personalize Your Cold Emails?

Cold emails without any personal touch can come off as spammy and insincere. Personalizing your cold emails, however, shows your prospect that you’ve done your homework, value their time, and are genuinely interested in addressing their needs.

A personalized cold email is more likely to grab your recipient’s attention, increase engagement, and ultimately lead to a higher response rate.

How to Personalize Your Cold Emails

Use the Right Person’s Name and Job Title

Using the recipient’s name in your email is a no-brainer. However, to really stand out, you could also mention their job title or a specific task they handle in their role.

This could be information you find on LinkedIn or their company website.

Reference Their Company Name

Include their company name in your email. This shows you’ve taken the time to research their organization and are not just mass emailing.

Mention a Recent Achievement

Did their company recently win an award? Mention it! Did they launch a new product? Talk about it.

This shows that you’re up-to-date with their activities and creates a good impression.

Offer a Tailored Value Proposition

Your value proposition should resonate with their specific pain points and objectives. Instead of sending a generic value proposition, take time to understand their needs and tailor your value proposition accordingly.

Personalized Cold Email Template

Here’s a personalized cold email template to give you an idea:

Hi [Recipient’s Name],

I hope this message finds you well. I’m [Your Name], a [Your Job Title] at [Your Company Name]. I recently read about [Company’s Recent Achievement] – congratulations!

In my role, I help companies like [Recipient’s Company Name] address challenges such as [specific pain point]. Our [Product/Service] has helped similar companies in [their industry] to [Benefit of your Product/Service].

Would you be available for a quick call next week to explore how we might assist [Recipient’s Company Name] as well?

Looking forward to hearing from you,

[Your Name]

[Your Contact Information]

Note that this email is personalized, concise, and includes a clear call to action. Personalizing your own sending cold emails may require extra work, but the results are well worth the effort.

The Art of Follow Up Emails

After crafting and sending your carefully personalized cold emails, the next crucial step in the cold email campaign is following up.

Follow up emails serve to remind your prospects of your initial contact and reiterate your value proposition.

This part of our blog post will cover why follow ups are essential and how to write effective follow up emails.

The Importance of Follow Ups in Cold Emailing

You’ve sent your cold email, but haven’t heard back – don’t lose hope. It doesn’t necessarily mean your prospect isn’t interested. They could be busy, or your cold emailing efforts might have slipped through the cracks.

Follow ups are your chance to get your email back at the top of their inbox. Not only does it demonstrate persistence, but it also shows your genuine interest in them. They play a pivotal role in successful cold email campaigns.

Best Practices for Writing Follow Up Emails

Here are some tips to craft your follow up sales emails well:

1. Patience: Avoid sending follow ups too soon. Allow your prospect some time to process your first email. A good rule of thumb is to wait for about 3-5 days before sending your first follow up.
2. Politeness: Stay respectful and professional in your follow ups. Remember, your prospect is likely busy; ensure your tone is considerate and not pushy.
3. Persistence: Sometimes, it might take more than one follow up to elicit a response. Persistence shows your seriousness, but remember to space your follow ups reasonably.
4. Provide Value: Each follow up should provide additional value to your prospect. You can share relevant articles, whitepapers, or new features of your product or service.
5. Clear Call to Action: Like your initial cold email, each follow up should include a clear call to action. Make it easy for them to respond.

Example of a Follow Up Email

Here is a simple follow up email template:

Hi [Recipient’s Name],

I hope this email finds you well. Last week, I sent an email regarding how our [Product/Service] could assist [Recipient’s Company Name] in [achieving a certain goal or addressing a specific problem].

I understand that you’re busy and might have missed my email. Therefore, I wanted to ensure it didn’t slip through the cracks.

When you have a moment, could you kindly let me know your thoughts?

Best Regards,

[Your Name]

[Your Contact Information]

Remember, follow ups can significantly increase your response rates and are an essential part of your cold email campaign.

Choosing the Right Cold Email Template

Even with a personalized touch and a carefully planned follow-up strategy, the efficacy of your cold email outreach depends on using the right cold email template.

The right cold sales email template will help streamline your process, maintain consistency, and increase your overall efficiency. Let’s delve into how to choose and utilize the right cold email template for your campaign.

What is a Cold Email Template?

A cold email template is a pre-written email format that serves as a starting point for your cold emails.

It allows you to maintain a certain level of consistency in your emails and saves you the time of writing an email from scratch for every prospect.

Remember, a template is not meant to be a one-size-fits-all solution. Each template should be personalized for each recipient to avoid sounding robotic or spammy.

Choosing the Right Cold Email Template

The best cold email templates are those that align with your goals, speak directly to your target audience’s pain points, and present your product or service as a valuable solution. Here are some factors to consider:

Define Your Goals

What do you hope to achieve with your cold emails? Are you trying to secure a meeting, promote a product, or perhaps get a backlink for your blog post? Choose or create a template that aligns with your objectives.

Know Your Audience

Understanding your target audience’s needs, pain points, and interests will help you select a template that resonates with them. Do your research to ensure your message hits home.

Reflect Your Company’s Tone and Style

Your cold email should echo your company’s brand, tone, and style. Ensure the template you choose to write cold emails aligns with these elements. It helps in building a consistent image of your company in your prospect’s mind.

Cold Email Template Examples

Here are a couple of cold email template examples:

Cold Email for Meeting Request

Subject: [Your Company Name] + [Their Company Name]

Hi [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I’m [Your Role] at [Your Company Name]. We specialize in [Briefly Describe What Your Company Does].

I believe that we could bring significant value to [Their Company Name] by [How You Can Help Them].

Would you be open to a brief call on [Specific Day] to discuss this further?

Best,

[Your Name]

Cold Email for Product Promotion

Subject: Enhancing [Specific Benefit] for [Their Company Name]

Hi [Recipient’s Name],

I’m [Your Name], [Your Role] at [Your Company Name]. We’ve helped businesses like yours [Main Benefit of Your Product/Service].

I’d love to show you how we can do the same for [Their Company Name]. Could we schedule a quick call on [Specific Day]?

Looking forward to your response,

[Your Name]

Steering Clear of the Spam Folder and Reaching the Right Person

A major hurdle in cold email outreach is the possibility of your carefully crafted email ending up in the recipient’s spam folder.

Not to mention, addressing the right person within an organization adds to the complexity. In this section of our blog post, we will provide tips on how to avoid the spam folder and ensure your cold email lands in front of the right person.

How to Avoid the Spam Folder

Despite your best efforts in writing cold emails, they won’t achieve their objective if they land in the spam folder. Here are some ways to avoid this fate:

1. Avoid Spam Trigger Words: Words like “buy now”, “free”, “guaranteed”, and excessive use of exclamation marks and capital letters may trigger spam filters.
2. Personalize Your Emails: Spam filters can detect mass emails that are sent to a large number of recipients at once. Personalizing your cold email can help it avoid getting flagged as spam.
3. Clean Your Email List: Regularly verifying email addresses and removing inactive ones can improve your sender reputation and deliverability rates.
4. Comply with CAN-SPAM Act: Ensure your emails are compliant with the CAN-SPAM Act. This includes providing a clear way for recipients to opt-out of your emails.

Identifying the Right Person for Your Cold Email

Ensuring your email reaches the right person is a vital part of successful cold email campaigns. Here’s how you can do it:

1. Do Your Homework: Use LinkedIn, the company’s website, or other online resources to identify the right person within the organization to contact.
2. Validate the Email Address: Once you have identified the right person, use email verification tools to confirm the email address.
3. Use the Right Subject Line: A compelling subject line can help get the attention of the right person and prompt them to open your email.

Cold Email Software: Your Ally in the Process

Cold email software like Mailarrow can make this process significantly easier. It can assist with personalization, help maintain CAN-SPAM compliance, and even provide detailed analytics to help refine your cold email strategy.

Analyzing and Adapting Your Cold Email Campaign

The key to a successful cold email campaign lies not only in planning and execution, but also in diligent analysis and adaptation.

Once your cold emails are out in the wild, the real work begins: monitoring performance, gauging response rates, and fine-tuning your strategy based on the insights gained. Let’s break this down further.

Tracking the Performance of Your Cold Email Campaign

With modern cold email platforms, tracking the performance of your cold emails is easier than ever. Key metrics to pay attention to include:

1. Open Rate: This metric shows you how many recipients are opening your emails. Low open rates could be due to factors such as poorly written subject lines or incorrect targeting.
2. Response Rate: This shows how many recipients are replying to your emails. If this is low, it might be worth revising your call to action or your email’s overall value proposition.
3. Click-Through Rate (CTR): This is the percentage of email recipients who clicked on one or more links contained in an email. A low CTR could indicate that your email body or your call to action needs to be more compelling.
4. Bounce Rate: This indicates the percentage of your total emails sent that could not be delivered to the recipient’s inbox. A high bounce rate could be due to incorrect email addresses or issues with your email service provider.

How to Improve Your Cold Email Campaign

Once you have some initial performance data, it’s time to iterate on your cold email campaign. Here are a few ways to do this:

1. A/B Test Your Emails: Testing different versions of your emails can help you identify what works best for your target audience. Try changing one element at a time, such as your subject line, email body, or call to action, to see what impacts your results.
2. Improve Your Follow-Up Strategy: If you’re not getting responses, consider improving your follow-up emails. This could mean sending them at different times, testing different follow-up messages, or simply following up more often.
3. Enhance Personalization: Personalized emails typically perform better than generic ones. Look for ways to further personalize your cold emails, whether that’s by mentioning something specific about the recipient’s company or role, or addressing a specific pain point they might have.
4. Review and Refresh Your Email List: Your email list is the foundation of your cold email campaign. Regularly update and clean your list to maintain high-quality, relevant contacts.
5. Use Cold Email Software: A robust cold email software, like Mailarrow, can automate much of the personalization, follow-up, and analysis processes, saving you time and improving your results.

Wrapping It Up: Recapping the Cold Email Journey

Congratulations on making it this far on our cold email journey! By now, you’re well-equipped with the knowledge to plan, create, and refine your own cold email campaign.

Let’s take a moment to recap and highlight a few final tips.

Cold Email Outreach: A Recap

Starting a cold email campaign can seem daunting, but with the right strategy and tools, it’s a powerful way to have sales teams drive growth. Remember to:

1. Identify Your Target Audience: Know who you’re writing to. Personalize your cold emails for the job title, company name, or specific person you’re targeting.
2. Create Compelling Subject Lines: Your subject line is your first impression, make it count. Make sure it promises value and piques the recipient’s interest.
3. Craft a Clear and Concise Email Body: Your email body should be straightforward and focus on the prospect’s pain point. Explain how your product or service can help and include a strong call to action (CTA).
4. Follow Up: Don’t forget the power of follow-ups! Automated follow ups can dramatically improve your response rates.
5. Analyze and Adapt: Use your cold email platform’s analytics to learn from each campaign and continuously improve your approach.

Final Words: The Power of Cold Email Outreach

Cold email outreach can be a significant contributor to your lead generation efforts. By applying the strategies and tips we’ve discussed in this blog post, you can create cold email campaigns that not only capture your prospect’s attention but also drive real results.

Remember, cold emailing is a skill that can be developed and perfected over time. With patience, practice, and continuous learning, you’ll soon master the art of cold emailing.

For those looking to simplify and streamline their cold email outreach, we recommend Mailarrow, our cold email outreach software.

With a range of features designed to make your cold emailing easier and more effective, it’s the perfect companion for your own cold calling and outreach efforts. Sign up for Mailarrow today and start experiencing the difference!

Thank you for joining us on this cold email journey! We can’t wait to see how you’ll apply these tips and strategies to your own cold email campaigns. Happy cold emailing!

FAQ

What is a cold email example?

A cold email is a message sent to a potential client who has had no prior relationship or interaction with the sender. Here’s an example to send cold emails:

Subject: Quick Question

Hello [Recipient’s Name],

I hope this email finds you well. I recently came across your company, [Company’s Name], and was impressed by your innovative approach to [Their Industry or Product].

My name is [Your Name], and I work with [Your Company], where we specialize in [Your Expertise]. We’ve helped companies like [Similar Company] to [Results Achieved].

I believe that we could bring similar results to [Recipient’s Company], specifically in [Potential Pain Point Area]. Would you be open to a brief call on [Specific Day and Time] to discuss this possibility further?

Best,

[Your Name]

[Your Position]

[Your Email]

[Your Phone Number]

What is a good cold email?

A good cold email is one that is personalized, concise, offers a clear value proposition, and includes a strong call-to-action.

It typically has a compelling subject line to encourage the recipient to open the email, and it addresses the recipient’s potential pain points or needs.

What does cold email mean?

A cold email is a form of outreach to potential clients or customers who have had no previous contact or relationship with the sender.

It’s called “cold” because it’s sent without prior permission from the recipient, unlike “warm” or “hot” emails where the recipient has either had previous interaction with the sender or has explicitly opted to receive emails.

Is cold emailing illegal?

No, cold emailing is not illegal. However, it’s regulated by laws like the CAN-SPAM Act in the United States and the GDPR in the European Union, which set certain requirements and standards for commercial messages. Always ensure your cold email practices are compliant with applicable laws and regulations.

How does cold emailing work?

Cold emailing works by sending personalized, relevant emails to individuals or businesses that might be interested in your product or service.

It’s a proactive approach where you reach out to potential customers rather than waiting for them to come to you.

The process involves researching potential leads, their email signature, crafting a personalized email, following up, and eventually converting interested recipients into customers.