Have you ever used cold email templates and received no response? Or worse, have you ever received a negative reaction that embarrassed and discouraged you?
Don’t worry, we’ve all been there.
If done right, cold emailing can be one of the most effective ways to generate new sales leads and grow your business.
That’s why we’ve compiled a list of 15 brilliant cold email templates that will increase sales.
Whether you’re a sales professional or a small business owner, these templates will help you craft compelling emails that will help you close more deals.
The importance of a good cold email
A well-crafted cold email can lead to more sales, new partnerships, and growth for your company. However, a poorly written email can result in a missed opportunity and damage your brand’s reputation.
Using the best cold email templates can make your outreach more effective, because:
- They save you time and energy
- They can be easily personalized for different situations
- They provide structure for your cold email campaigns
- They’ve been tested by sales professionals, so you can trust that they work
- They help you establish a consistent brand voice
With the advancement of artificial intelligence and improvements in ChatGPT, it’s now also very easy to create personalized cold email templates in minutes.
15 Proven cold email templates for sales
Check out these proven and practical templates if you want to improve your sales email game and close more deals.
1. Recent event cold outreach email
Writing a cold email can be challenging, but using a recent event can help you break the ice and start a real conversation. As you research a potential customer, watch for any recent announcements about their company, such as new product launches, industry awards, or mergers and acquisitions.
Including a reference to their achievements in your email shows that you’ve taken the time to learn about their business.
Subject line: Congratulations on your [Recent industry award]!
Hello [Prospect’s first name],
I hope this message finds you well. I recently heard that [Prospect’s company name]
Congratulations on this impressive achievement! Your team must be thrilled with the recognition you’re receiving for your hard work and innovation.
As someone who is passionate about [industry/value you offer], I understand the significance of this award and what it means for your company’s growth and success. We specialize in [service/product you offer] and have a proven track record of helping companies like yours [main benefit].
I would love the opportunity to discuss how we can collaborate to help your company continue to grow and thrive in the industry. Do you have 15 minutes to chat next week? Please let me know what day and time works best for you, or feel free to click on the link below to schedule a call at your convenience: [link to schedule call]
Again, congratulations on this incredible achievement, and I look forward to connecting with you soon.
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
2. B2B email template to establish value
This business-to-business (B2B) cold email template is designed to help you establish your company’s value to the prospect. It also allows you to give a brief overview of how you can assist the prospect and extend an invitation to work together.
Subject line: Helping your team accomplish [X]
Hi [Prospect’s first name],
I am reaching out because you recently downloaded a whitepaper about [X]. As someone who has worked with similar companies in [Y field/industry], I wanted to share some details of our work and results in [field].
We have a track record of helping companies similar to yours grow by providing the following:
- A solution/result
- B solution/result
- C solution/result
We would love to understand your goals for this year and see if we can help you reach them. If you want to learn more about how we can help you accomplish your goals, please book a time on my calendar using this link: [link to schedule call]
Thank you for your time and consideration.
Best regards,
[Your name]
[Your position]
[Your company name]
3. Template to identify key decision makers
This cold email template has a clear objective of reaching out to the decision-maker in a company and includes information about successful clients to establish credibility.
Subject line: Streamline your team’s productivity and reduce operating costs with [Your company name]
Hi [Prospect’s first name],
I hope this message finds you well. I was curious to know who oversees your company’s IT infrastructure at [Prospect’s company name]. I have some insights that could help streamline your team’s productivity and reduce operating costs.
With so many new technologies and products on the market, it can be overwhelming to determine which solutions will work best for your business. That’s where I come in – I can offer guidance and recommendations based on my experience working with similar companies in the industry.
I won’t go into too much detail now, but I wanted to share some benefits that our clients have seen with our services:
- Improved network security and data protection
- Increased team collaboration and communication
- Reduced downtime and IT-related issues
Some of our top clients include IBM, Microsoft, and Dell.
I would love to add [Prospect’s company name] to that list. If you’re the right person to speak with, what does your calendar look like this week? If not, who do you recommend I reach out to?
Looking forward to connecting with you soon,
[Your name]
[Your position]
[Your company name]
Copy text
4. Email introduction template
Introduce yourself and your company to prospects using this B2B email template. This template is effective because it includes a strategic yet subtle name drop, which adds social proof to you and your company. This will make you stand out from other sales representatives.
Subject line: Resource for [industry/strategy] questions
Hi [Prospect’s first name],
I hope this email finds you well. I wanted to take a moment to introduce myself as your point of contact here at [Your company name]. I came across your company on our website as someone who works with businesses in the [X field/industry].
Because I was curious to learn more about how your company approaches [Y strategy for customer service, sales, marketing, etc.], I visited your website and identified areas where I believe [Your company name] can provide value.
Our team has experience working with similar companies in your industry, such as [Z company name], and has helped them achieve their goals with the help of [insert tool/solution].
Would you have 15 minutes to chat about [Prospect’s company name] this week? I would be happy to hear more about your company’s goals and explore how we can be a valuable resource to you.
If you’re interested, please book a time on my calendar using the link here: [link to schedule call]
I’m looking forward to connecting with you soon.
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
5. Provide value to the prospect with a free tool
Here’s a principle that’s been proven over time: reciprocity. When you provide something helpful and valuable to your prospect, they will likely want to return the favor.
Subject line: Looking to reduce your churn rate?
Hello [Prospect’s first name],
I hope you had a great week. I’m reaching out to share a valuable tool that can help your business reduce the churn rate.
Our free churn rate calculator is specifically designed for SaaS businesses and can help you precisely determine your churn rate.
Once you input your data, the calculator will generate your churn rate calculations and lost monthly revenue due to churn data. You can download these results or, if you prefer, request a shareable link. Keep in mind that the churn rate formula may vary depending on your business model.
I’ve also shared my calendar link [link to schedule call] so we can schedule a call at your convenience. I look forward to discussing the results with you and providing you with actionable tips on improving customer retention.
Look forward to hearing from you,
[Your name]
[Your position]
[Your company name]
Copy text
6. Follow-up email template after your first discussion
As a salesperson, making your potential client feel like they are your top priority is essential. By setting a reminder to reach out and check in, you show that you value their time and are committed to meeting their needs.
Additionally, using cold email templates for sales teams can be effective because they follow a similar principle as customer service email templates. Both email templates are designed to provide a structured and efficient way to communicate with customers or prospects.
Subject line: Let’s cut to the chase, [Prospect’s first name]
Hey [Prospect’s first name],
I hope this email finds you well. To follow up on our previous conversation about potential partnership opportunities, I wanted to see if you’re still interested in exploring a collaboration between our companies.
If so, I’d love to schedule a call to discuss how we can assist with your [department name] strategy and provide you with some fresh ideas. I think supporting each other in achieving our goals is crucial as business owners.
Let me know if you’re available to chat sometime this week. I look forward to reconnecting and catching up on your progress.
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
7. “Can I send you some ideas?” cold email template
If you’re hesitant to send a “Can I send you some ideas?” cold email, don’t be. If you’ve done your homework and believe that your product or service can solve a need or pain point the recipient is experiencing, then you have a good reason to reach out.
When you offer to share ideas or insights that can assist the recipient in overcoming a challenge or improving their business, you’re demonstrating that you’re not just trying to sell something but genuinely interested in providing valuable help.
Subject line: Two ways to improve your [prospect’s service/product]
Hello [Prospect’s first name],
My name is [Your name], and I work for [Your company name]. We specialize in [service/product you offer] for [target industry/niche].
I’ve noticed [something specific that relates to the service/product you offer]. Based on this, I thought I’d share two quick ideas that could help you improve your [prospect’s service/product].
Do you currently have a system in place for [prospect’s service/product]? If not, I’d happily send a brief video outlining two easy ways to [solve a pain point].
Let me know if you’re interested, and we can schedule a quick chat to discuss this further.
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
8. Press mention cold email template
When a potential customer gets mentioned in the media, they will likely receive responses from the general public. Therefore, sending a cold email about the press mention could effectively capture their attention. This is an opportunity to showcase how you can contribute to their success.
Subject line: Loved reading about the new launch of [Prospect’s company name] in [Publication title]!
Hi [Prospect’s first name],
I hope this email finds you well. I recently came across your new product announcement on [Social media platform/publication title], and I wanted to extend my congratulations on your launch.
As someone who has been following your company for some time, I can see how this product will be a game-changer for your customers. Its unique features and benefits are impressive, and I’m sure it will be a success in the market.
If you’re interested, I would love to discuss the product further and explore how my expertise can help you. Let me know if you’re available for a short meeting, and I’ll be happy to schedule a call at your convenience.
Thank you for your time, and I look forward to hearing from you soon.
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
9. Voice mail follow-up email template
If you make a cold call and the prospect doesn’t answer, sending a follow-up email explaining why you called is a good way to stay on their radar. This increases the chances that they’ll be more receptive to your next attempt to contact them.
Subject line: Sorry I couldn’t contact you over the phone, [Prospect’s first name]
Hello [Prospect’s first name],
I hope you’re doing well. I attempted to reach you over the phone today, but unfortunately, we couldn’t connect. I wanted to chat about [short, specific reason for the call], but I understand you may be busy.
I left you a voice mail message and mentioned that I’ll reach out again on [date/time]. In the meantime, feel free to call me anytime at [your phone number] if you have any questions or would like to schedule a time to talk.
I look forward to connecting with you soon.
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
10. AIDA formula cold email template
The AIDA formula is a marketing framework that outlines the four stages a potential customer goes through before making a purchase.
- Attention: Getting the customer’s attention with a strong subject line.
- Interest: Building their interest with an engaging introduction.
- Desire: Creating a desire for the product or service by providing relevant offers.
- Action: Encouraging them to take action with a clear call to action (CTA).
Subject line: Boost your [X goal] with [Your company name]
Hi [Prospect’s first name],
I hope you’re doing well! I came across your recent LinkedIn post about [insert topic], which caught my attention.
As someone specializing in [prospect’s industry], I’m sure you’re always striving to achieve [X goal]. However, I know from experience that [roadblock] can make that a real challenge.
That’s why I wanted to tell you about [Your company name] and our research on [insert topic]. You can learn more about it here: [link to your resource]
I’m curious to hear your thoughts on this, and I’m wondering if you might be interested in working with us to achieve [X goal]. If you are, feel free to call me at [phone number].
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
11. B2B follow-up email template for unresponsive leads
Following up with unresponsive leads can be tough, but it’s crucial to stay persistent while understanding their busy schedules. Sending a follow-up email after no response can help. You can move the conversation forward by making it easy for them to reply with clear options.
Subject line: Reaching out again regarding [X business need]
Hi [Prospect’s first name],
I hope this message finds you well. I’ve been trying to reach you to discuss [X business need], but haven’t heard back.
Could you please let me know if:
- You’ve already sorted out [X business need]
- You’re still interested but haven’t had a chance to respond
- You need assistance with something urgent, in which case, let me know how I can help
Looking forward to your reply,
[Your name]
[Your position]
[Your company name]
Copy text
12. Leading to the relevant contact email template
Sometimes, you might think, “Is it something I said?” when your cold email outreach does not get a response. Or maybe you’ve just been reaching out to the wrong person. Identifying the correct contact can make all the difference in getting a reply.
Subject line: Quick question — are you the right person to discuss [service/product you offer]?
Hello [Prospect’s first name],
I’ve tried to connect with you a few times but haven’t received a response. Are you the correct person to discuss [service/product you offer] at [Prospect’s company name]?
I know [insert service benefit] might not be on your radar right now, but I’d love to start a relationship for future support.
Please let me know who I should contact if you’re not the right person.
Kind regards,
[Your name]
[Your position]
[Your company name]
Copy text
13. Educational cold email template
This cold email email is about sharing helpful information instead of trying to sell something right away. For example, you may want to introduce a new podcast or webinar series your company has launched.
This approach aims to build trust over time, positioning your company as an industry expert. It’s less about immediate sales and more about nurturing relationships and demonstrating expertise.
Subject line: Discover valuable insights — our new B2B sales podcast is out
Hi [Prospect’s first name],
I hope you’re having a great day.
We recently launched a B2B sales podcast called [Podcast title]. In each episode, our CMO [CMO’s name] interviews industry leaders and experts, sharing invaluable tips, tricks, and hacks to help businesses grow and scale B2B operations.
Check out the podcast on [Podcast platform title] here: [link to your podcast]
I look forward to hearing your thoughts.
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
14. “PAS” cold email template
The “PAS” cold email strategy is used in sales to engage potential customers. It starts by pinpointing a specific problem the recipient may face, agitating it to evoke an emotional response, and then proposing a clear solution.
Subject line: Is customer service a pain point for [Prospect’s company name]?
Hello [Prospect’s first name],
I’ve noticed [Prospect’s company name] has been receiving some negative reviews about customer service delays and inefficiencies. These issues can be frustrating when they lead to customer dissatisfaction and potential churn.
At [Your company name], we specialize in CRM solutions that streamline customer interactions across all channels. Our platform integrates customer data into one centralized system, making tracking, managing, and resolving support issues easier.
Could we schedule a brief call to discuss how our CRM solution can help turn these challenges into better customer satisfaction and loyalty opportunities? Please use my calendar link to pick a date and time that works best for you: [link to schedule call]
Best regards,
[Your name]
[Your position]
[Your company name]
Copy text
15. Referral email template
When someone refers your product or service to a friend or colleague, you can use this type of email to reach out to that friend. Mentioning a mutual connection increases the chance of a positive response. The email should be concise, clearly state the problem your product or service can solve, and include a CTA for further discussion.
Subject line: [Prospect’s friend’s name] suggested we should connect — Solutions for [X pain point]
Hi [Prospect’s first name],
Your friend, [Prospect’s friend’s name], recently spoke highly of you and suggested I reach out regarding [X pain point/challenge]. It’s always great to connect through a mutual contact, and I’m excited about possibly working together.
At [Your company name], we specialize in [service/product you offer]. We’ve helped many businesses overcome challenges like [X pain point], leading to [Y positive outcome].
Here’s a link to our website for more details: [link to your website]
I would like to learn more about your specific needs and discuss how [Your company name] can provide the right solutions for you. Would you be available for a quick call next week? Please let me know a date and time that works best for you, and I’ll accommodate.
Looking forward to your response,
[Your name]
[Your position]
[Your company name]
Best practices for cold emailing
Here are some of the best practices for cold emailing:
- Keep it short
- Personalize the message as much as possible
- Address the recipient by their name
- Show that you’ve done your research on their company
- Offer value or a clear benefit to them
- Use a clear CTA
- Don’t be pushy
- Keep your tone professional
- Test different subject lines and email formats to see what works best
Launch email campaigns with Textmagic
Ready to use these templates in real campaigns? Create, send, and track business emails & SMS in one single platform.
Following up with prospects after a cold email
Following up with your prospects can be a daunting task. Use these actionable tips to streamline the process.
Be timely but not too aggressive
Following up with your prospects on time is essential, but you don’t want to be too aggressive or pushy. Space out your follow-up emails over a few days or weeks, and keep your tone polite and professional.
Use a multi-channel approach
Don’t rely solely on email to follow up with prospects. Use a multi-channel approach to reach them where they are most active. Consider following up with a phone call, social media message, or SMS. The more touchpoints you have with a prospect, the more likely they will remember your business.
Provide value
When you follow up with a prospect, don’t just ask for a meeting or sale. Provide value by sharing relevant information, insights, or resources that will help them in their work. This will position you as a helpful resource rather than just another salesperson.
Be persistent but respectful
Following up with a prospect can be a delicate balance. You want to be persistent enough to stay on their radar but not so persistent that you become annoying. Make sure your follow-up messages are always professional, polite, and relevant.
Make each mail personal
One of the biggest mistakes is being too generic or impersonal. Your potential customers will receive countless emails like this daily, so ensuring your message stands out is vital. Take the time to personalize your message and explain why your product or service is relevant to their needs.
Conclusion
We’ve provided several proven cold email samples that have helped many sales professionals generate more leads and close more deals. However, don’t be afraid to experiment with these templates and customize them to fit your brand voice. Remember to track your results and adjust what works best for you.
Many additional resources, such as online courses or podcasts, are available for those who want to improve their cold emailing skills.
Don’t be afraid to invest in your education and seek new strategies and techniques to help you succeed. With the right approach and mindset, cold email outreach can be a powerful tool to help you reach your sales goals and grow your business.
Frequently Asked Questions (FAQs)
The 30/30/50 rule suggests spending 30% of your time researching prospects, 30% writing the message, and 50% following up to improve response rates and personalization.
Cold emailing is legal in most countries if it complies with data privacy laws like CAN-SPAM (US) or GDPR (EU). Always include an opt-out option and use accurate sender information.
Keep it short, relevant, and personalized. Clearly state the purpose, focus on the recipient’s needs, and end with a simple call to action.
Yes, in most cases. Aim for 50-150 words. Cold emails should be easy to skim and focused on one clear message or offer.
Success rates vary, but well-targeted cold emails typically see open rates of 15-25% and reply rates of 1-5%. Personalization and timing make a big difference.
Related articles
How to use Textmagic for company onboarding
The most successful companies understand the importa...
How to measure and improve your SMS conversion rates
With rising customer acquisition costs and today’s u...
Mastering customer segments: Strategies to boost your ROI
One of the most effective ways to differentiate your...
How to promote your business with commercial text marketing
In a world where the average attention span is just ...
10 Simple tips to building a great small business website
To successfully run a small business, you need to fi...