The Best Cold Sales Email Template to Drive Up Replies and Sales

So, you have just written an introduction sales email and sent it off to prospective customers. You’re just waiting for the replies to start rolling in and your sales numbers to rise dramatically. But that doesn’t happen – and you have no idea why.

Start A Cold Outreach Campaign with One Click! More Leads - More Customers.

Find Emails From Any URL
Add To A Outreach Campaign (One Click!)
Follow Up Automatically

Start Your 7 Day Free Trial Now!

Sadly, many marketers and salespeople are all too familiar with this trend. It is a huge cause of worry if your paycheck rests on your ability to win new customers and close deals.

Getting prospects to reply to your cold sales email is a tricky prospect. Any great sales rep knows that you have to make it as easy as possible for potential clients to respond. So why do so many of them send introductory email for sales that make prospects do all the hard work?

The truth is most prospects won’t. They’ll simply delete your introduction sales letter and call it a day. On the other hand, you will have lost a valuable opportunity to make a sale.

So, how can you turn your fortunes around?

The Best Cold Sales Email Template to Drive Up Replies and Sales

Table of Contents

How to Write an Effective Sales Introduction Letter

We’re sure that you know what a cold email is and isn’t, so we won’t get into the nitty-gritty of that. But you have to keep certain things in mind when reaching out to potential clients that haven’t dealt with you before.

The key is to find ways to make your sales introduction letters effective. Remember, the main goal of each message is to start a meaningful conversation with prospects that lead up to closing sales. To do this, each email should – at the bare minimum – contain:

  • Your real name

  • Accurate contact information, including your job title, phone number, company website, and profiles on social media

  • Content that is relevant and customized to the recipient

  • A specific ask

  • A clear call to action

These seven tips and tricks will make your sales introduction letters more effective:

1. Use the right header

The header tells prospects who the email is coming from. That is why you should always use your real name and address when sending out any sales introduction letter. This is the best way to prove to prospects that your email is not spam.

2. Make sure the subject line matches the email body

We’re sure you have seen one of these subject lines in your email spam folder:

  •    “IMPORTANT!!!”
  •    “Urgent! Please Read!
  •    “Dear friend”

Avoid writing subject lines like these at all costs. It shows the prospect that your email is just another generic mass message. Instead, a good sales letter introduction tells prospects exactly what to expect in the email body.

3. Always use the prospect’s first name

If you’re looking for an easy way to show the prospect that you’re worth their time, this is it. Using their first name makes your sales email more personal and authentic. This goes a long way to build rapport.

It also proves that you took the time to do your research before reaching out. Prospects always appreciate a little extra effort!

4. Customize each email to its intended recipient

The first mark of a spam email is that it is irrelevant. It doesn’t offer any value to the prospect, relate to their core business, or address their specific needs.

A good sales email is always customized to each prospect. This ensures that it conveys a sense of value, which is the only way to prompt prospects to read and respond to your emails.

5. Do not use generic text

If you use text that is obviously generic or copy-pasted, an experienced prospect will be able to spot it from miles away. This is the fastest way to get your email sent straight to spam or trash.

Your prospects deserve more effort than this. So take the time to craft individual, personalized sales emails that are relevant to each recipient to increase your open and response rates.

6. Format your email signature

Before sending off any sales emails, make sure to format your email signature to include certain relevant details. These include your name, position in the company, phone number, website, and social media profiles.

But you shouldn’t be restricted to these details. You can add any other tidbit that you deem as necessary. The goal here is to show prospects that they are dealing with a real person, not a spam account.

7. Track your progress

Very few corporate decisions ever work out effectively if their performance is not tracked. In the same way, you should stay on top of every metric that your cold email outreach campaign generates.

For instance, how many of your emails are opened? How many are sent straight to trash or spam? How many are read but don’t generate replies?

If you have these numbers, then you will know what aspect of your sales emails need adjustment. With a little fine tuning, you will then be able to improve the effectiveness of your email pitches.

Start A Cold Outreach Campaign with One Click! More Leads - More Customers.

Find Emails From Any URL
Add To A Outreach Campaign (One Click!)
Follow Up Automatically

Start Your 7 Day Free Trial Now!

Sales Pitch Email Format

Every sales pitch uses a pretty standard email format. But that doesn’t mean that you can’t customize it for the best results! Here’s how you can create a mind-blowing email pitch that will do wonders for your brand:

1. Catchy subject line

If a subject line is too long or vague, chances are high that the prospect will delete your email even before reading it. That is why you should ensure that your subject lines are brief, accurate, and straight to the point.

Here are a few examples that you can use:

  •    Is (specific topic/service/product) a priority to you right now?
  •    Congratulations on (mention recent career or business development)
  •    Loved your (post/tweet/thoughts) on (mention relevant topic)
  •    Did you know (mention interesting and relevant statistic)?
  •    (Mention mutual contact) recommended that we talk

Find more effective email subject lines here.

2. Hold their attention with a great introduction

How can you write a great introduction? First, keep it short! A long intro makes your message harder to read and more “spammy.”

Second, keep it about the prospect. You should still introduce yourself, but find a way to zero back in on the recipient. For example, you can say something like this:

“My name is (your name). I’m the (mention your job title or role) at (mention your company). I’ve been a huge fan of your work over at (mention prospect’s company/website/blog). I particularly loved your (post/tweet/thoughts) on (mention specific topic). [Insert URL)”

3. Why are you reaching out?

Every successful sales email highlights a relevant reason for reaching out. Do you have a shared connection? Did you attend the same event? Has the prospect been promoted recently? Have they won an award?

Whatever your “excuse” is, it has to be relevant to the prospect’s interests. Otherwise, why would they keep reading or even respond to you?

4. Your ask and value proposition

How will the prospect benefit? If you can give a convincing answer to this question, you  will generate a lot more sales with your emails.

Use one sentence to show the prospect why they should work with you. What makes your offer unique? Why should they pick your service or product over others on the market?

If you understand the prospect well, you will be able to craft the perfect value proposition. You will know their challenges, needs, and pain points – allowing you to target them more effectively.

You can also use social proof to strengthen your case. Have you worked with any clients the prospect could be familiar with? Then drop those names in your email! Even better, show them how you have helped one of their competitors attain some impressive results.

5. Give a call to action

This explains what kind of feedback you would like from the prospect. Do you want them to reply to your email or schedule a call? Or would you like to set up a meeting?

If you are working within set timelines, then don’t be afraid to give the prospect a reasonable deadline! This leaves them with enough time to think about your ask.

6. Sign off

Use a brief, friendly way to sign off your sales pitch email. And don’t forget to add a well-formatted signature!

Sales Prospecting Emails That Work: Rules for Successful Cold Email

The only people who think that writing effective cold sales emails is easy are those that have never actually written one! It is very easy to prepare an email pitch and blast it off to hundreds of prospects – but that doesn’t mean you will get the results you want.

Crafting a successful sales email pitch takes a lot of time and effort. If you want to make the process easier, these eight cold email rules will be very important for your process:

1. Know your buyer personas well

We’re sure that you know all about your target industry and company size. But how much do you know about the person you are reaching out to? Here are a few questions you need to ask yourself about potential buyers:

  • What is their role in the target company?

  • What challenges do they face at work?

  • What other needs do they have (beyond that for your service or product)?

Your first step should always involve finding out everything you can about your prospects. This will help you connect with them on a personal level and build rapport that may be critical to their decision to buy or not.

2. Collect deeper insights than your competitors

Every sales rep starts their research with LinkedIn – but it can only give you so much information. To succeed, you must go above and beyond what your competitors are doing.

A great way to accomplish this is by using more in-depth tools to leverage the professional network. The 3×3 approach also works well. This involves using the first three unique details you are able to find about a prospect in three minutes. Here are a few ideas to start you off:

  • Which city are they currently based in?

  • What is their work/career history?

  • Are there any interesting developments in their former school or university?

  • Do you share any mutual contacts?

3. Keep your email short

If you have read any of our posts about cold or sales emails, you will see that this is a recurring theme. It might sound a little boring, but this tip works.

The simple fact is that people don’t like reading long emails. This is especially true if the email is coming from a stranger. So keep your email pitch short!

4. Minimize the prospect’s work

Prospects might be interested in what you’re selling, but they don’t want to do any extra work to find any relevant information. So, make their job easier! Use your sales prospecting email to explain who you are and give pertinent information about your company.

You should also briefly highlight your product or service. Providing a few links to its description, customer reviews, and case studies is another great idea.

5. Balance automation and personalization

Most marketers choose to use a sales email template to speed up their outreach efforts. While this is a great move, you have to be careful to balance automation and personalization. Using a cold email template successfully is all about finding that all-important sweet spot.

Make sure to optimize any great template through personalizing it. After all, sales and marketing is mainly about the human-human connection. Once you do this, you can use our awesome tools at RooJet to automate your cold email outreach campaign.

6. Offer value

If you want prospects to reply to your email pitches, you must offer value. It’s really that simple. So, how do you offer value?

  •    Make the pitch relevant to the prospect
  •    Offer a proven solution to a real problem
  •    Keep the focus on the prospect, not yourself
  •    Do the research and personalize each email to the prospect
  •    Avoid being too “salesy” and gear each email towards starting a long-term conversation with the prospect

7. Always follow up

In the sales email game, one email usually isn’t enough. Sometimes prospects are too busy to reply to your email right now, or they forget to do so. A lack of response doesn’t always mean that they are not interested.

So you must follow-up. Learn about the best cold email follow up strategy here.

8. Review the final product

Before sending out any sales email, read it one more time. You might have missed some basic spelling mistakes or errors in grammatical flow the first time around. This review will help you polish the email even further.

It also helps to put you in the prospect’s shoes for a while. If you received that particular email, would your reply to it? This is a simple but effective test that will help you fine-tune your approach and send more effective sales emails.

How to Write a Sales Pitch Email Example

1. Cold Outreach

If you are wondering how to write a sales email, here is a general cold email template for sales that you can use:

Hey (Prospect’s name),

My name is (your name) and I’m the (mention your role) at (your company name).

We work with organizations like (prospect’s company) to (one-sentence pitch). It would help you (one-sentence benefit).

In recent years, we have worked with (mention two/three competitors). (Your company/service/product) helped them (prove the benefit).

Would this be something (prospect’s company) would be interested in? If so, we’d love to set up a quick 10-minute call on (specific date and time) to explore if this would be a valuable addition for your company.


(Your name).

2. After research

This cold sales email template would be perfect to use once you have completed research on a prospect:

Hey (Prospect’s name),

Just wanted to reach out and say that I’ve been a huge fan of (prospect’s website/blog/social channel) for a while.

I really loved your post/tweet on (mention specific topic). It helped me (explain specific takeaway/benefit). So, thank you!

Aside from that, I couldn’t help but notice (mention specific challenge, e.g. “your website could leverage SEO a bit more” etc).

I’ve worked in the (specific mention) industry and may be able to help you out with that. In fact, I just finished (mention relevant project) for (mention competitor/s). Here are some samples from my previous work:

  •    Link 1
  •    Link 2

If you’re interested in this, let me know! We could schedule a quick call on (mention specific date and time) to discuss this more. If that date doesn’t work for you, just drop me an email and I can work around your schedule.


(Your name)

3. Referral by a mutual contact

Use this sales prospecting template if you have managed to secure a referral from a trusted mutual contact:

Hi (Prospect’s name),

(Name of mutual contact) suggested that you might be interested in getting (mention product/service) for your (specific mention) team at (prospect’s company).

Our customers at (mention one or two competitors) have told us (mention relevant pain point). That is why they chose (mention product/service) to help them (one-sentence pitch).

Are you available on (specific date) at (specific time) to discuss how (mention product/service) can help your team be more productive/efficient?


(Your name).

4. LinkedIn

Use this sales pitch email example to connect with prospects that you found via LinkedIn:

Hi (Prospect’s name),

I saw on LinkedIn that we’re connected through (mention name of mutual connection). (Include one sentence showing why this connection is relevant).

Based on your position at (prospect’s company), I think you would be interested in what my company does. (one sentence value proposition).

We have helped companies like (mention the prospect’s competitors) achieve (mention specific results).

Do you have time for a quick 15-minute call on (specific date) at (specific time)? If not, just let me know how your schedule looks like and I’ll work around it.


(Your name).

5. Follow up

You may need to follow up on prospects after a cold email. Here is a great cold email sales template that will help you do this effectively:

Hey (Prospect’s name),

Just following up to see if you had a chance to look over my previous email. If not, I’ll just use this message to give it a little bump to the top of your inbox!


(Your name).

6. Breakup Email

Sometimes a prospect won’t respond to your sales email, even after six to seven follow ups. At that point, it could be time for the breakup email:

Hey (Prospect’s name)

I’ve been reaching out because I see huge potential for (prospect’s company) to (mention specific value and benefits) with (your company).

I hate to be a bother, so I’ll plan to reach out to you again in a few months – unless you let me know that you’re willing to reevaluate sooner!

If you’re interested in getting your (specific mention) team on (mention your product/service) on a trial basis, I could help set that up for you too.

In the meantime, I’ll keep an eye out for (prospect’s company)!

Thanks for your time.

(Your name).

Sending Sales Emails

Sending sales emails is the easy part of the outreach process. Start off by finding the prospect’s email address – RooJet makes this less complicated! Keep in mind that the day and time you send the email is just as important.

After sending off your email pitches, start tracking your progress. This will help you know when to follow up and what changes need to be made to ensure your cold email campaign is successful.

Wrapping Up…

Sales emails will only be effective if you run your campaign by the rules. Use the tips above to personalize and optimize these templates and you will start seeing a drastic change in your sales email open and response rates.

Have any of these tips worked for you? Or did we skip any useful tips? If so, let us know in the comments below!

Start A Cold Outreach Campaign with One Click! More Leads - More Customers.

Find Emails From Any URL
Add To A Outreach Campaign (One Click!)
Follow Up Automatically

Start Your 7 Day Free Trial Now!