Tips and training

How to Write the Best Cold Call Email: 12 Templates and Examples

Cold emailing is one of the most effective B2B sales tools – if done right. Writing cold emails can be a time-consuming and often frustrating effort. It takes a lot of time to create highly personalized cold emails relevant to the prospect, which can lead to increased lead generation and conversion.

So is there a better and quicker way to create successful cold emails?

Definitely!

Cold email templates can help you create customizable messages by following a strategic approach to targeting prospects most likely to be interested in your solution.

This is the reason why cold emails are vital for driving success.

Let us look at how to write the best cold call emails.

Best Cold Email Writing Practices

The best email marketing professionals don't just slap a generic cold email subject line and copy and send it out to all and sundry. Instead, they follow a strategic approach of designing outbound sales emails to maximize the outcomes of their prospecting efforts.

Let us take a look at how to really write a cold email.

Identify the Right Person

The most crucial factor in your cold email marketing campaign's success is ensuring you are sending cold emails to a specific person. You can do this by evaluating your target audience, list and checking demographic information like the size and location of the company, the industry in which it operates, and its growth stage.

If you have prospects from the wrong demographic, you need to remove them from your list, or you will be wasting precious time and effort sending unsolicited emails to irrelevant people.

Use the information you have to determine where the prospect is in the sales journey. For example, if they have already engaged with your website, they are a warm lead you can reach out to take further action.

Find the Right Point of Contact

When working with many prospects, you need to find a decision-maker who has the power to take the desired action. You can use LinkedIn to find prospects. Alternatively, you can also take a look at the About Us section on the company website to find emails of the relevant prospects.

You can also check out company databases to find contacts or ask the company's customer representative to connect you with the appropriate person or get their email address if you have a phone number.

Personalize the Email

Take the time to research the recipient and find relevant information that you can use to personalize your email. This could include their name, job title, recent achievements, a mutual connection or any interests you share.

Write a Captivating Subject Line

The subject line is your first opportunity to grab the recipient's attention. Keep it concise, intriguing, and relevant to their needs or interests. Avoid spammy or salesy language that might send your email to the spam folder.

Understand the Prospect's Pain Points

Your prospect's pain point is a thing that they are struggling with. It can be anything from unmet personal needs or major issues the company faces. Researching the pain points and finding an effective way to resolve them is important.

This can help you build trust and rapport with your customers and show them that their issues matter to you.

Support Claims with Proof

One of the biggest barriers to selling your business's offerings is risk. Your prospects might not want to work with a company with little experience or credibility. To show them you can be trusted and good at what you do, show them the positive results of working with some of your customers.

You can add client case studies to your emails so prospects can check out details of your work if they want to. Your prospects will be more inclined to work with you with actual proof.

Start with a Strong Opening

Your email body should start strong. In the opening paragraph, clearly state your purpose for reaching out. Explain why your product, service, or idea would be valuable to the recipient. Highlight a specific problem you can solve or benefit you can offer.

Show Credibility and Expertise

Demonstrate your knowledge and expertise in the industry or field related to the recipient's work. Mention relevant accomplishments, awards, or success stories to establish credibility and build trust.

Keep it Concise and Focused.

Cold call emails should be brief and to the point. Avoid overwhelming the recipient with too much information. Aim for a length of 3-4 paragraphs, with each paragraph containing only the opening line and a few sentences.

Highlight the Benefits

Clearly articulate the benefits the recipient would gain from your product, service, or idea. Focus on how it can solve their pain points, increase efficiency, save money, or achieve their goals. Use specific examples or case studies whenever possible.

Include a Strong Call to Action

Clearly state what you want the recipient to do next in your cold call email, such as scheduling a call, meeting, or demo. Make it easy for them to respond by providing clear contact information or a link to your calendar.

Maintain a Professional Tone

Use a polite and professional tone to write cold emails. Avoid aggressive or pushy language. Respect the recipient's time and clarify that you are open to further discussion or questions.

Proofread and Edit

Before sending a cold email, edit and proofread it to remove typos, syntax errors, or awkward language. A well-written and error-free email reflects positively on your company and shows you are a professional.

The Best Cold Email Templates and Examples

Let us look at some effective cold email examples and templates that can lead to a successful cold email outreach campaign.

Cold Email Template # 1: Introduction to a Referral 

Subject: Referred by (insert name of referrer) – Let's Connect!

Dear [Prospect Name],

I hope this email finds you well. [Referrer's Name] suggested I contact you regarding [specific topic or challenge]. As an expert in [your area of expertise], I can provide valuable insights and solutions.

I have [X years of experience] in [industry/field], helping businesses like yours [specific outcome]. I recently came across a blog post about [recent development or article related to the prospect's industry] and thought it might be worth discussing how we can help [Prospect Company] achieve similar success.

If you're open to it, I would appreciate a brief call to discuss your goals and explore potential synergies. I'm available next week at your convenience. Please let me know your availability by replying to this email or scheduling a call on my calendar [provide link].

Thank you for your time, and I look forward to connecting with you.

Best regards,

[Your Name]

[Your Title/Position] 

[Your Company] 

[Your Contact Information]

Cold Email Template # 2: Industry Insight Email

Subject: [Prospect's Company] and the Future of [Industry]

Dear [Prospect's Name],

I hope this email finds you well. I've been following [Prospect's Company] closely and have been impressed by your innovative approach to [specific area/industry].

I wanted to share an industry insight I recently came across: [mention a relevant industry trend, challenge, or opportunity]. Given your expertise and influence in the field, I believe [Your Company] can provide valuable solutions to help [Prospect's Company] stay ahead of the curve.

I would welcome the opportunity to discuss this further and explore potential ways we can collaborate. If you're interested, I'm available for a call at your convenience. Please let me know your availability, and I will be happy to coordinate a time that works for both of us.

Thank you for your time, and I look forward to connecting with you.

Best regards,

[Your Name] 

[Your Title/Position] 

[Your Company] 

[Your Contact Information]

Cold Email Template #3: Email for Solving a Problem

Subject: Solving [Prospect's Company] 's [Specific Challenge]

Dear [Prospect's Name],

I hope this email finds you well. I recently came across [Prospect's Company] and noticed that [specific challenge] might be hindering your progress in [specific area].

As an expert in [your area of expertise], I specialize in providing effective solutions to companies facing similar challenges. In fact, we have helped [similar companies/industry] overcome [specific challenge], resulting in [specific outcome].

I would love to have a conversation with you to understand your specific needs and explore how [Your Product/Service/Idea] can address them. I'm available for a call at your convenience. Please let me know your availability, and I will be happy to coordinate a time that works for both of us.

Thank you for your time, and I look forward to connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #4: Introducing New Product/Service 

Subject: Introducing [Your Company's] Cutting-Edge [Product/Service]

Dear [Prospect's Name],

I hope this email finds you well. I wanted to introduce you to a cutting-edge [product/service] offered by [Your Company]. After reviewing [Prospect's Company]’s goals and challenges, I believe this solution could significantly benefit your organization.

[Product/Service] is designed to [specific benefit]. It has been successfully implemented by several companies in your industry, resulting in [specific outcome]. I believe that with [Your Company]’s expertise and our innovative approach, we can help [Recipient's Company] achieve similar success.

I would be thrilled to discuss this opportunity with you in more detail. If you're interested, I'm available for a call at your convenience. Please let me know your availability, and I will be happy to coordinate a time that works for both of us.

Thank you for your time, and I look forward to connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #5: Mutual Connection

Subject: Connecting Based on Our Shared Interest in [Specific Area/Industry]

Dear [Prospect's Name],

I hope this email finds you well. I recently came across your work in [specific area/industry] and was impressed by your expertise and contributions. As someone passionate about the same field, I wanted to reach out and connect.

I would love to discuss [specific topic] further with you and explore potential ways to collaborate or exchange a few ideas. I believe that our shared interests and expertise can lead to exciting opportunities.

If you're open to it, I'm available for a brief call to introduce ourselves and discuss our common goals. Please let me know your availability, and I will be happy to coordinate a time that works for both of us.

Thank you for your time, and I look forward to connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #6: Conference or Event Connection

Subject: Connecting After [Conference/Event Name]

Dear [Prospect's Name],

I hope this email finds you well. I had the pleasure of attending [Conference/Event Name] recently, where I was inspired by your keynote presentation on [specific topic].

Your insights resonated with me, and I wanted to reach out to continue the conversation. I believe that our shared interests and expertise can lead to valuable collaborations or opportunities.

If you're open to it, I would appreciate a brief call to discuss our common goals and explore potential synergies. I'm available next week at your convenience. Please let me know your availability, and I will be happy to coordinate a time that works for both of us.

Thank you for your time, and I look forward to connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #7: Congratulations and Offering

Subject: Congratulations on [Prospect's Achievement] & How We Can Help

Dear [Prospect's Name],

I hope this email finds you well. I wanted to extend my congratulations on your recent achievement of [specific accomplishment]. It's an impressive milestone for [Prospect's Company name] and a testament to your hard work and dedication.

Given your success and commitment to excellence, I wanted to share an opportunity that could further enhance your achievements. [Your Company] specializes in [specific area], offering innovative solutions that have helped numerous companies like yours optimize their [processes, operations, etc.] and achieve remarkable results.

I would welcome the opportunity to discuss your goals and explore how [Your Product/Service/Idea] can support your ongoing success. If you're interested, I'm available for a call at your convenience. Please let me know your availability, and I will be happy to coordinate a time that works for both of us.

Thank you for your time, and I look forward to connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #8: Industry Expert Advice Offer

Subject: Expert Advice on [Specific Challenge]

Dear [Prospect's Name],

I hope this email finds you well. I have been following [Prospect's Company] 's progress and wanted to reach out regarding a specific challenge you might be facing.

As an expert in [your area of expertise], I have successfully helped companies overcome similar hurdles. I would be happy to offer free advice or insights on [specific challenge] based on my experience and knowledge in the field.

If you're interested, please let me know, and I will provide you with some actionable recommendations or strategies. I believe that a fresh perspective can often lead to breakthroughs and new opportunities.

Thank you for your time, and I look forward to the possibility of connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #9: Offer of Competitive Edge

Subject: Gain a Competitive Edge with [Your Solution]

Dear [Prospect's Name],

I hope this email finds you well. In today's highly competitive market, finding ways to stay ahead of the competition and achieve sustainable growth is crucial. That's why I wanted to introduce you to [Your Solution] and how it can give [Prospect's Company] a competitive edge.

[Your Solution] is designed to address [specific industry pain point or challenge] by providing [specific benefits]. It has been successfully adopted by numerous companies in your industry, leading to increased efficiency, improved customer satisfaction, and higher profits.

I would welcome the opportunity to discuss your business goals and explore how [Your Solution] can support your success. I'm available for a brief call at your convenience if you're open to it. Please let me know your availability, and I will be happy to coordinate a quick call at a time that works for both of us.

Thank you for your time, and I look forward to the possibility of connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #10: Partnership Proposal

Subject: Exploring Partnership Opportunities with [Your Company]

Dear [Prospect's Name],

I hope this email finds you well. I wanted to reach out to explore potential partnership opportunities between [Your Company] and [Prospect's Company].

After reviewing your impressive track record and understanding our shared goals, I believe that by combining our strengths, we can create significant value and mutually beneficial outcomes.

I would love the opportunity to discuss this further and explore potential synergies. If you're interested, I'm available for a call at your convenience. Please let me know your availability, and I will be happy to coordinate a time that works for both of us.

Thank you for your time, and I look forward to the possibility of connecting with you.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #11: Free Offer Email

Subject: Exclusive Free Offer: [Recipient's Name], Experience [Your Company]'s [Product/Service]

Dear [Prospect's Name],

As a valued member of our professional community, we have an exciting opportunity just for you: a complimentary [product/service] from [Your Company].

Designed to [specific benefit], this [product/service] can revolutionize [specific area or goal]. And now, you can experience it firsthand, completely free.

To claim your exclusive offer, simply [provide instructions on how to redeem the offer]. Our team is here to assist you and answer any questions you may have.

This offer is limited and available only for a short time, so act quickly to secure your [product/service]. We value your feedback and look forward to hearing about your experience.

Thank you for being a valued member of our community. Get started now and unlock the full potential of [Your Company]'s [product/service].

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Cold Email Template #12: Follow-Up Email Template

Subject: Follow-Up: [Topic/Conversation]

Dear [Prospect's Name],

I hope this email finds you well. Just a quick follow-up on our recent discussion regarding [topic]. I wanted to touch base and see if there have been any developments or if you had any further thoughts on the matter.

I believe there is potential for [specific benefit or opportunity], and I'm eager to explore it further with you. If you're available, I would appreciate a brief call or meeting to delve deeper into the possibilities.

Please let me know your availability, and I will be happy to coordinate a time that works for both of us. Looking forward to reconnecting and continuing our conversation.

Best regards,

[Your Name]

[Your Title/Position]

[Your Company]

[Your Contact Information]

Remember that these are simple templates, and you will need to customize them to fit your unique message. Personalization is key to increasing your chances of getting positive replies and engagement.

Bottom Line

Creating a personalized cold email campaign requires lots of in-depth knowledge about your target audience and their pain points and can take a lot of time.

Emelia can make this process easier with its powerful and intuitive cold email platform that offers a range of functionalities and features which allow an email marketing manager to follow best practices and create winning cold email campaigns.

It's time to set up your first campaign, watch this video to see how Emelia's platform works

Ready to try Emelia?

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