How to Write a Cold Email [FREE Templates]

How to Write a Cold Email

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Are you looking learn how to write cold emails? But not sure how to do it without coming off as spammy or impersonal? You’re not alone. Writing a cold email can be tough, especially if you’re not used to communicating with strangers. But fear not, in this post, we’re going to give you some tips and tricks for how to cold email and actually get results.

Whether you’re reaching out to a potential client, partner, or employer, a well-crafted cold email can help you get your foot in the door and start building valuable connections. But how do you write a cold email that’s both compelling and respectful of the recipient’s time? We’ve got you covered. In this post, we’ll guide you through the process of writing a cold email, step by step, from researching your target audience to following up after you’ve hit send.

So grab a cup of coffee, get comfortable, and let’s dive into the world of cold emailing!

What Exactly is Cold Emailing?

What Exactly is Cold Emailing?

Have you ever received an email from someone you don’t know, trying to sell you something or start a conversation? That’s what we call cold emailing. It’s a technique that marketers and a sales team use to reach out to people who they think might be interested in their product or service, even if they’ve never spoken to them before.

This sounds a lot like spam??? The key difference between cold emails and spam emails is relevance and personalization. Cold emails are should be relevant and personalized to the recipient, while spam emails are not. Additionally, cold emails are often sent to a smaller, more targeted audience, while spam emails are sent to a much larger audience.

Cold emails are usually personalized to some degree, but they are still unsolicited, meaning that the recipient did not ask to receive the email. This is what sets cold emailing apart from other types of emails, such as newsletters or transactional emails, which are sent to people who have already expressed interest in hearing from you.

The goal of a cold email is to start a conversation and build a relationship, with the hope that it will eventually lead to a sale, partnership, or some other mutually beneficial outcome. Some people view cold emailing as intrusive or spammy, but when done in a thoughtful and ethical manner, it can be a legitimate and effective way to reach new customers and partners.

In simple terms, cold emailing is a way to make a connection with someone who you think might benefit from your product or service, even if they don’t know you yet.

Whether or not using cold email is right for you and your business depends on a number of factors, but it’s important to approach it with respect and honesty, and to personalize your emails to the recipient as much as possible.

Research Your Target Audience

The first step to writing an effective cold email is to research your target audience. This means identifying who you’re trying to reach and understanding their needs, pain points, and interests. The more you know about your audience, the better you’ll be able to tailor your email to their specific situation and make a meaningful connection.

Start by doing some online research to gather information about your target audience. Look for things like their job title, company size, industry, and any recent news or events that might be relevant to them. You can also check out their social media profiles or blog posts to get a sense of their personality and interests.

Once you have a good understanding of who you’re trying to reach, think about how you can add value to their lives. What problem can you solve for them? How can you make their job easier? What insights or information do you have that could be useful to them? By focusing on how you can help your audience, rather than just promoting yourself or your company, you’ll be more likely to grab their attention and get a response.

In the next section, we’ll discuss how to craft a compelling cold email subject line that grabs the reader’s attention.

Cold Email Subject Lines

Cold Email Subject Lines

Cold email subject lines are the first thing your recipient sees, so it’s crucial to make it count. A compelling subject line can grab their attention, pique their curiosity, and encourage them to open your email. On the other hand, a bland or generic, poorly written subject line can make your email look like spam and cause it to be ignored.

To craft a compelling subject line, start by thinking about what would interest your target audience. What pain point or challenge are they facing that your email can address? How can you make your subject line relevant and personal to them? Consider using numbers, statistics, or keywords that will grab their attention.

Keep your subject line short and to the point, ideally no more than 50 characters or so. This will ensure that it’s visible in the recipient’s inbox and doesn’t get cut off. Avoid using all caps or excessive punctuation, as this can make your email look like spam. And don’t be afraid to get creative – a clever or witty subject line can be a great way to stand out and make a positive impression.

Here are a few examples of compelling subject lines that you can use for inspiration:

  • Quick question about [something specific to the recipient’s business/industry]

  • [Statistic or number] reasons why [something relevant to the recipient] matters

  • [Benefit or value proposition] for [recipient’s company/industry]

In the next section, we’ll discuss how to write an attention-grabbing opening line that hooks the reader.

Write an Attention-Grabbing Opening Line

Now that you’ve crafted a compelling subject line, it’s time to focus on the opening line of your cold email. The opening line is your chance to hook the reader and encourage them to keep reading. It should be attention-grabbing, relevant to the recipient, and set the tone for the rest of your email.

One effective way to start a cold email is by referencing something you’ve learned about the recipient during your research. For example, you could mention a recent news article about their company, or a project they’ve worked on that you found interesting. This shows that you’ve taken the time to learn about them and are genuinely interested in their work.

Another approach is to lead with a question or a statement that highlights a problem or challenge that the recipient is facing. For example, you could ask if they’re struggling with a specific issue, or mention a trend in their industry that’s affecting their business. This can help to establish common ground and show that you understand their situation.

Whatever approach you take, be sure to keep your opening line short and to the point. Don’t be too formal or use overly technical language – remember, you’re trying to start a conversation, not write a thesis. And always be respectful of the recipient’s time and attention.

Here are a few examples of attention-grabbing opening lines that you can use for inspiration:

  • I came across your company in a recent article and was impressed by [specific aspect of their business].

  • I noticed that your team has been working on [project or initiative] and wanted to learn more about it.

  • Are you struggling with [specific problem or pain point]? I may have a solution that could help.

In the next section, we’ll discuss how to personalize your cold email and make it relevant to the recipient, whether that’s one person or part of a bigger cold email campaign.

Personalize Your Cold Email

Personalize Your Cold Email

Personalized cold email might sound like a contradiction, but one of the most important things you can do when writing a cold email is to make it personal and relevant to the recipient. This means taking the time to learn about them and their business, and tailoring your email to their specific situation.

Start by addressing the recipient by name, rather than using a generic greeting like “Dear Sir/Madam.” This small touch can go a long way in making your email feel more personal and less like a mass email.

Next, reference something specific to the recipient’s business or industry in your email. This could be a recent news article, a project they’ve worked on, or a challenge they’re facing. By showing that you’ve done your research and understand their situation, you’ll be more likely to get their attention and establish a connection.

You can also use a friendly and conversational tone in your email to make it more relatable. Write as if you were talking to the recipient in person, rather than using formal or stiff language. This will help to establish a sense of trust and make your email feel less like a sales pitch.

Here are a few examples of how to personalize your cold email template:

  • Hi [Recipient Name], I came across your recent blog post on [specific topic] and was impressed by your insights.

  • [Recipient Name], I noticed that your company has been expanding into [specific area or market], and I wanted to learn more about your strategy.

  • Are you still looking for ways to [solve specific problem]? I may be able to help.

In the next section, we’ll discuss how to keep your cold email short and to the point.

Keep It Short and Sweet

When it comes to cold emails, brevity is key. Most people are busy and don’t have the time or attention span to read a long, rambling email. That’s why it’s important to keep your email short and to the point, while still conveying all the necessary information.

A good rule of thumb is to keep your cold email no longer than five sentences. This will help you focus on the most important points and ensure that your email doesn’t get too wordy. Be sure to include a clear call-to-action (more on that later) and any relevant details that the recipient needs to know.

When writing your email, be sure to use simple, easy-to-understand language. Avoid technical jargon or complex sentences that could confuse or alienate the reader. Write in a conversational tone, as if you were talking to the recipient in person, and use short paragraphs or bullet points to break up the text.

Here are a few tips for keeping your cold email short and sweet:

  • Stick to one or two main points.

  • Use short sentences and paragraphs.

  • Avoid unnecessary details or background information.

  • Use bullet points or numbered lists to highlight key points.

  • Edit ruthlessly – cut out any unnecessary words or phrases.

In the next section, we’ll discuss how to add value to your cold email and make it worth the recipient’s time.

Add Value to Your Reader

To make your cold email stand out, you need to offer something of value to the recipient. This could be a solution to a problem they’re facing, an opportunity for them to save time or money, or some other form of help or assistance.

Think about what you can offer that would be relevant and useful to the recipient. Can you provide them with insights or information that they don’t have access to? Can you introduce them to someone who could help them with a specific challenge? Can you offer them a discount or trial of your product or service?

By adding value to your cold email, you’ll be more likely to get a response and start building a relationship with the recipient. Just be sure that your offer is genuine and relevant to their needs – don’t try to force something that doesn’t make sense.

Here are a few examples of how to add value to your cold email:

  • Hi [Recipient Name], I noticed that your team has been struggling with [specific problem]. I recently came across a solution that might help, and wanted to share it with you.

  • [Recipient Name], I’m a big fan of your company and would love to help in any way I can. I have some insights on [specific topic] that I think could be useful to you.

  • Are you looking for ways to save time on [specific task]? Our product/service can help you do just that. Let me know if you’re interested in learning more.

In the next section, we’ll discuss how to establish trust with your recipient in your cold email.

Establish Trust

Establish Trust

When writing a cold email, it’s important to establish trust with the recipient. This means showing that you’re a credible, trustworthy person or company, and that you have their best interests at heart.

One way to establish trust is by sharing your credentials or experience in your email. If you have relevant expertise or a track record of success in the recipient’s industry, be sure to mention it. This can help to establish your credibility and make the recipient more likely to take you seriously.

Another way to establish trust is by offering social proof or references. If you have testimonials, case studies, or other evidence that demonstrates the value of your product or service, include them in your email. This can help to build confidence in your offering and make the recipient more likely to trust you.

Finally, be sure to be honest and transparent in your email. Don’t make exaggerated claims or promises that you can’t deliver on. Be clear about what you’re offering, and be willing to answer any questions or concerns that the recipient might have.

Here are a few examples of how to establish trust in your cold email:

  • Hi [Recipient Name], I have over [number] years of experience in [specific industry or role], and have helped companies like yours achieve [specific goal].

  • [Recipient Name], I understand that trust is important in business relationships, and wanted to share some testimonials from our satisfied customers.

  • Are you hesitant to try [specific product or service]? Here are some case studies that demonstrate the value it can bring to your business.

In the next section, we’ll discuss how to include a call-to-action in your cold email that encourages the recipient to take action.

Source: gong.io

Include a Clear Call-to-Action

A call-to-action (CTA) is a statement that encourages the recipient to take a specific action, such as replying to your email, scheduling a call, or signing up for a free trial. Including a clear and compelling CTA in your cold email is essential if you want to get a response and start building a relationship with the recipient.

Your CTA should be specific and actionable, and should make it clear what the recipient needs to do next. Be sure to highlight the benefits of taking the desired action, and make it easy for the recipient to follow through. This might mean including a link to a scheduling tool or a simple reply button in your email.

Here are a few examples of clear and effective CTAs:

  • Let’s schedule a call next week to discuss how we can help your business grow. Does [specific date and time] work for you?

  • Reply to this email if you’re interested in learning more about our product/service, and I’ll be happy to answer any questions you have.

  • Sign up for a free trial of our product/service today, and see for yourself how it can help your business.

In the next section, we’ll discuss how to follow up on your cold email and keep the conversation going.

Source: gong.io

Follow Up and Keep the Conversation Going

After sending your cold email, it’s important to send a follow up email if you don’t hear back from the recipient. Many people are busy and might not have had a chance to respond to your email, so sending a friendly and polite follow-up can help to keep the conversation going.

When following up, be sure to reference your original email and remind the recipient of your offer or value proposition. Keep your follow-up short and to the point, and avoid being pushy or aggressive. Remember, you’re trying to build a relationship, not force a sale.

Here are a few tips for following up on your cold email:

  • Wait at least a few days before following up – you don’t want to seem impatient or desperate.

  • Reference your original email and any relevant details or offers.

  • Use a friendly and conversational tone, and be polite and respectful.

  • Don’t be afraid to follow up more than once, but space out your emails over a reasonable period of time.

  • If you still don’t hear back after a few follow-ups, it’s probably best to move on and focus on other leads.

Cold Email Examples

Here are 3 examples which you can modify to use as your own cold email templates. You’ll see that all of them follow the basic principles we’ve covered above. The subject line is important but the email body is equally important when writing cold emails.

Cold Email Example #1

Subject Line: Ideas for Improving Your Social Media Strategy

Hi [Recipient’s Name],

I stumbled across your blog and was impressed by the quality of your content, especially your recent article on [Topic]. As someone who is passionate about social media marketing, I thought I would reach out and offer some ideas for improving your social media strategy.

One idea that comes to mind is to incorporate more user-generated content into your social media posts. This can help increase engagement and build community around your brand. Another idea is to experiment with different types of video content, such as live videos or 360-degree videos, to keep your audience engaged and interested.

If you’re interested in learning more, I’d be happy to schedule a call to discuss your social media strategy in more detail. Or if you prefer, I can send over some more ideas via email. Let me know what works best for you.

Best regards, [Your Name]

In this example, the email starts with a great subject line, is sent to a specific person using a personalized greeting and establishes a connection by referencing the recipient’s blog and recent article. The email then offers value by providing specific ideas for improving the recipient’s social media strategy, while also offering to discuss the topic further if the recipient is interested. The tone is friendly and helpful, with a clear call-to-action.

Cold Email Example #2

Subject Line: Quick Question About Your Recent Project

Hi [Recipient’s Name],

I came across your recent project on [Project Name] and I was really impressed with the work you did. I noticed that you used [Tool or Technique] in a really interesting way, and I had a quick question about how you achieved that effect.

I’m currently working on a similar project and I would love to learn more about your process. If you have a few minutes, I would be grateful if you could share some tips or insights on how you used [Tool or Technique] in your project.

I’ve included a link to my website and portfolio so you can see the type of work I do. If you have any questions for me, or if you’d like to chat more about our respective projects, I would be happy to schedule a call or exchange a few emails.

Thanks for your time, and I look forward to hearing from you.

Best regards, [Your Name]

In this example, the email has a catchy subject line, and starts by complimenting the recipient’s work and asking a specific, relevant question keeping the prospects interested. The email then offers value by explaining why the sender is interested in the recipient’s work and sharing a link to their own portfolio. The tone is friendly and open-ended, with a clear call-to-action and no pressure or aggression.

Cold Email Example #3

Subject Line: Quick Introduction and Idea for Your Upcoming Event

Hi [Recipient’s Name],

My name is [Your Name], and I wanted to reach out and introduce myself as a fellow event planner in the [City/State] area. I noticed that you’re organizing an event next month, and I had an idea that I think could be a great addition to your program.

I’ve been working on an interactive workshop that’s focused on [Topic], which I think would be a great fit for your audience. It’s a hands-on, participatory experience that is designed to get people engaged and excited about [Topic]. I’d be happy to provide more details or a demo of the workshop if you’re interested.

Even if you’re not interested in the workshop, I would love to connect with you and exchange ideas about event planning in our area. I’ve included a link to my website and social media profiles so you can learn more about my work.

Thanks for your time, and I hope to hear from you soon.

Best regards, [Your Name]

In this cold email introduction, the email starts with a personalized greeting and establishes a connection by introducing the sender as a fellow event planner in the area. The email then offers value by suggesting a specific, relevant idea for the recipient’s upcoming event, while also offering to connect and exchange ideas. The tone is friendly and collaborative, with a clear call-to-action and no pressure or aggression.

Cold Email Software

While it’s possible to send cold emails manually, using email marketing software can help you streamline the process and increase your chances of success. Email marketing software offers a range of features that can help you manage your cold email campaigns, track your results, and improve your overall performance.

Important note – Each email provider has different rules around what they permit to be sent to recipients and what is defined as cold vs spam emails. Make sure to check with each provider to ensure your goals are aligned with their services.

Here are some of the benefits of using email marketing software for successful cold emailing:

  1. Automation: Email marketing software allows you to automate cold email outreach, so you can send personalized emails to a large number of recipients without spending hours on manual labor.

  2. Personalization: Many email marketing software platforms offer features that allow you to personalize your cold emails, such as by including the recipient’s name or other relevant details.

  3. Tracking and analytics: Email marketing software provides detailed analytics on the performance of your cold email campaigns, such as open rates, click-through rates, and conversion rates. This allows you to track your progress and make data-driven decisions to improve your results.

Here are three great examples of email marketing software that can help you with your cold emailing campaigns:

mailchimp

Mailchimp

Mailchimp is an email marketing software platform that makes it easy for businesses and individuals to create and send email campaigns to their subscribers. With Mailchimp, you can design beautiful, responsive emails with drag-and-drop tools, segment your audience to send targeted messages, and track the performance of your campaigns with detailed analytics. Mailchimp also offers a variety of automation features, such as welcome emails and abandoned cart reminders, to help you connect with your audience at the right time. With over 14 million users worldwide, Mailchimp is a popular and trusted platform for email marketing and automation.

  • Offers a drag-and-drop email builder for easy design and customization.

  • Provides advanced segmentation and targeting options to help you personalize your emails.

  • Includes detailed analytics and A/B testing to help you optimize your campaigns.


Constant Contact

Constant Contact

Constant Contact is an email marketing software platform that helps businesses of all sizes create and send professional-looking email campaigns to their subscribers. With Constant Contact, you can choose from a variety of customizable templates, design your own emails with a drag-and-drop editor, and easily segment your audience to send targeted messages. Constant Contact also offers a variety of automation features, such as welcome emails and triggered messages, to help you save time and engage your audience. With built-in analytics and reporting, you can track the performance of your campaigns and make data-driven decisions to improve your results. Overall, Constant Contact is a trusted and user-friendly platform that can help businesses of all kinds succeed with email marketing.

  • Offers a range of email templates and customization options for easy design.

  • Provides email automated cold email sequences and personalization features, including welcome series and triggered emails.

  • Includes detailed tracking and reporting, as well as integration with other marketing and sales tools to aid your sales process and sales funnel.


Sendinblue

Sendinblue

Sendinblue is an all-in-one marketing platform that offers a variety of tools for email marketing, SMS marketing, chat, and automation. With Sendinblue, you can design and send professional-looking email campaigns to your subscribers, with features like drag-and-drop editors, pre-made templates, and A/B testing. You can also segment your audience, create personalized content, and track the performance of your campaigns with detailed analytics. In addition, Sendinblue offers automation features, such as triggered messages, to help you save time and engage your audience at the right time. With over 180,000 customers worldwide, Sendinblue is a popular and trusted platform that can help businesses of all sizes succeed with email marketing and beyond.

  • Offers a user-friendly drag-and-drop email builder with customizable templates.

  • Provides advanced segmentation and targeting options to help you send personalized emails.

  • Includes automation workflows and triggered emails to save time and increase engagement.

  • Provides detailed analytics and A/B testing to help you optimize your campaigns.

  • Offers a built-in CRM to help you manage your contacts and track your interactions.

Find hundreds more Email Marketing Tools in our Software Marketplace


Cold Email – FAQ

What is a cold email?

A cold email is an unsolicited email sent to someone who you have no prior relationship with. The goal of a cold email is to start a conversation and build a relationship, often with the hope of eventually making a sale or establishing a partnership.

Is cold emailing the same as spamming?

No, cold emailing is not the same as spamming. While both involve sending unsolicited emails, cold emails are more targeted and personalized than spam emails, with the goal of establishing a relationship and providing value to the right person. A well written cold email will by-pass a spam filter and not be destined for the spam folder.

Is cold emailing legal?

Yes, cold emailing is legal as long as you follow best practices and comply with relevant laws and regulations, such as the CAN-SPAM Act in the United States. Be sure to research the laws in your country or region to ensure that you’re in compliance.

How do I write a successful cold email?

Read this blog post!

Is it possible to get a response from a cold email?

Yes, it’s possible to get a response from a cold email, but it depends on a number of factors, such as the relevance and value of your email, the quality of your writing, and the recipient’s interest and availability.

How many cold emails should I send?

There is no one-size-fits-all answer to this question, as it depends on your goals and resources. Some people send a few carefully targeted emails, while others send hundreds or even thousands of emails. Just remember to focus on quality over quantity, and avoid sending the same email to everyone.

Should I follow up on my cold email?

Yes, it’s a good idea to follow up on your cold email if you don’t hear back from the recipient. Be sure to reference your original email and provide value in your follow-up, and be persistent but respectful in your approach. You can use automated follow ups if you are using the right cold email template.

How can I measure the success of my cold email campaign?

You can measure the success of your cold email campaign by tracking metrics such as open rates, click-through rates, and conversion rates. Most email marketing software platforms provide detailed analytics and reporting to help you optimize your campaigns.

Is cold emailing a good strategy for my business?

A: Whether or not cold emailing is a good strategy for your business depends on a number of factors, such as your industry, target audience, and resources. However, cold emailing can be a legitimate and effective way to build relationships and generate cold leads when done thoughtfully and responsibly.

good luck

Wrapping things up on Cold Emails

Writing a successful cold email or building high performing cold email campaigns, takes time and effort, but with the right cold email strategy and approach, you can make valuable connections and build long-lasting relationships. You may get lucky with your first cold email campaign but its sometimes difficult to grab the prospect’s attention and get it right in your first cold outreach. By doing your research, personalizing your email, adding value to the recipient, writting a good subject line and following up with persistence and patience, you’ll be well on your way to cold email success. Good luck!

Find hundreds more Email Marketing Tools in our Software Marketplace

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