Crafting Killer Cold Emails Made Easy (2023)

Writing a cold email can be challenging, In order to achieve desirable results through cold emailing, one must adhere to certain pertinent practices.

Why? A well-thought-out cold email campaign fetches an average response rate of 30%!

In this article, we will show you how to write a perfect cold email, including a few best practices that will help you to level up your cold emailing game!

What is Cold Email?

Emails sent to a person or organization for which the sender has no prior relationship or connection are known as cold emails.

It is called “cold email” because there is no warm introduction or prior communication between the sender and the recipient.

Cold emailing can be an effective strategy for reaching out to new prospects and expanding one’s network. To avoid being perceived as spammy or intrusive, it is important to follow certain best practices when crafting a cold email.

How to write a Cold Email?

Here are 8 tips on how to write a perfect cold email that gets a response:

1) Identify Target Audience

Cold emailing can be an effective way to reach out to new prospects and generate leads, but it is important to do it right. One of the key aspects of a successful cold email campaign is identifying your target audience.

Identifying your target audience means understanding who you are reaching out to, what their interests are, and what problems they face that your product or service can solve.

By knowing this information, you can craft a message that resonates with them and increases the chances of a response.

How to Identify your Target Audience to Craft a perfect Cold Email?

To identify your target audience for a cold email campaign, you can start by researching their industry, interests, and pain points. 

Look for information online, such as through social media platforms like LinkedIn or Twitter.

Once you have a list of potential prospects, you can use a tool like Saleshandy Connect to find their email and other information. Saleshandy Connect is a chrome extension that allows you to find and add your target audience to your prospect list.

Once you have this information, you can personalize your email and show them that you understand their needs. This can increase the chances of a response and ultimately drive more sales.

Overall, identifying your target audience is essential for a successful cold email campaign.

By understanding who you are reaching out to and tailoring your message to their needs and interests, you can increase the chances of a response and drive more sales for your business.

2) Subject line

In cold emailing, the subject line is one of the most critical elements of your message. It is the first thing your recipient will see, and it’s your chance to make a great first impression.

A compelling subject line can grab the reader’s attention and entice them to open the email and read further. Therefore, crafting an effective subject line is crucial for the success of your cold email campaign.

Crafting a subject line is important because it can determine whether or not your email is opened and read.

A catchy subject line can pique your recipient’s curiosity and encourage them to open the email. It can also make your email stand out from the rest of the emails in their inbox and increase the chances of a response.

How to Craft a Subject line to write a perfect Cold Email?

To craft the perfect subject line for your cold email, it’s important to keep it short, relevant, and personalized. Use action-oriented language that is clear and straightforward. Make sure that the subject line accurately reflects the content of the email and the value you’re offering.

Pro Tip: One way to craft a compelling subject line is to use tools like Saleshandy. With Saleshandy, you can personalize and analyze your subject line before you send it.

Saleshandy offers advanced analytics that can help you to craft a catchy subject line. You can also try & test different subject lines for different emails with A/Z testing in Saleshandy to see which one works best for you.

3) Personalization

In cold emailing, personalization is crucial to stand out in a crowded inbox and grab the recipient’s attention. Personalization means tailoring your email to the recipient’s needs and interests, rather than sending a generic message.

It can include addressing the recipient by name, mentioning their company, and showing that you’ve done your research.

Personalization is important because it can increase the chances of a response and build a relationship with your recipient.

It shows that you care about their needs and understand their pain points. A personalized message makes the recipient feel special and valued, and they are more likely to engage with your email.

How to Personalize while writing a perfect Cold Email?

To personalize your cold email, you can start by using the recipient’s name and mentioning their company. This simple step can make the email feel more personal and relevant to the recipient.

Additionally, you can show that you’ve done your research by referencing a recent news article or a recent achievement of their company.

You can also use relevant examples to show how your product can solve the recipient’s problem. By providing concrete examples, you can demonstrate the value of your product and increase the chances of a response.

Pro Tip: The best way to personalize your cold email is to use an email personalization tool like Saleshandy.

This allows you to automate the personalization process by using “merge tags” to insert personalized information into your email.

This saves you time and ensures that each email is personalized and relevant to the recipient.

4) Value

In cold emailing, it is important to focus on the value your product or service can bring to the recipient, rather than just listing its features.

Focusing on value means highlighting the benefits of your product or service and showing the recipient how it can solve their problem and make their life easier.

Focusing on value is important because it can increase the chances of a response and show the recipient why your product or service is worth their time and money.

By highlighting the benefits, you can make your email more persuasive and increase the recipient’s interest in your product.

How to add Value while writing your Cold Email?

To add value to your cold email, you can start by highlighting the benefits, not just the features of your product or service.

Show the recipient how it can solve their problem and make their life easier.

It is also important to make it clear how your product or service can add value to their business. You can do this by providing concrete examples or by addressing their pain points directly.

By focusing on the recipient’s needs and interests, you can make your email more persuasive and increase the chances of a response.

5) Keep it short

Keeping your email short is particularly important in cold emailing as you are reaching out to someone who may not be familiar with you or your company.

A long and complex email can be overwhelming and may discourage the recipient from reading it.

According to recent research, business professionals receive around 121 emails per day. So in order to garner their attention, the content of the email needs to be concise and to the point.

How to stay to the point while writing your Cold Email?

To keep your email short, focus on the main message you want to convey and avoid unnecessary details.

Use short paragraphs, bullet points, and headings to make it easy for the recipient to skim through the content.

Using images and videos can also be effective in getting your message across quickly and engagingly.

However, make sure they are relevant to your message and don’t slow down the loading time of your email.

Pro Tip: A tool like Saleshandy can help you optimize your email length by analyzing factors like the subject line and pre-header text length, the number of links used, and the overall spamminess of your email.

By keeping your email short and to the point, you increase the chances of getting a response from your recipient.

6) Call to action

When it comes to cold emailing, having a clear call to action (CTA) is essential for getting the response you want.

A clear CTA tells the recipient exactly what action you want them to take and makes it easy for them to follow through.

Whether you want them to book a demo, schedule a call, or reply to the email, a clear and specific CTA can increase the chances of a response.

Moreover, a clear CTA can avoid confusion and miscommunication, which can lead to missed opportunities. When the recipient knows exactly what action to take, they are more likely to take that action, and you are more likely to achieve your goal.

How to make sure your Call to Action is effective while writing a Cold Email?

To create a clear and effective CTA, you should use action-oriented language and make it easy for the recipient to take the next steps. Here is what you can do:

1. You can either use a single, clear CTA that stands out from the rest of the email.
2. Or you can use a button or hyperlink to make it easy for the recipient to take action.

Both options can be effective, so choose the one that works best for your email and your audience.

7) Social Proof

When it comes to cold emailing, establishing credibility and trust with the recipient can be a challenge. This is where social proof can be a powerful tool. Social proof refers to the use of testimonials, case studies, or previous clients to show that your product works and is trusted by others.

Including social proof in your cold email can increase the credibility of your product and show the recipient that others have had success with it. This can increase the chances of a response and ultimately drive more sales.

By showcasing how your product has helped others, you can build trust with the recipient and make it more likely that they will take action.

Here’s how you can use Social Proof while writing your Cold Email:

To use social proof effectively in your cold email, you can use customer testimonials, case studies, or previous clients to show how your product has helped others.

You can highlight specific results or outcomes that previous clients have achieved and demonstrate how your product can solve the recipient’s pain points or challenges.

 In addition, you can highlight any industry awards, certifications, or partnerships that can add credibility and showcase your product’s quality.

8) Follow up

When it comes to cold emailing, following up with the recipient is a critical step in the sales process.

Following up means sending second, third, or even more emails to the recipient if they haven’t responded to your initial email. It’s a chance to remind them of your product and encourage them to take action.

Following up is important because it can increase the chances of a response and show the recipient that you’re serious about doing business with them.

Many recipients may not respond to the initial email due to a variety of reasons such as being busy or missing the email. A polite follow-up email after a few days can remind the recipient of your product and encourage them to take action, which can ultimately lead to a sale.

How to follow up in Cold Emailing?

To follow up effectively, you can send a polite follow-up email after 2-3 days if the recipient hasn’t responded to your initial email.

Keep the message short and sweet, and remind them of the benefits of your product. You can also provide additional information or address any concerns they may have mentioned in their initial email.

The best way to automate your follow-up process is to use a tool like Saleshandy. With Saleshandy, you can craft your first email in the sequence and add as many steps as you want for your follow-up emails.

This can save you time and ensure that you’re following up with the recipient in a timely and consistent manner.

How to Craft a Perfect Cold Email based on your Use Case

Now we know how to write a cold email, let us see how to write them based on different use cases:

How to write a Cold Email for a Job or an Internship

When writing a cold email for a job or internship, here are some specific things to keep in mind:

• Make a good first impression: The first few sentences of your email are crucial in making a good first impression. Introduce yourself briefly and state the purpose of your email clearly.
• Personalize the email: Try to find out the name of the person you are emailing and address them directly. Use their name instead of using a generic greeting like “Dear Sir/Madam”.
• Keep it concise: Your email should be brief and to the point. Avoid including unnecessary details and focus on highlighting your relevant skills and experiences.
• Highlight your qualifications: Briefly mention your qualifications and experience that make you a suitable candidate for the job or internship.
• Explain your motivation: Explain why you are interested in the job or internship, and what specifically attracts you to the company or organization.
• Show enthusiasm: Show genuine interest and enthusiasm in the opportunity, and express your willingness to learn and contribute to the team.
• Close with a call to action: End your email by stating what you hope to gain from the email and asking for a follow-up, such as a meeting or call to discuss your application further.
• Proofread and edit: Before sending the email, make sure to proofread it thoroughly and edit any mistakes or typos. A well-written email with proper grammar and spelling shows attention to detail and professionalism.

How to write a Cold Email for Sales

Apart from the points covered above here are some specific things that you can consider when writing a cold email for sales:

• Identify a common connection: Do some research to find out if there are any common connections you share with the recipient of the email, such as a shared alma mater or mutual acquaintance. Mentioning this in the email can help establish a rapport and make your message stand out.
• Keep it conversational: Rather than using formal language, try to keep your email conversational and use a friendly tone. This can help establish a connection with the recipient and make them more likely to engage with your message.
• Offer a personalized solution: Instead of just pitching your product or service, try to offer a personalized solution that specifically addresses the recipient’s needs or pain points. This can make your message more relevant and compelling.
• Use multimedia: Consider including multimedia elements in your email, such as a video or infographic, to make your message more engaging and memorable.
• Provide social proof: Use customer testimonials, case studies, or other forms of social proof to demonstrate the effectiveness of your product or service and build credibility.
• Follow up strategically: After sending your initial email, follow up strategically with a personalized message that addresses any questions or concerns the recipient may have. This can help keep the conversation going and increase the chances of closing the sale.

How to write a Cold Email to Venture Capitalist (VC)

When writing a Cold Email to a Venture Capitalist (VC), here are a few things to consider:

• Keep it concise: Venture capitalists receive a large number of emails every day, so it’s important to keep your email brief and to the point. Avoid including too much detail or background information.
• Personalize the email: Do some research on the VC and their portfolio to personalize your email. Mention specific investments or projects they have worked on and explain why you think your pitch would be a good fit for their portfolio.
• Highlight your unique value proposition: Make sure to clearly communicate your unique value proposition and explain why your business or idea is different and innovative compared to others in the market.
• Include a clear ask: Be specific about what you’re looking for, whether it’s funding, feedback, or a meeting. Make it easy for the VC to respond by suggesting a specific time and date for a call or meeting.
• Show traction: If you have any traction or early customers, make sure to mention this in your email. This can demonstrate that your idea has real-world potential and can help build credibility.
• Be respectful of their time: VCs are busy people, so make sure to be respectful of their time. Avoid sending follow-up emails too frequently or asking for too much in your initial email.
• Provide an exit strategy: VCs are looking for investments that will provide a return, so make sure to include an exit strategy in your pitch. Explain how you plan to generate revenue and ultimately provide a return on investment for the VC.

How to write a Cold Email for Networking

When writing a cold email for networking, it’s important to pay attention to the details in order to make a good impression and increase your chances of receiving a response. Here are some hyper-specific things to keep in mind:

• Personalize your greeting: Use the recipient’s name in your greeting instead of a generic “Hello” or “Dear Sir/Madam.” This shows that you have taken the time to research and address the person specifically.
• Explain your purpose: Clearly state why you are reaching out and what you hope to gain from the interaction. For example, you might say that you admire the recipient’s work and would like to learn more about their career path.
• Show your value: Explain how your skills, experience, or interests align with the recipient’s work or industry. This demonstrates that you are not simply seeking a favor, but that you have something to offer in return.
• Be respectful of their time: Acknowledge that the recipient is busy and request a specific amount of time for the conversation or meeting. Offer to work around their schedule and be flexible.
• Proofread your email: Check for spelling and grammar errors, and make sure your email is professional in tone and formatting. A polished email can make a big difference in how you are perceived.

How to write a Cold Email to an Investor

When writing a cold email to an investor, keep in mind to:

• Research the investor: Do your homework to learn about the investor’s background, investment portfolio, and areas of interest. This will help you tailor your message to their specific needs and preferences.
• Explain why you’re a good fit: Clearly explain why your business or project is a good match for the investor’s investment strategy and goals. Be specific about what you’re offering and how it aligns with their investment priorities.
• Show traction: Provide evidence that your business or project has traction and is making progress. This could include metrics such as revenue, user growth, or customer engagement.
• Be transparent: Be upfront about any potential risks or challenges associated with your business or project. Investors appreciate honesty and want to know that you have thought through the potential pitfalls.
• Be respectful of their time: Acknowledge that the investor is busy and request a specific amount of time for the conversation or meeting. Offer to work around their schedule and be flexible.
• Provide a clear call to action: Clearly state what you want the investor to do next, whether it’s scheduling a meeting, reviewing additional materials, or making an introduction.
• Follow-up: If you don’t receive a response within a week or so, send a polite follow-up email. Investors receive many emails, so it’s possible that yours simply got lost in the shuffle. A gentle reminder can be helpful, but don’t be pushy or aggressive.

How to write a Cold Email for a Partnership

When writing a cold email for a partnership, it is important to pay attention to some very specific and micro-level details to increase the likelihood of receiving a positive response. Here are some tips:

• Research the recipient: Before you start writing the email, research the person or company you are reaching out to. Look for any commonalities or shared interests, and try to tailor your message accordingly.
• Keep it short and to the point: Cold emails should be concise and easy to read. Try to keep the email to no more than a few short paragraphs and focus on the key points you want to convey.
• Personalize the email: Address the recipient by name and use a friendly, conversational tone. Avoid sounding too formal or robotic.
• Highlight the benefits: Make sure to clearly articulate what the recipient stands to gain from partnering with you. Focus on the specific ways in which your partnership can benefit both parties.
• Offer something of value: It can be helpful to offer something of value upfront, such as a free sample or consultation. This can help to establish trust and build rapport.
• Proofread carefully: Be sure to proofread your email carefully to avoid typos or other errors that could detract from your message.
• Follow up: If you don’t hear back right away, don’t be discouraged. Follow up after a few days to reiterate your interest and offer.

So far, we have seen how to write cold emails for various use cases. Let’s look at some examples of effective cold emails:

Best Cold Emailing Templates & Examples

Here are a few sample cold email templates & examples that you can use or refer to while crafting your cold email:

Prospecting Email Template & Example

Subject:{First Name}, catchy subject line
Hi [Prospect’s Name],

I hope this email finds you well. My name is [Your Name], and I am reaching out because I came across [Prospect’s Company] and was impressed by the work you do.

As a [Your Role] at [Your Company], I work with businesses like yours to help them [Your Service/Value Proposition]. I noticed that [Mention a specific problem or pain point you can help with].

I would love the opportunity to learn more about your business and discuss how we can help you [Solve a Problem or Pain Point]. I believe that our [Service/Value Proposition] can provide real value to [Prospect’s Company], and I would love to explore this further with you.

If this sounds of interest to you, please let me know if you have availability for a brief call next week. I look forward to connecting with you and discussing how we can work together.

Best regards,
[Your Name]

B2B Cold Email Template & Example

Subject:{First Name}, catchy subject line
Dear [First Name],

I hope this email finds you well. I came across your company and was impressed by your success in the [industry/niche]. I believe that we can collaborate and help each other achieve our respective goals.

At [Our Company], we specialize in [services/products]. We have worked with many companies in [industry/niche] and have helped them achieve their [goals/outcomes]. I am confident that we can provide similar value to your company.

I would love to schedule a call to discuss how we can collaborate and potentially work together. Please let me know if this interests you and if you have any availability in the next few days.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,
[Your Name]
[Your Company]

SaaS Cold Email Template & Example

Subject:{First Name}, catchy subject line
Dear [First Name],

I came across your company and noticed that you offer [services/products] to your customers. I believe that our SaaS solution could be of great value to your business.

At [Our Company], we specialize in providing [specific SaaS solution] to help businesses like yours achieve [specific outcomes/goals]. Our solution is user-friendly, cost-effective, and can be easily integrated into your existing system.

I would love to schedule a quick call to discuss how our solution can benefit your business. Please let me know if this interests you and if you have any availability in the next few days.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,
[Your Name]
[Your Company]

Construction Company Cold Email Template & Example

Subject:{First Name}, catchy subject line
Dear [First Name],

I hope this email finds you well. I came across your company and was impressed by the quality of work you have delivered in the construction industry. I believe that we can collaborate and help each other achieve our respective goals.

At [Our Company], we specialize in [construction services/products]. We have been in the industry for [number of years] and have worked on a variety of projects, ranging from [type of projects]. Our team of experienced professionals ensures that our work is of the highest quality.

I would love to schedule a call to discuss how we can collaborate on future projects. Please let me know if this interests you and if you have any availability in the next few days.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,
[Your Name]
[Your Company]

Web Design Cold Email Template & Example

Subject:{First Name}, catchy subject line
Dear [First Name],

I hope this email finds you well. I came across your website and was impressed by your business and online presence. However, I noticed that there are opportunities to improve your website's design and user experience to better reflect your brand and drive more traffic and conversions.

At [Our Company], we specialize in providing custom web design and development services to businesses like yours. We work with our clients to understand their unique needs and design websites that are not only visually stunning but also highly functional and optimized for search engines.

I would love to schedule a call to discuss how we can improve your website's design and user experience. Please let me know if this interests you and if you have any availability in the next few days.

Thank you for your time and consideration. I look forward to hearing from you soon.

Best regards,
[Your Name]
[Your Company]

Meeting Cold Email Template & Example

Subject:{First Name}, catchy subject line
Dear [Recipient’s Name],

I hope this email finds you well. My name is [Your Name], and I am reaching out to request a meeting with you to discuss [reason for the meeting]. I have been following your work and admire your [specific accomplishment or project].

I would love the opportunity to discuss how we can collaborate and explore any potential areas of synergy between our organizations. I believe that we could benefit greatly from a discussion on [specific topic or challenge that you are both facing].

I am available to meet at your convenience, either in person or virtually. If you would like to schedule a meeting, please let me know what dates and times work best for you, and I will make sure to adjust my schedule accordingly.

Thank you for your time and consideration, and I look forward to hearing back from you.

Best regards,
[Your Name]

Cleaning Services Cold Email Template & Example

Subject:{First Name}, catchy subject line
Hi [Recipient],

Are you tired of spending all your time cleaning your home or office? Let us take care of it for you!

We offer professional cleaning services that will leave your space looking spotless and organized. Our team of experienced cleaners uses only the best cleaning products and techniques to ensure your satisfaction.

If you're interested in our services, please don't hesitate to contact us at [Your Contact Information]. We look forward to hearing from you!

Best regards,
[Your Name]

Cold Email Sequence Template & Examples

Email 1 – Introduction

Subject:{First Name}, catchy subject line
Dear [Recipient's Name],

My name is [Your Name], and I am reaching out to you because I came across your [website/LinkedIn profile/blog/etc.] and was impressed by your work in [relevant industry or field]. I would love to connect with you and learn more about your experiences and insights.

If you have the time, I would appreciate the opportunity to schedule a quick call or coffee chat to discuss how we can collaborate or share ideas. Please let me know if this would be of interest to you.

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

Best regards,
[Your Name]

Email 2 – Follow-up

Subject:{First Name}, catchy subject line
Dear [Recipient's Name],

I hope this email finds you well. I wanted to follow up on my previous message to see if you had any availability for a call or chat. I believe that there is a lot that we could learn from each other and potentially collaborate on.

If you are interested, please let me know what dates and times work best for you, and I will make sure to adjust my schedule accordingly.

Thank you, and I hope to hear from you soon.

Best regards,
[Your Name]

Email 3 – Final Follow-up

Subject:{First Name}, catchy subject line
Dear [Recipient's Name],

I understand that you are likely very busy, and I appreciate the time you have taken to read my previous messages. This is my final follow-up, and I wanted to make sure that I did not miss any opportunity to connect with you.

If you are interested in exploring the possibility of collaboration or simply exchanging ideas, I would love to chat with you at your convenience. If not, I completely understand, and please know that I will not reach out to you again.

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

Best regards,
[Your Name]

Conclusion

Writing a cold email is hard but If you follow all the best practices mentioned above then you are guaranteed to craft a perfect cold email that gets a response. Remember to keep your emails short and personalized.

If you don’t receive an instant reply, don’t be alarmed; this is quite common in a cold email campaign. Add automated follow-ups to keep checking in with prospects in case they aren’t convinced.

Cold emailing requires persistence without being too pushy. Nudge your prospects in the right direction by proving to them that you are here to help and aim to resolve their pain points.

Wait, don’t you think all this will be burdensome for you? No worries, Saleshandy will automate all your cold emailing tasks. Sign-up now!