Tips for Writing Cold Emails That Get Responses (With Templates and Examples)

Sending cold emails can be intimidating, but when done right, they can be highly effective in generating new leads, building relationships, and even securing deals. The key to success lies in crafting emails that are personalized, concise, and value-driven. In this guide, we’ll cover the best tips for writing cold emails and provide you with some practical templates and examples to get you started.

1. Keep It Short and Sweet

Cold emails should be brief and to the point. Remember, the recipient doesn’t know you yet, so respect their time by getting straight to the point. Aim for 100-150 words max. Your email should quickly communicate who you are, why you’re reaching out, and what value you can provide.

Tip: Avoid long-winded introductions or explaining your life story. Focus on your purpose and why it matters to them.

2. Personalize the Message

People are more likely to respond to an email that feels personal. Avoid sending the same generic email to dozens of prospects. Do a bit of research on the recipient, and mention something specific about them, their company, or their recent work.

Tip: Personalize the subject line too. A generic “Quick chat?” might get overlooked, but “Loved your recent article on X” or “Question about your X project” grabs attention.

3. Focus on Value, Not Yourself

Your recipient is wondering, “What’s in it for me?” Cold emails should emphasize the benefits for the recipient, not just talk about your product or services. Make sure to show them how you can solve a problem they face, save them time, or provide value.

Tip: Use the “You” approach—focus on how the recipient will benefit, rather than highlighting how great your product is.

4. Use a Strong Subject Line

The subject line is your first impression, so it needs to be compelling and relevant. A good subject line will spark curiosity or offer value. Avoid clickbait and keep it simple, personalized, and concise.

Example Subject Lines:

• “Quick idea to boost [specific area of their business]”
• “Thoughts on your recent [blog post/product]”
• “Can I help with [specific challenge]?”

5. Include a Clear Call to Action

At the end of your email, tell the recipient exactly what you want them to do next. Whether it’s scheduling a call, replying to the email, or checking out your website, the call to action should be clear and direct.

Tip: Keep the ask simple, especially in the first email. “Can we schedule a 10-minute call?” is better than asking for a big commitment like a full meeting.

6. Follow Up (But Don’t Overdo It)

Sometimes, your cold email might not get a response right away, but that doesn’t mean the recipient isn’t interested. A polite follow-up can remind them of your offer without being pushy. Send a follow-up after a few days, and limit your follow-up emails to 1 or 2.

Tip: Keep your follow-up emails friendly and short. Something like, “Just bumping this to the top of your inbox in case you missed it!” works well.

Cold Email Templates

Here are a few cold email templates you can use and customize for different purposes:

Template 1: General Cold Outreach Email

Subject: Quick idea to help with [problem/challenge they’re facing]

Hi [Recipient’s Name],

I noticed that [mention something specific about their company or work]. I work with companies like yours to [solve a problem or provide value], and I have a quick idea that could help [specific outcome].

Would you be open to a 10-minute call next week to discuss how this might work for [their company name]?

Looking forward to hearing from you.

Best regards,
[Your Name]
[Your Company]

Template 2: Cold Email for Networking

Subject: Admired your work on [specific project]

Hi [Recipient’s Name],

I recently came across your [work/article/LinkedIn profile] on [specific topic], and I was really impressed by your insights on [mention something specific]. I’m reaching out because I’d love to connect with you and learn more about your approach to [their field of work].

Would you be open to a quick chat or a virtual coffee? I believe we could both benefit from sharing ideas.

Thanks in advance for your time.

Best,
[Your Name]
[Your Company]

Template 3: Cold Email for Sales Pitch

Subject: Helping companies like [their company] with [specific solution]

Hi [Recipient’s Name],

I work with companies like [their company name] to [mention a benefit like increasing revenue or improving efficiency]. Recently, we helped [mention a similar client or success story] achieve [specific result], and I think there’s a similar opportunity for [their company].

Are you open to a quick call next week to discuss how we can help [their company name] achieve similar results?

Looking forward to connecting!

Best,
[Your Name]
[Your Company]
[Your Contact Information]

Template 4: Follow-Up Email

Subject: Just following up

Hi [Recipient’s Name],

I wanted to follow up on my last email about [specific topic] in case it got lost in your inbox. I believe [mention your offer/idea] could help you with [problem or goal].

Let me know if you’re still interested in connecting. Would love to set up a quick call.

Thanks!
[Your Name]
[Your Company]

Conclusion

Writing effective cold emails takes practice, but by following these tips and using the templates provided, you can increase your chances of getting a response. Personalization, value-driven content, and a clear call to action are key ingredients for success. Test different approaches, keep it friendly and concise, and remember to follow up.

With the right strategy, cold emailing can become a powerful tool for growing your business and building valuable connections.