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Cold Email Templates

Cold Emails: Best Practices & Templates

A perfect cold email template builds up an easy communication process and helps in generating new potential customers.

Before creating templates, we all should know that the subject line makes the first and ever-lasting impression on the recipient’s mind. So it’s better to develop an attractive subject line:

1. Make the subject line very specific. If it conveys instantly what the rest of the email is all about, then it wins the confidence of the recipient. They start valuing the credibility of your service.

2. You can arouse the curiosity among the reader by creating a subject line which indirectly asks them a relevant question related to the email body.

3. It is always better to include the information in the body of the mail which is mentioned in the subject line; otherwise, the attractive subject line might give you better open rate but pathetic response rate.

Important Structure Rules In A Cold Email:

One should follow some essential structure rules while crafting the email; such as a great opening line, clearly mentioned objective, and CTA (call-to-action) specified in separate paragraphs. Sometimes breaking the paragraph into bullet points gives the email a clean and professional look.

You should use simple language, short and crisp sentences to keep the readers interested. Getting straight to the point and explaining the purpose in the introductory sentences builds up an interesting cold email.

Follow Up Rules:

The basic follow up rule is:

All the leads will not be converted as customers. You have to scrutinize the leads and qualify or disqualify them carefully. There is no point in wasting time on leads who explicitly said that they are not interested.

Check Out Some Of The Best And Effective Email Templates That Can Work For Your Business:


1) A precisely personalized cold email template for decision makers:

A nicely crafted email works in the best way to communicate with your new customer. It effectively increases the chances of meeting up with the prospect or getting a response from them. The more the rate of personalization the more it becomes active in connecting with the decision maker.

By going through their services, you can understand the challenges they are facing to satisfy their customer and then subtly offer them with the right solutions which can resolve those.


Hello Jennifer,I want to state that being the marketing head of your organization, you must be aware of the current customer service process followed at your company. We would be interested in improving your customer retention and response with our specialized services.

I would also like to share some thoughts and ideas which can prove to be a game-changer for your business process and results.

Can we connect in the coming week to discuss about this?

Regards Tim


2) Cold email having useful resources:

Most of the time we are too busy to oblige with the sender when they ask for our time. It’s better to share some useful information and resources so that they reply if they find it useful for their business.


Hello Mark,My name is John, and I am working as a marketing manager at (mention your company name) which is specialized in (services which it provides). I would be pleased to connect with your customer service manager to understand the ongoing processes and suggest some newly generated ideas by our company which can add value to your service.

Here is a list of some features that might interest you:

1. Feature1

2. Feature2

3. Feature3

I will be looking forward to hearing back from you.



3) Generic cold email:

Most of the times personalized email works but at the same time, you have to invest a considerable amount of time in crafting those emails.

Your outreach list should include not only the decision maker but also high profile influencer. So it is not necessary to hyper-personalize the emails while sending it to the recipient. Find some of the examples of a generic cold email:


Hi Annie,Does (mention their company name) have an effective IT strategy for the upcoming year.

I work with (mention your company name) which provides organizations with the best industry practices and solutions in the IT business. We have helped organizations like (give some best examples) to improve their software business process.

Do you have 10 minutes to spare this week to discuss how we can help you in your business process?

4) Emails having statistical information:

Most of the decision makers in an organization wants to see convincing facts and figures. Statistics giving clear information about the performance catches their attention, and if the information hits their pain point, they will be motivated to purchase your service.


Hello John,I think you will be interested in this fact. Almost 52% of the customers stopped their purchase from the company because of a single unsatisfactory customer service interaction.

With customer support being an integral part of the business process, one should give high priority to this service. We as a service provider understand the criticalities of this scenario and can provide you with the best business solutions.

5) Cold email to contact competitor’s customers:

Many times your competitors will be having best of the customers. It’s never too late to get in touch with these customers if you can provide them the same services at competitive prices. You could write the email that will convince them to purchase your services instead of your competitor’s services. The mail should be carefully developed without badmouthing the services of your competitor.


Hi Annie,Firstly let me state that as an Assistant Manager of (mention the company name where she is working) you will be getting an innumerable number of emails. The primary reason for contacting you is to discuss the sales process at your company. We have assisted many organizations in improving their business process with an average of 83% cost saving.

We have been able to address the challenges of our new customers resulting in amazing business results and actively believe that our services can help you in optimizing your company’s service process.

It’s better if we communicate directly for a precise understanding of each other’s process.



6) Catching their attention by breaking the norm:

It is normal for recipients to delete cold emails as soon as they see it in their inbox. In this case, you have to provide them with a strong reason as to why they should not delete your email. It should be crafted with a compelling message which they find difficult to ignore.


Hi Richard,Susan reaching out from mention your locality name Texas area, and I have carefully followed your guide for not be listed out from the mail inbox.

Yes, this is another set of cold mail about who I am and asking for a meeting or discussion.

Here, I am sending a 70 seconds video which I think will be of interest to you. We can discuss about this in our next chat. Please let me know the convenient time and date to connect back.

Thanks Susan

7) Cold email with social proof:

Any email with social proof can help in winning the trust of the customers. It builds up the brand of the company. As most of the customers are available on social media, this acts hugely in winning the trust of the customers. You can mention the names of your loyal customers who share the same preferences, interests, priorities and buyer’s persona. LinkedIn connections can also be shared so that you can win the recipient’s trust.


Hi Frank,My name is Angelina, and I am the manager for (mention your company name) in the USA. We are a quality service provider in (mention your provided services). I want to state that our services have helped organizations in:

Yes, this is another set of cold mail about who I am and asking for a meeting or discussion.

Here, I am sending a 70 seconds video which I think will be of interest to you. We can discuss about this in our next chat. Please let me know the convenient time and date to connect back.

  • 1. Improving their customer services
  • 2. Immediate customer response
  • 3. Better revenue
  • 4. Increased profit

You can check with the following social proofs which prove the credibility of our services. (Mention the social proofs which you think can hit the right chord with the customer).
I would love to connect with you for further business discussion.


Cold emails are necessary for the sales process as it is the first stage of connection with the potential customer. The first impression should make a mark of your brand. Share relevant content and keep the communication open by giving them an option for getting in touch with you.

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