Have you ever sent out a cold email to an influencer or potential client, and just cringed at what you wrote? Well, that’s normal. It’s pretty easy to feel silly when you’re sending an email without any context or history and hoping they respond favorably. But it doesn’t have to be this way!
In this post, we’ll go over the basics of writing emails that can actually get people to respond and how to change your approach depending on who you’re contacting.
We tried everything from cute puns to short, casual messages; by the end of this post, you’ll know exactly what works best for each audience type:
| Takeaways |
|---|
| 1. Personalize your cold emails effectively. |
| 2. Craft compelling subject lines. |
| 3. Clearly communicate your value proposition. |
| 4. Keep your email concise and to the point. |
| 5. Include a clear call to action. |
| 6. Follow up strategically but not excessively. |
| 7. Analyze and iterate based on response data. |
Start With A Hook
One of the most important parts of your cold email is the subject line. It’s what catches people’s attention before they even read your email, so it needs to be compelling and specific.
This means you can’t just write “Hey” or “My Name.” Instead, use an intriguing statement that grabs their interest immediately.
You may be thinking to yourself, “How do I come up with these great subject lines?” Don’t worry! You don’t need any fancy software or expensive professional writers; all you need is Google Search (or a similar search engine) and some creativity.
Try typing in one key phrase from your story into Google Search for example: “I believe in the power of dogs.” This will get you results like “I believe in the power of dogs” and “The Power Of Dogs And Why They Matter More Than Humans”.
Take note of some words or phrases that catch your eye as being particularly interesting or relevant to what interests them about dogs (e.g., loyalty).
Now go back through those results until something stands out for you – perhaps one person mentioned how much their dog helped them recover from depression after losing their job!
Cold emailing can seem daunting, especially for beginners. If you’re looking to get started, check out our comprehensive guide on Cold Emailing 101 to learn the basics and build your confidence in reaching out to potential clients.
Use Their First Name
Use their first name. This is the most important thing you can do because it will make your email more personal and less likely to get caught in someone’s spam filter.
Use their first name in every part of the email. From the subject line to your signature, always use the person’s full name (i.e., “Mike,” not just “Michael”).
Add in other details like where they went to school or worked before joining their current team (if applicable), or what they’re excited about at work right now, this helps personalize each message even more!
Be Specific With Your Ask/Request
When you are cold emailing a prospect, be specific about what you want. Don’t be vague and say something like: “I would love to talk to you about X.”
Instead, be direct and say something specific like: “I would love to talk with you about how your company could use X to improve their bottom line by 50%. Do you have 5 minutes tomorrow around 2 pm?”
In addition, don’t just ask for help. Instead offer help first. Offer an introduction or invite them on a call or share some research or data that may be helpful for them in making a decision.
Crafting compelling cold email templates is crucial for getting responses. Explore our collection of Cold Email Templates that Convert to increase your chances of making a meaningful connection with your prospects.
Break It Up Into Bullets
If you can’t think of how to organize your thoughts, just start with a bulleted list. A bulleted list is just that: a list of bullets (each one representing a separate idea or point).
If you have more than 6 points, consider using an ordered list instead. An ordered list means that the bullet points will be numbered, and they’ll stay in order no matter what.
If you’re writing a longer email or article, this can make it easier for readers to follow along and find the information they’re looking for.
Whatever format you use, try not to bounce back and forth between different formats too much it’s confusing! You should aim for consistency throughout your message so readers will know what they’re getting into at all times.
Ask For One Thing
Don’t ask for multiple things in the same email. Each email is its conversation, so unless you have a good reason not to (and if you do, it’s probably worth mentioning that in your initial email).
Don’t send an additional request/question/suggestion until at least three days after receiving their reply to your first request. If someone replies with a “no” or “not right now,” this is your opportunity to figure out what went wrong and then come back with something different later.
Whatever you’re asking of them should be something they can deliver without it being a burden on them (this goes back to being courteous and respectful).
You don’t want to be that guy who shows up at his friend’s house unannounced and asks if he can borrow his car heck, even when someone gives us permission we sometimes find ourselves asking whether they meant it!
So always check in before making the decision; and even better yet: use some foresight beforehand!
Add In Social Proof
Social proof is a psychological phenomenon that occurs when people are influenced by the actions of others. When you see that other people have done something or found value in something, it can influence you to do or find value in the same thing.
Social proof is one of the most powerful tools used in marketing, sales, and persuasion. It’s so effective because we’re social creatures who thrive on connections with other humans.
Social proof can be a very persuasive way to convince people to buy products, make decisions and even join your company!
Sending cold emails effectively requires a strategic approach. Discover valuable insights and techniques in our article on How to Send Cold Emails and Get Responses to improve your outreach success.
Format Your Email Template
To make sure your e-mail template is easy to read and write, you should use bullet points. Bullet points are the best way to organize ideas for cold emailing. It makes it easier for people to scan your message, which means that they won’t be skipping over anything important.
In addition to making your e-mails easy on the eyes, using a template will also help you keep track of all of the different variables in an effective cold email campaign:
- The subject line
- The body text (what? when? why?)
- Contact information
Tell Them How You Want To Help Them
After you’ve established your credibility, it’s time to tell them how you can help them. This is where you’ll demonstrate the value of what you’re offering and sell yourself as the solution to their problems or at the very least, as a resource for finding one.
To do this well, start by asking yourself: “What problem does my prospect have?” Then ask yourself: “How can I fix that problem?”
Once again, keep things specific with details about your company or product/service offerings that are relevant to this particular prospect and their industry.
Be sure not only to explain how your product/service solves their problem but also why it will improve their business (this helps when negotiating to price later).
Finally, try not just listing benefits but rather explaining how they’ll achieve their goals or objectives with your product or service in hand. For example: “Our software will enable you [specific benefit] while saving [specific amount] per month.”
Personalize The Ask
When you’re cold emailing, you have to be very clear about what it is that you want. You need to make it easy for the recipient of your email to say “yes” and do so quickly.
Use their name in the subject line and throughout your message. This helps build a personal connection with them, which can lead them to open the message and read on.
Include relevant information about their company or organization in the body of your message. If they’ve written an article or blog post that’s been shared online, link back to it from yours (and mention how well-written it was).
If they mentioned their recent merger or acquisition in an interview, refer back to that as well (and offer congratulations!). Include visuals like logos and images when appropriate. Use compelling language and use words like mission statement instead of purpose.
Reference any similarities between yourself and them maybe you both grew up in one place or studied at the same university. Mention things that are happening right now in their industry; perhaps there’s a trend currently taking hold among businesses similar to theirs?
Mastering cold email outreach takes time and dedication. Dive into our Ultimate Guide to Cold E-mail Outreach for a comprehensive resource that covers everything from strategy to execution in the world of cold emailing.
If You’re Offering Something For Free
If you’re offering something for free, make sure it’s relevant to your audience. If the reader is a marketer, offer them a free copy of your marketing ebook. If the reader is a copywriter, give them access to your writing course.
Don’t offer too much and be specific about what they get in return; otherwise, people won’t feel like they’re getting enough value from their time investment/money spent on whatever it may be that they are reading or viewing/listening to/etc.
Make It Easy To Say Yes
One of the best ways to make it easy for people to say yes is by providing them with an easy way to say no.
For example, if you’re asking someone for information and they don’t have time at that moment, you can give them an option that’s as simple as “I’ll send over my email again next week.”
You’ll avoid having your email sent straight into their spam folder, and they won’t feel like they’ve been pressured into replying right away. They can then reply whenever it’s most convenient for them!
Be Concise
You’ll want to keep your emails short and sweet. A good rule of thumb is to keep your sentences anywhere from 10-15 words. You can write a paragraph or two, but don’t get carried away (remember: short and sweet).
The same goes for the length of your email itself; try not to go over 150 words unless you’re already conversing with someone in an ongoing thread!
Save time and effort by leveraging proven cold email templates. Explore our curated selection of 13 Cold Email Templates You Can Use Today to kick-start your outreach campaigns and increase your response rates.
Conclusion
As we’ve seen, there are a lot of ways you can make your cold email more effective. This is by no means an exhaustive list, but it should give you some insight into how to improve your cold emails.
Note that most of these tricks are only going to work if you have a good product or service to offer in the first place so don’t forget about that!
If you do want some inspiration for what kinds of things might work well in your industry, check out our guide on how to write compelling headlines for blog posts written by our team here at Grammarly.
We hope this guide helps you write better emails and get them read by more people than ever before!
Further Reading
Here are some additional resources to expand your knowledge on effective cold emailing:
Mailmeteor’s Cold Email Guide: Learn valuable tips and tricks to enhance your cold email strategy and boost your outreach efforts.
Writing Cold Emails That Work: Explore a six-step tutorial that provides actionable insights for crafting compelling cold emails that yield results.
Mastering Cold Emails: Dive into an in-depth guide on mastering the art of cold emails and maximizing their impact on your business.
FAQs
How do I write a cold email that gets noticed?
Crafting a cold email that stands out involves personalization, clear value proposition, and concise language. Focus on addressing the recipient’s pain points and offering a solution right from the start.
What’s the key to getting responses from cold emails?
Personalization and relevance are crucial. Tailor your cold emails to the recipient’s needs, demonstrate understanding, and clearly explain how your offer can benefit them.
How many follow-ups should I send for a cold email campaign?
The number of follow-ups can vary, but a common practice is to send 2-3 follow-ups. These should be spaced out strategically, offering additional value or addressing any potential objections.
How do I avoid being marked as spam with cold emails?
To avoid being flagged as spam, ensure your subject line is clear and not misleading. Provide an option to unsubscribe and honor opt-out requests promptly.
What’s the best way to track the success of my cold email campaigns?
Using email tracking tools can help you monitor open rates, click-through rates, and response rates. This data provides insights into the effectiveness of your cold email strategy.
Costantine Edward is a digital marketing expert, freelance writer, and entrepreneur who helps people attain financial freedom. I’ve been working in marketing since I was 18 years old and have managed to build a successful career doing what I love.