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5 cold email templates that your sales team will love

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Why cold emails matter?

The average worker spends around 28% of their work week dealing with email. That is a significant amount of time.

It’s why email is critical in reaching out to new people and building mutually beneficial relationships but inboxes are getting ever more crowded and people more jaded.

But how to write one? Well as with most things, the best way to learn is through going through practical examples.

So we’ve got five examples of cold emails that’ll help you get your foot in the door and give you an idea of what a good cold email looks like so then you can modify them for your own purposes. We’ve also written a guide on how to write the perfect breakup email to get a lead whose gone quiet to respond to you. The only thing worse than a no for a sales person is silence. You want an answer so you know whether to cut your losses or put in more effort.

Check out our ultimate guide to cold emails…

RealtimeCRM Email Cheatsheet guide

The subject line

Your subject line is really important because it’s the first thing they see and they’ll use it to determine whether to read the body of your email.

  • Keep it personal

You want to be as warm as possible and the best way to do that is by being personal, if it makes sense to use their name in the subject line. If you know they recently got a promotion use that by congratulating them. Did you get referred by someone they know and respect get that in the subject line so they don’t immediately dismiss you as spam.

  • Keep it short

The old saying “I don’t want to hear your life story” exists for a reason, keep your subject line short and sharp because most people these days have short attention spans, especially when they have no reason to be invested in you.

  • Be relevant

Don’t do clickbait subject lines just to get them to open your email. Once they figure out that they were duped they’re going to be annoyed which isn’t the emotional state you want to elicit and will undermine the whole point of your email. If you’re getting in touch about selling stationary don’t mislead them with something more exciting that is not relevant to the purpose of the email you’re sending.

Two rules that’ll improve your response rates

Get to the point and keep it short. I’ve mentioned it before but it’s not just subject lines it applies to the body of the email too.

Remember this is like a short introduction that will hopefully lead to something more. Don’t make it harder for them to understand what you’re about than it has to be.

The second rule is when you can research the person you’re emailing. If you’re sending an email about offering your recruitment services then find out who is in charge of that first then send it to that person.

It sounds obvious and there are a ton of tools like Linkedin than can help you do that but a ton of people make the mistake of not doing basic research so they add another step of having to send an email asking to be sent to the right person - if you can avoid that then avoid it!

Here’s 5 cold email templates:

Cold email template 1: Introduction Ver. 1

Subject: Congratulations [Prospect] on [some achievement or new role]



Hi [Prospect],

Congratulations on your new role as VP Sales at [prospect’s company]. I’m sure you’re really excited to get stuck in and make the new role your own.

That’s why I’m getting in touch, my name is [Your name] and I work at [your organisation].

We help sales teams to deal with [problem(s) that are relevant to prospect] by [the benefit(s) you provide to deal with said problems]

If this sounds like something you’d be interested in would you be available for a call say Friday afternoon?

Kind regards,

[Your name]

[Your email]

[Your phone number]

Cold email template 2: Introduction Ver. 2

Subject: [Referrer] told me that we should speak



Hi [Prospect]

My name is [your name] and I work at [your organisation] where I am [your role].

I recently spoke with [referrer] who told me that you’ve run into issues with [the problems they face] and that I might be able to help as [the benefit of your product or service that deals with aforementioned problems].

If that sounds right would you be open to a 15 minute call on [date and time] to discuss the above in more depth, and how specifically [your organisation’s product or service] can help your business?

Thanks for taking the time to read this and I look forward to hearing from you.

Best regards,

[Your name]

[Your email]

[Your phone number]

Cold email template 3: Introduction Ver. 3

Subject: Quick question



Hi [Prospect]

My name is [your name] and I work at [your organisation].

I found your details on [where you found them]. We help companies like yours deal with [some problem(s) the prospect likely faces] by [benefit you provide to deal with said problems].

If this is something you’re challenged with too, let’s set up a quick call and see how [your product or service] can help your business.

Would a call on [date and time] work for you?

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

Kind regards,

[Your name]

[Your email]

[Your phone number]

Cold email template 4: Follow up email

Subject: [prospect] - would love to talk about [purpose i.e. quarterly sales]



Hi [Prospect]

I’m writing to follow up on my previous email about [your purpose].

I didn’t hear back from you and understand if you’re time constrained at the moment so am happy to fit around your schedule. If you’re interested are you free to talk later this week, say:

Monday 12th at 2pm Thursday 15th at 10am Friday 16th at 11am

Kind regards,

[Your name]

[Your email]

[Your phone number]

Cold email template 5: Post event follow up

Subject: It was great speaking to you at [event]



Hi [Prospect],

I hope you enjoyed [insert event] last week and found it valuable. It was fantastic to speak with so many businesses about the challenges they face.

The topic that came up again and again was how and when to raise money.

Based on my experiences founding, growing and selling several companies I’m creating a free course on starting a new business. I’ll cover fundraising, as well as key topics like marketing with no money and how to hire people much smarter than you, and of course sharing all the mistakes I’ve made along the way.

The course is in beta and invite only at the moment - would you like to be included?

Kind regards,

[Your name]

[Your email]

[Your phone number]

How to build a system that’ll deliver results

So now you’ve got the templates but it’s time to build a system that’ll help you follow up and convert your new leads. You want a sales pipeline that accurately reflects your buyer’s journey and keeps your sales team focussed and ready to follow up at every step.

For that, sign up to your 30 day free trial of RealtimeCRM and import your Contacts into the system. Then create tasks to follow up with your new leads recording all the relevant information for the rest of your sales team to see and so they can dial in on what the leads require and push them through your sales pipeline and convert them.

Try RealtimeCRM free for 30 days

You want a central command and information hub for your sales team with the next steps to be executed.

You need cold emails in your arsenal

You have to be able to know who you’re writing and how to write to them. That is critical to writing a compelling cold email but it’ll apply to all your emails afterwards too. It’s about how you use the cold email templates and in what context.

Being able to discern that is critical, which is why we’ve written ‘The Cold Email Cheatsheet’ which you can download free here.

cheatsheet tablet