What makes a cold email successful?

A cold email is successful when the person you send it to responds or interacts with it. You might have many cold emails in your inbox that you haven't read and might never read. They're just sitting there.

This happens with a lot of emails. But imagine you start a campaign with a great email subject line and content and have a good reputation as the sender. Still, if only a few people are opening your emails. This could happen because you must include a crucial factor: the perfect timing of your cold emails.

Timing is really important for cold emails to work well. Like the perfect punchline in a joke, sending a cold email when the person is most likely to see and read email can make a big difference.

This article is all about figuring out the best time and day to send cold emails. We'll discuss what affects the timing and give you some tips to make your emails more effective. 

The Psychology of Timing

Imagine receiving a surprise phone call during dinner or a knock on your door while deep in concentration.

An unsolicited interruption can be off-putting, and cold emails are no exception. To increase the chances of your email being well-received, it's essential to understand the psychology of timing.

So when’s the best time to send an email?

Well, the definition of the best time to send your email depends on many factors like location and time zone, days of the week, and timing within the day. Let's individually discuss each of them.

1. Consider the recipient's time zone

Before hitting that send button, take a moment to consider the recipient's time zone. Sending an email at 3 PM might be ideal for you, but it could be a midnight interruption for someone halfway across the world.

For example, if you live in the United States and want to target prospects from the APAC (Asia Pacific) region, you will need to follow the timing of your prospects and then send the emails.

Consider the recipients time zone

You can do this by determining the right time and setting up your email campaigns with email outreach tools and scheduling features.

Alternatively, you can also use some external applications that can help you customize delivery times to match your recipient's local time.

Remember that respecting your prospect's schedule will increase the likelihood of their engagement with your emails. The more personalization you apply to their time zone, the better the results will be.

2. Optimal days of the week

The best days to send cold emails are Tuesdays, Wednesdays, and Thursdays. These are considered the best days of the week to send cold emails because people are used to their work routine by then and have more time to consider new opportunities.

Mondays are often hectic as people catch up on emails in their inboxes from the weekend, while Fridays can decline email engagement as minds shift toward the upcoming weekend. Thus, both days are not considered the best days to send an email.

It also depends on the campaign type, how much you know your prospect and their working style. But the best days to send a cold email are Tuesday, Thursday, and Wednesday.

Optimal days of the week to send cold emails

3. Timing within the day

Picture this: Your recipient opens their inbox first thing in the morning, only to be greeted by a well-crafted cold email offering a solution to a problem they've been grappling with. 

Research suggests that the time slot 8 AM and 11 AM is considered the best time of the day to send cold emails. It can yield higher email open rates as people check their emails while settling into their workday. However, this can vary based on the recipient's industry and personal habits. 

Another good option is to send emails between 2 PM to 4 PM. While opinions on this may vary, many business employees are usually at their desks, making it the best time to send emails and capture their attention.

Experiment with sending marketing emails during different times of the day to identify when your target audience is most receptive.

Data-driven insights tell more on cold email engagement

In the digital age, data is your ally. By analyzing the behavior of your target audience, you can uncover patterns that provide valuable insights into the best times to send cold emails.

1. Leverage email analytics

Some email marketing platforms provide robust analytics from previous campaigns that can reveal when your recipients were most active. Always study these metrics to identify trends and tailor your cold email delivery accordingly. 

Remember, every audience is unique, so while general guidelines are helpful, your specific data about each recipient is the ultimate guide for your email campaigns to succeed. 

2. A/B testing for precision

A/B testing is like trying different ice cream flavors to see which people like the most is a powerful technique that sends different versions of your cold email at various times to small segments of your recipient's email addresses list. 

A/B testing helps with your cold email subject lines and email content but can also help you figure out the best time to send your cold email campaigns.

Experiment with sending emails at various times throughout the day. Afterward, carefully review the outcomes and data from these email campaigns to find the best time.

You can fine-tune your approach and optimize your cold email strategy by analyzing which versions and times yield the best results.

3. Industry considerations

Different industries have distinct rhythms, and understanding these nuances can give you an edge.

For instance, if you're targeting the finance sector, early mornings might be more effective, as professionals in this field tend to start their day early. On the other hand, creative industries might see higher engagement rates during late afternoons when creative juices are flowing. 

For example : If you are targeting software industries, the ideal time to send cold emails will be between 8 AM and 10 AM and 2 PM and 4 PM.

If you are targeting a Healthcare Industry, emails sent in the morning between 6 AM to 9 AM and 7 PM to 8 PM prove to be a good time.

Things to keep in mind while deciding when to send your cold email

1. Avoid holidays 

Email doesn't get noticed on holidays, and it can never be the best day to send email. This is because individuals often prioritize time with their family over work-related activities during these periods. Holidays are an opportunity for people to cherish moments with their loved ones. 

Being considerate about refraining from cold email outreach on holidays is crucial, as it can significantly impact email engagement.

Your email might reach a recipient observing a public holiday in their region, especially if they are in a different part of the world. Staying mindful of holiday schedules can help maintain the professionalism and effectiveness of your cold email campaigns.

2. Sending emails during working hours 

Send your emails during standard working hours, typically between 9 AM and 5 PM. This is when recipients are more likely to open your email and engage with them actively. Let’s be honest; nobody wants to talk about work after they finish their working hours. 

Even if your email is highly relevant and offers the right solution to the right problems, it might get ignored because nobody wants to check their emails after working hours.

Working hours slot to send cold emails

3. Follow-up strategy

The timing of your follow-up emails can be just as crucial as the initial outreach. Sending a well-timed follow-up demonstrates persistence and genuine interest.

For example, a well-spaced follow-up, perhaps a week after the initial email, can give your recipient enough time to consider your proposal without feeling overwhelmed.  Or you can follow up after a day so the recipient remembers your email even if he still needs to check.

Strategy to send follow up emails 2048x1513 1

4. Respect morning hours 

Avoid sending emails early in the morning, as recipients may find it intrusive and unprofessional.

Also, suppose you send emails before 8 AM. In that case, there is a chance that your recipient might never engage with it because when the working hours start, your recipient will be bombarded with sales, marketing, and promotional emails.

Your email, which was sent too early, might get buried and will not be seen by your recipient.

5. Weekend rest

Two reasons why sending emails on the weekend is one of the worst ideas. The first one is obvious: people are trying to take a rest, a break from work after working for the whole week, and they will not check their emails.

The second reason is that sending emails on weekends makes you seem unprofessional. So even if you offer value and your email is highly relevant, even if your recipient sees it, they will find it unprofessional, and you may not get a response or reply to your email.

6. Avoid sending emails on Monday

On Mondays, people receive lots of emails that can be work-related, newsletters, and more.  Thus, email open rates are lower on this day.

Since Mondays are often about catching up on tasks, emails might not get much attention. Also, these are linked to the start of the work week, which can bring negative feelings.

Thus, avoid sending cold emails on Monday, as it could unintentionally add to these negative associations, increasing the chances of your email being ignored or deleted.

7. Personalized outreach

No one likes a generic, one-size-fits-all email. Address the recipient by name and reference specific details about their work or interests.

Tailoring your message shows that you've done your homework and increases the likelihood of capturing their attention, regardless of when the email is sent.

For example, in the image below, you can see that we have tried personalizing every aspect so that the email is relevant, and it also creates an image in the mind of the prospect that we have done our homework.

Personalized strategy for email outreach

8. Value-centric approach

Instead of bombarding the recipient with a laundry list of achievements, focus on how your product or service can add value to their lives. A value-centric approach makes your email compelling, regardless of when it arrives in their inbox.

All set to make your cold emails reach the right audience at the right time?

In cold email outreach, timing matters for email marketing and is an art and a science.

By understanding the psychological underpinnings of timing, harnessing the power of data-driven insights, and infusing a human touch into your emails, you can master the delicate balance of sending cold emails at the right moment. 

Remember, the goal is to capture attention and foster genuine connections that lead to fruitful collaborations. 

So, the next time you're about to hit “send,” take a moment to consider what you're saying and when you're saying it. Your inbox might start filling up with meaningful responses.

Furthermore, if you want to improve your inbound marketing efforts and require expert guidance, don't hesitate to contact webdew.

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Editor: Vaishnavi Jain

Frequently Asked Questions

The ideal time to send a cold email depends on your target audience and their habits. Generally, the middle of the week, Tuesdays to Thursdays, are the best days, and the late morning or early afternoon tends to be a more effective time to deliver emails. This avoids the rush of Monday and the distractions of Friday. However, testing different timings is essential to find what works best for your audience.

The best time to send cold sales emails is usually around mid-morning, between 10:00 AM and 11:00 AM, or mid-afternoon, between 2:00 PM and 4:00 PM. During these times, recipients are likely to have settled into their workday and are more receptive to checking their emails. Avoid delivering emails too early in the morning or too late in the afternoon when they might be busy or less engaged.

For prospecting emails, the optimal times are similar to cold sales emails—mid-morning and mid-afternoon. This is when professionals are more likely to be active and open to new opportunities. Aim for sending prospecting emails between 9:00 AM and 10:00 AM or 3:00 PM and 4:00 PM. This helps to increase the chances that your emails are opened and considered.

The timing between cold emails depends on the nature of your outreach and the responses you receive. Typically, waiting around 3 to 5 business days before sending a follow-up email is a good practice. This gives recipients enough time to process your initial email and respond if interested. However, if you receive an acknowledgment or specific timeline for a response, tailor your follow-up accordingly to respect their preferences.

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