Creating an engaging cold email template to generate good responses can be challenging because making a message that suits everyone is tough. Realistically, it's impossible to make everyone happy, and that's totally okay.

However, you might miss the mark if your cold emails aren't getting good opens and clicks. Crafting effective cold emails, whether introductory, sales pitches, prospecting, or lead generation templates, can be tricky.

That's why, in this article, we'll explore some ideas for cold email templates designed to start a conversation with your potential client or partner easily. We'll also share expert insights on crafting messages to boost your cold email campaigns to new levels.

What is a Cold Email Template?

A cold email is an unsolicited message sent to someone without prior interaction, commonly used in business contexts. 

To streamline this outreach process, a cold email template is a pre-designed format serving as a foundation for crafting and sending these messages to your email list.

It includes essential elements such as greetings, an introduction, content, and a call to action, making it adaptable for business purposes like sales, networking, or job applications.

A cold email template is an email copy that can be changed and refined to match your target audience and message.

How to create a Cold Email Template?

Let's talk about how you can create a cold email template step-by-step. You can change the ideas and learn how to create a copy template.

Step 1: Define your objective

Clearly outline the purpose of your cold email. Whether introducing a product, seeking collaboration, or generating leads, knowing your objective will guide the rest of the process. Let's create an example objective for our demo template.

Example Objective:

“Introducing a new software solution to potential clients.” The main goal is to get prospective leads on a call with us for a demo of our software.

Step 2: Identify your target audience

Understand your recipients and tailor your message to their needs and interests. You need to list people who might be interested in your solution.

Example Target Audience:

Owners of Small to medium-sized businesses in the technology sector are looking to streamline their workflow.

Step 3: Research your recipients

Gather information about your recipients to personalize your cold email effectively. You can visit their website, social media profiles, or recent news to understand their current challenges or opportunities. 

Researching your target audience is the base of how you will craft your cold email template.

Step 4: Craft a compelling cold email subject line

Write a cold email subject line that attracts the recipient to open your first email. Try to add a first name and create a subject line that could create curiosity in the recipient. This will ultimately help to increase your email open rate.

Example Subject Line:

{{First name}}, improve your workflow by 80%

Step 5: Personalize the greeting

Start your email with a personalized greeting to make it more engaging.

Example Greeting:

“Hi [Recipient's First Name],”

Step 6: Introduce yourself and establish relevance

Briefly introduce who you are and establish the relevance of your message to the recipient.

Example Introduction:

I am keeping it generic here, but you can make it personalized if you are targeting specific people or companies.

“I'm [Your Name], specializing in creating innovative software solutions for businesses like yours.”

Step 7: Communicate value proposition

Communicate the value or benefits of your product or service. Use some statistics if you have any to make the information more credible.

Example Value Proposition:

“Our new software has helped businesses similar to yours increase efficiency by 80%, saving both time and resources.”

Step 8: Provide supporting information

Include relevant information, such as testimonials, case studies, or key features that support your value proposition. You can also add additional information in the followups.

Example Supporting Information:

“Here's a quick snapshot of how [Client A] achieved remarkable results using our software: [Brief Testimonial].”

Step 9: Include a clear Call to Action (CTA)

Guide the recipient on the desired next steps with a clear and actionable CTA. Make it clear if you want to get them on a call, redirect them to a website or want a simple reply to your email.

Example CTA:

“Would you be available for a quick 15-minute call this week to discuss how our software can benefit [Recipient's Company] specifically?”

Step 10: Express followup intent (Optional)

Express your intent to follow up in the followup email, indicating your commitment to continuing the conversation.

However, be mindful that the statement can demonstrate persistence or potentially discourage your recipient from replying, as it may give the impression of frequent botheration. 

So craft it accordingly.

Example Followup Intent:

“I understand your time is valuable. If this week isn't convenient, please let me know a time that suits you. Looking forward to connecting!”

Step 11: Add a professional closing

Conclude your email with a professional closing that includes a thank you, your name, your position and your company name with contact information. You can also add your professional photo.

Example Closing:

“Best regards,

[Your Full Name]

[Your Position]

[Your Company name]”

Final Cold Email Template

Following the examples, here is what a cold email template could look like. Let's suppose we are sending a cold email to a recipient named Sam, who is the owner of a tech company named SoftCom :

However, this isn't a perfect cold email, but this is just an example of a step-by-step process of creating a cold email template tailored to your goals and Target audience.

You can always add more personalization and frame it accordingly. Once you have the template ready, you can start scaling the campaign.

Different examples of Best Cold Email Templates 

Now that we have discussed how to create a cold email template for yourself, let's discuss different templates; you can take ideas from them and improve your cold email outreach.

1. Cold Email for the consideration stage prospects (For service based)

This is an example of a cold email template you can use when someone has visited your profile and considers you an option. 

Although it's for people who visited the ‘pricing page on the website,' remember that it can be adapted for various situations. For instance, you can use it to contact someone who visited your profile on a directory or checked the pricing on listing directories. 

This template is designed for prospects in the consideration stage, contemplating your services or software as a potential option. 

The cold email aims to guide recipients toward choosing your solution, even if they are exploring other alternatives in the market. To make this outreach more effective, consider incorporating automation for intent data.

2. Sales Cold Email (Direct cold sales pitch)

Securing a meeting with a cold prospect can pose challenges. When crafting your sales outreach cold email, it's crucial to introduce yourself and keep the message concise. Below is an example of structuring a cold email to present your sales pitch effectively. 

Ensure you incorporate personalized details in cold sales email templates regarding their specific challenges and how your solution can address them.

This template can send a cold email to the right person, i.e. an ideal cold email prospect. But you can always customize it according to your cold email campaign.

3. YouTube promotion cold email (Promotional Email)

Promoting and getting the word out about something can be quite a task. It could be a new product, a website, a blog, a forum, or even a YouTube channel.

If you want to connect with your audience, you can use a cold email campaign. The template below can help promote your blog, YouTube channel, or forum. Feel free to tweak it to fit your needs!

While various platforms are available for promoting your YouTube channel or blog, cold outreach emails may not be the top choice. However, they can still play a role in maximizing your promotional efforts.

4. Cold email for prospect using competitor's product

An effective method for researching prospects is identifying those currently using a competing product or service. This indicates their interest in a solution like yours, requiring you to emphasize your product or service's unique selling points (USP).

The template above is designed for pitching to a recipient using a competitor's product. Feel free to modify it to suit your specific requirements. This template is particularly effective when your Unique Selling Proposition (USP) outshines your competitors.

5. Link Building Cold email template (For link building and sponsorship)

Cold emails for link building differ as they aim to establish connections and encourage websites to link to your content. Unlike B2C or B2B sales emails, link-building focuses on collaboration and mutual benefit.

These emails prioritize personalized pitches, emphasizing the value your content adds to theirs. With no direct sales pitch, the goal is to build long-term relationships, showcasing your content's relevance for potential linking.

This link-building email template excels in personalization by acknowledging the recipient's work.

Thus, introducing collaboration ideas, and emphasizing mutual benefits. Its concise and positive tone and polite closing increase the likelihood of capturing the recipient's interest and fostering a valuable connection. 

How to use Cold Email Templates for better responses?

Let's discuss maximizing how to use a cold email template to get a response that will help to grow your business. An effective cold email template is characterized by several key elements that make the message compelling, personalized, and likely to receive positive responses. 

Here's a breakdown of what an effective cold email template looks like:

1. Use clear and compelling subject lines

  • The subject line should be Short and should grab attention and spark curiosity.
  • Make a personalized cold email subject line to stand out in the recipient's inbox.

2. A friendly introduction

  • Start with a friendly and relevant greeting.
  • Introduce who you are and the purpose of the email.

3,. Value proposition

  • Communicate the value or benefits you offer.
  • Focuses on addressing the recipient's pain points or providing solutions.

4. Keep a concise and focused body

  • Keep the email body concise, and avoid unnecessary details. Focuses on the key message.

5. Call to Action (CTA)

  • Includes a strong and clear CTA that guides the recipient on the desired next steps.
  • The CTA should be easy to follow and align with the email's overall goal.

6. Social Proof

  • Use relevant social proof, such as testimonials, case studies, or recognizable clients, to build credibility and trust with the recipient.

7. Use and email outreach software

  • Mentions a followup plan, indicating a willingness to continue the conversation.
  • Provides contact information for further inquiries or discussions.

8. Keep it Generic and leave space for relevant content

  • Keep the template generic and leave spaces for personalization to scale your cold outreach easily.
  • You can add the personalizations by adding “variables” in email software.

9. Mobile-Friendly

  • Keep the template in a format easily readable on desktop and mobile devices. Avoid long paragraphs

An effective cold email template balances personalization, value communication, and a clear call to action. It is continuously refined based on feedback and performance data to improve response rates.

Ready to use an amazing B2C or B2B Cold Email Template?

Creating the perfect cold email might seem tricky, but using the steps I shared above can make it easier to create one that suits your campaign and lets you increase sales in 2024.

The best practices involve having a clear plan. Start by knowing your goals, figuring out who you're talking to, and adding personal touches based on some research. Make your subject line interesting, explain what you offer clearly, and end with a strong call to action.

Use personal touches, keep improving through testing, and let your templates be the link between what you want to say and your SaaS or non-SaaS audience.

If you want to learn more about cold emails, contact us; we are happy to help.

Also, let us know in the comments how efficiently you found these cold email template strategies.

Frequently Asked Questions

Cold email templates are pre-written messages designed for reaching out to potential clients or contacts who are not expecting to hear from you. These templates help streamline the process of initiating communication and, thus, email marketing, making it more efficient and effective.

Structuring a cold email involves organizing its elements clearly and compellingly. Start with a concise and personalized email subject line to grab attention. Follow with a brief introduction, stating who you are and the purpose of your email. Provide value or address the recipient's pain points in the body, and conclude with a call-to-action (CTA) that encourages a response.

When writing a cold email example, focus on personalization and relevance. Tailor your message to the recipient's needs, demonstrating that you've done your research. Craft a compelling opening that sparks interest, and use clear and concise language throughout. Ensure your email provides value and ends with a clear CTA to prompt the desired action.

Starting a cold email effectively requires a captivating subject line. Make it personalized, intriguing, and relevant to the recipient. In the opening lines, introduce yourself briefly and establish a connection or common ground. Clearly state the purpose of your B2C or B2B email, whether it's to offer a solution, seek collaboration, or share valuable information. A well-crafted start sets the tone for the rest of the email, increases the likelihood of engagement, and improves your overall cold email strategy.