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Cold Email: Definition, Examples, Templates and How to Write it?

To get a response, cold emails should be short, powerful, and interesting. For this reason, each part of this short message must be important and play an important communicative role.

We’ve compiled the most important steps to writing effective cold emails for sales.

To begin, let’s take a closer look at what a cold email is today and how the way cold emails are written has changed over the years.

What is a Cold Email?

Cold emailing is a lead-generation strategy and an important part of the sales process. It is how a company or service provider introduces a potential customer and hopefully starts an engagement.

Cold emails typically have a lower response rate than other communication methods, such as cold calling, but they also require less effort from the salesperson.

Effective cold emails can be difficult to master because the sales reps who send them usually have no previous relationship with the person they are contacting. They tend to build their email lists using LinkedIn email finder extensions, lead gen landing pages, etc.

Therefore, it is very important to have a cold email company that speaks to the recipients personally. Cold emails should be personalized, include strong content, and have a strong message about your product or solution. Many companies also make use of project management tools like Asana or Asana alternatives like, Trello, Airtable so that that they are able to break down cold emailing tasks among their team.

Is Cold Mail Spam

Cold email and spam are not the same things at all.


  • Frequently uses a false name, false email address, or other inappropriate information.
  • Does not contain valid contact information
  • Not meant to be a conversation starter; rather, it usually means a direct purchase.
  • It has a purely commercial reason.
  • It is filtered almost automatically by the spam filter.

However, cold emails are personalized, have a strong message about your product and include strong content.

Format of Writing Cold Emails

Since you’re trying to get someone’s attention, you sometimes have to do something creative to catch a call to action.

However, the format should stick if you start writing your first cold emails. We can break down the form of such professional email into 5 steps:

1. Email subject line

Email subject line

The main subject line of an email is key to getting someone’s attention and getting them to open your email.

Creating a great article is part science and part art. It’s a huge topic and not something we can cover in a few lines, but the best email subject lines do at least one of the following:

  • Add value
  • Provide information
  • Create a connection
  • Intrigue people
  • Ask questions

2. Opening of email

Studies show that people like to hear their names. Thus, greeting the recipient by name is already a major step in getting an answer. An effective approach to enhance your initial contact is by incorporating prospecting methods in your email opening.

If the person you are talking to is in a position of authority, you may want to choose a more formal greeting. If you’re unsure how to handle them, familiarize yourself with common ways to start an email in different situations.

You don’t want to start a new relationship on the wrong foot, so spend some time finding the person’s name and job title.

3. Email body

You’ve got the reader’s attention with a great subject line and a personal greeting, but you only have about 3 seconds.

First, don’t start with “I hope this email finds you well!”. Instead, consider what you have learned about your prospect and look for something that relates directly to the topic. If you’re feeling stuck, you can use AI to generate your copy. There are risks to AI though, like hallucinations

4. CTAs


Every email has a purpose, whether it’s asking for information, asking for a click, or asking for a response. Getting the right calls to action is essential to a successful cold email campaign.

There are several strategies you can use when creating a call to action. Please keep it simple and ask for answers or answers beforehand.

We recommend that you test, review and refine your message over time. Over time, you’ll learn which CTAs work and which don’t, and that’s all part of the process. 

5. Email closing

A little gratitude often goes a long way. By saying thank you at the end of your email, you will make the recipient happy if they decide to take what you offer. You should also personalize it by offering targeted endorsements.

Oh, and don’t forget to include your signature!

How to Write Cold Emails

There are several steps you must take to write good cold emails. It includes the following:

1. Keep it short

Keep it short

One of the goals of cold emailing is to keep your reader’s attention to increase your chances of getting a response. The way to do this is to create a short email with just a few paragraphs. You should also ensure that everything you say is relevant to the action you request.

For example, if the goal is to sell the new online course to the recipient, explain it at the end. You will have a higher chance of getting a response and buying your system.

2. Show Your Value by Proving Yourself

Have you heard of the concept of social proof? Social proof is a psychological and social phenomenon based on the assumption that others will follow the same behavior displayed by the stimulus.

As a cold emailer, you are a stranger to your prospect; you’ve done your research to find out a little about them. But if you convert them, they won’t know anything about you.

You have to build credibility and trust. Why should they trust you? Social proof is the answer. If you have the authority, credibility, or social status your prospect needs, use that to get a response.

One way to build credibility is to share case studies, information, and user-generated content. Show in real numbers and statistics. Mentioning how you’ve helped celebrities is a great way to build credibility and trust.

3. It’s About them, Not About You

Most of the time, in the first paragraph, the marketer tells them what the company is working for and what it is doing to attract new customers and get new leads. Because the reader doesn’t know who you are and doesn’t care. They will delete this email – even if they open it.

 Include a sentence or two about why you associate them with the company – use facts about the company or industry. Then tie in how your company has helped companies in that industry. Join your inbound marketing team and find links to organic searches to help them in their buying journey.

Do some research. Learn about the person or company you are contacting. It will ensure that your email has a personal, natural and personal touch that is hard for the recipient to refuse.

Do not include open-ended questions or opt-ins in the email. Also, be careful of grammatical errors. They break the natural flow of your email and make you look silly and unprofessional. Use programs like Grammarly or Grammar Check to help free your writing from grammatical mistakes.

4. Make your request easy and actionable

The goal of cold emails is to get as many conversions as possible, whether it’s a response or a sale. It should require some input from them. It would help if you were clear about what you are asking in the end so that they understand why you sent the email.

For example, if you ask your prospect to meet in person to discuss another matter, you should mention the date and time. You might say, “I would like to meet and discuss this again.” Are you available on Monday, November 15, at noon?” They have to check their calendar to see if they are free and then think of a suitable time.

5. Include Your Information in Your Signature

Include Your Information in Your Signature

A signature at the bottom of a professional email tells the recipient that you are an expert. It means to people that you are a leader in your field that should be taken seriously.

Without a proper email signature, you or your email will not be taken seriously – especially if you are reaching out to an expert in your field or another. 

Before sending an email, ensure you have a signature line with your email, phone number and company website. It doesn’t have to be fancy. It should be there and give your reader all the information they need to learn more.

6. End with a call to action

It is the last step in writing your email; add a call to action at the end. A call to action (CTA) can take any form, from scheduling a Zoom meeting to signing up for a free trial. It’s best to stick to one CTA to avoid confusion. Please keep it simple and direct.

Your CTA should describe the purpose of your email in one sentence. The CTA should encourage them to do what you want them to do. Make sure the call to action is short and to the point, leaving no room for ambiguity.

Don’t ask for more! The first email is very important, so don’t push the prospect too hard into doing something they might not like. A simple phone call or email response may be better for you than scheduling an hour-long meeting.

Cold Email Templates

Here are some templates of cold emails and why they work well:-

Template 1

This template is concise. The sender portrays the recipient’s background. They also end it with a clear CTA so the recipient can readily conform to the meeting if they are available.

Hi Lara,

My name is Jin, and I have reached out to you due to your amazing experience in sales. I see that you are in charge of sales processes at XYZ, and my product would be a great asset to help your company increase productivity. Our customers usually tell us their earlier productivity tools were no help to the company, which is the reason we decided to build Smart.

This tool is proven to increase overall productivity and create reports specific to customers’ requirements. Your whole team can be fully conditioned to our program in a week and save time. 

I want to discuss this further to share more exciting details on Smart. Do you have time this Thursday at 4 pm IST to talk on the phone?



Template 2: Lead Generation Email

Hey XYZ!

As we got to know that you are already an expert in (Field), you are already knowledgeable concerning the manual groundwork needed in the (Industry).

The (name of the product/service) eradicates manual work and saves time.

Also, (Name of the product) has one purpose: to automate workflows and save time for companies like yours. According to research by (Source), automation has shown a 50% progress in conversions.

Here’s what our customer feels about us:

(Customer Review)

We would treasure to hear about us from you! You may schedule a free demo from here (link).



Template 3: SaaS email template

Hi Laura,

I spend a lot of time on (Name of the company) blog. I follow some of your team members on social media and value your content.

After visiting your website, I found (problem) and believed that an update would enhance your rankings and traffic by [X]%.

I own a (name of SaaS organization) that optimizes websites for companies like (name of the client).

Are you interested in getting on a free 10-minute call? I can help you by drafting more such areas of advancement. 

I will leave a slot open this week to make it more comfortable for you (Calendar Link). Book it at your convenience. 



Template 4

This email sales letter sample gets to the intent of the pitch fast. John identifies what he is offering and how he thinks it will benefit the company. 

Hello Priya,

My name is John, and I am handling business development relations at (name of the company). We have just established a new platform that helps companies follow their SEO efforts very simply and effectively. Based on your industry’s competitors, you would benefit from this platform to get a ranking on major search engines. I want to show you a demonstration of this if you have time. Are you available this Tuesday afternoon?

Thank you,



Cold emails are ultimately simple and direct. If you follow all the recommendations mentioned above, you will surely get good results. Remember to keep your emails short and to the point.

If you don’t get a response right away, don’t panic; this is common in a cold email campaign.

Cold emailing should be persistent without being too pushy. Push your customers in the right direction by showing them that you are there to help and solve their pain.

Cold emailing is a very powerful lead-generation tool when used correctly.

For more help on the above, schedule a demo with NotifyVisitors and solve all your doubts!

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She is a content curator at NotifyVisitors. She writes SEO-friendly blogs and helps you understand the topic in a better way. Apart from writing, she likes to do painting and gardening.