Top 10 Cold Email Templates for Any Situation

Check out the best cold email templates for any situation, including a general cold email template and key elements necessary for success.

Cold email templates are used by B2B and B2C sales professionals to initiate contact with prospects they’ve never met before. While there are many types of templates for various situations, all effective ones follow similar guidelines that make them attention-grabbing and engaging. Check out our article below for the best cold email templates for any situation.

Elements of a Cold Email Template

All cold email templates should follow the same three elements, regardless of circumstance. These elements include an eye-catching intro, a quick pitch, and a personal call-to-action. To make sure your chosen cold email template follows these guidelines, let’s take a look at each in a little more detail:

  • Attention Grabbing Intro: Start the email in a way that generates interest while teasing your pitch without giving it all away upfront.
  • Engaging (and Short) Pitch: Deliver your product or service’s value proposition in a clear and concise way without wasting too much time.
  • Personal Ending with a Call-to-Action: Establish a connection by suggesting next steps while making it easy for your prospect. In the templates below, we ask for a “good day and time to connect”. However, a good tactic is to use an auto-scheduler like Calendly for even easier scheduling.

Ultimately, if you keep these three primary principles in mind, we recommend crafting your own cold email and using templates only as guides. In fact, you can even check out our article on how to write a cold email for more in-depth advice. That said, it’s always good to have reference points and examples when drafting cold emails, so continue reading for some of the most effective cold email templates to get a sense of what’ll work for you.

General Cold Email Template

This is the most general template possible and can be used by any salesperson across a broad scope of industries or customer-types. When using this general cold email template, first see how it integrates the three elements above for an effective pitch. Then, tailor the template to your specific needs while keeping it short, sweet, and to the point.

Free Cold Email Template

Free Cold email template
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Cold Email Templates for Direct Outreach

Direct outreach is difficult because you’re trying to grab somebody’s attention--and you aren’t the only one. You’re trying to stand out to a prospective customer while drowning in a sea of similar sales emails, desperately hoping for their attention. The key here is to make your cold email the easiest and most eye-catching to read, without wasting your prospect’s time.

B2B Sales Template

Who Should Use It: B2B sales professionals, whether they are selling a product or service.

Why it Works: Since B2B products and services tend to serve the same purpose (increasing efficiency and profit), this email works for both types of salespeople. The email uses a professional tone and leverages relevant research to connect with decision-makers.

Subject: What would a boost in {X} do for your company?

Hi {First Name},

I was doing some research on your company, and it seems like you may have a need for {Your Product}. I know your time is valuable, so I don’t want to take too much of it.

I’m {Your Name} at {Company}, and we specialize in enhancing {X mentioned in subject} with our {Your Product}. We think we can make your life easier, and help you maximize the return on your time and effort. 

Let’s schedule time to connect and chat. Is there a day and time that works best for you? If you’d rather call me directly, feel free at {Phone Number} and let me show you how we can help.

Best Regards,

{Signature}

B2C Product Sales Template

Who Should Use It: Direct salespeople who offer higher-ticket products to consumers.

Why it Works: It brings up customer problems and positions your product as the solution, giving enough information to prove it without getting too lengthy.

Subject: {First Name}, it’s time for an upgrade

Hey {First Name},

I’m {Your Name}, your handy {Product} guy, and I know that as {Product}(s) age they can start to really disrupt your life. If you don’t have time to deal with this hassle, I can help you out.

At {Your Company}, we specialize in making lives easier with our {Product}. We offer quality you can rely on, and customer service that is always there when you need them. While the same old offers some comfort, a problem-free experience offers far more.

It would be great to connect and hear more about your needs. Is there a day or time that works for a quick phone call? Of course, also feel free to reach out to me directly at {Phone Number} and let me know what I can do for you.

Thanks,

{Signature}

B2C Service Sales Template

Who Should Use It: Direct salespeople who offer high-ticket or ongoing service to consumers.

Why it Works: Again, it’s short and sweet, and it doesn’t linger long enough to annoy anybody. Since services can be more complicated, it offers a little more detail than a product sales email.

Subject: Hi {First Name}, I can help you out!

Hey {First Name},

I’m {Your Name} with {Your Company}, and I thought you might be interested in our {Type of Service} offer. 

I don’t want to bore you too much, but suffice it to say we offer the best {Service} around, with {1-3 Unique Details} to make your life easier. We love what we do, and we want you to know first-hand what we can deliver.

Please give me a call at {Phone Number} and allow me to give you a run-down of what we’ve got.

Thanks,

{Signature}

Cold Email Templates for Inbound Leads

So, you’ve got templates for outreach, but what do you do if someone reaches out to you? Cold email templates for inbound leads differ from outbound emails because you don't have to introduce yourself or grab the lead's attention. However, the other principles still apply. When cold emailing inbound leads, assess their interest, then use one of the two templates below.

Interested Customer Response Template

Who Should Use It: Salespeople who have received an email or interaction from a customer who indicates interest in purchasing your product or service.

Why it Works: This email creates the smoothest path to closing the deal. This person is emailing you or interacting in some way that confirms they are both in your market, and interested in purchasing. So, the only step left is to get them on the phone with you for a close.

Subject: Hey {First Name}, let’s get things started!

Hi {First Name},

Thanks for reaching out! I’m glad our offer piqued your interest. 

To make sure that all your questions are answered, and that you’ve seen all that we have to offer, I’d love to get you on the phone when you have the time.

Is there a day and time that works best for you? Let me know and I can give you a call. Otherwise, please give me a call at {Phone Number} and we can get the ball rolling!

Thank you,

{Signature}

Inbound Customer Response Inquiry Template

Who Should Use It: Salespeople who have received an email or interaction inquiring about a product or service, but without confirmation of interest or market status.

Why it Works: This email does a great job answering a customer's question while demonstrating good customer service.. Not only will you get them on the phone to answer their question, you’ll also show how attentive you are.

Subject: Hey {First Name}, to answer your question…

Hi {First Name},

Thanks for reaching out, and I’d love to answer all your questions and concerns about our company. 

To make sure we answer all your questions as quickly and as thoroughly as possible, let’s get in touch over the phone.

Can we set up time for a quick phone call? Let me know what works best for you. Otherwise, feel free to call me at {Phone Number} and I’ll make sure to answer every question you’ve got!

Thanks,

{Signature}

Cold Email Templates for the First Follow-Up

When a customer doesn’t respond, don’t just leave it alone. You also don’t want to just resend the same email; it comes off as lazy and robotic (because it is--seriously, don’t do that). Instead, send a new email that adds something to the conversation, like a more casual tone or more in-depth product information.

Pro Tip:

When it comes to following-up, timing is just as important as content. Try to follow-up every other day, cutting off contact after the third email. This ensures you are seen without wasting too much time on somebody who just isn’t going to read or reply. Additionally, you should keep the follow ups in the same thread so you don’t overwhelm their inbox with new messages.

B2C First Follow-Up Template

Who Should Use It: B2C salespeople who are following up on their initial email to a cold lead.

Why it Works: This email reinforces what is said in the first email, but throws in the fact that you’ve tried to make contact before. By adding a little personal touch, it makes it clear that there is a real human being on the other side of the email.

Subject: Hey {First Name}, checking in again!

Hey {First Name},

Reaching out again to see if I can be of service. I know you’re getting a bunch of robo-emails a day, and wanted to confirm that this is not one of them!

On the contrary, I really think our {Product/Service} could make your life a lot more enjoyable. I’m available for any questions you might have, and I’d love to let you know what we’ve got for you.

If interested, let’s set up time to chat. Is there a day or time that works well for you? Also, feel free to give me a call at {Phone Number} for a little more info.

Thanks!

{Signature}

B2B First Follow-Up Template

Who Should Use It: B2B sales professionals who are following-up on their first email.

Why it Works: This email gives a little more product information. In this template, you’ll fill in whatever your lead marketing statistic is. How many people have you helped? Any big names? How measurable was the improvement you were able to accomplish? Fill this detail into the {Competitive Edge} bracket.

Subject: {First Name}, I’ve got a better way to {X}

Hi {First Name},

Sorry I missed you the first time around, but I really think we could help change the game for your business. 

Here at {Your Company}, we specialize in improving {Business process your product affects}. We have worked as hard as possible to build the best product possible, and as a result, we have managed to {Competitive Edge}.

If interested, is there a good time for you to connect over the phone? Otherwise, please give me a call at {Phone Number} to see if we’re a good fit.

Thank you,

{Signature}

Cold Email Templates for the Final Follow-Up

The final follow-up is a delicate maneuver. You don’t want to come off desperate, but you do want to drive home the point that this is your last attempt. Essentially, you’re just trying to make them feel like they might be missing out one last time before you’re gone. To be honest, this one doesn’t have a great success rate, but it’s worth sending as a last resort. You never know.

B2C Final Follow Up Template

Who Should Use It: B2C sales professionals who are sending their final follow-up email.

Why it Works: Well, when it works, it usually does so because we really go all out on conversational language here. With customers, it is okay to feign a little desperation and add to the humor of the email. We are switching up the style entirely since the last one was ineffective.

Subject: Anybody home?

Hey {First Name},

Shouting out into the void one more time before I pack my bags and go home. I just don’t want you to miss out on the overwhelming joy that our {Product} has to offer.

Seriously, though, I really do think that we at {Company} have something special for you. I’m certain that with a few minutes of your time, I could show you some really cool things about what we’ve got to offer.

If you haven’t spam filtered me yet, let’s set up a time to chat. Is there a good day and time for you. As always, also feel free to give me a call at {Phone Number} so my poor, tired fingers didn’t type for nothing. 

Thanks for reading,

{Signature}

B2B Final Follow-Up Template

Who Should Use It: B2B sales professionals making their final follow-up.

Why it Works: While we aren’t going as casual as the B2C template, we are still going to liven the language up a bit. For the business owner or decision-maker, we need to lean in to the benefits of the product, rather than the product itself.

Subject: Still interested in a boost in {X}?

Hi {First Name},

Trying you one more time to see if an improvement in {aspect mentioned above} would benefit your company. 

I would hate to leave you hanging without getting on the phone with you to go over the details of our {Product}. With what we’ve accomplished for our other customers, it almost seems rude not to reach out one last time for a 5-minute phone call.

If interested in my final attempt, let’s set up time to chat. Otherwise, please give me a call at {Phone Number} if you’re ever interested in what we’ve got for you.

Thanks for your time,

{Signature}

How to Gauge Cold Email Template Effectiveness

Choosing, customizing, and sending a cold email template is only the first step. Once you start sending enough cold email templates to your prospect list and eliciting responses, track the effectiveness by asking the right questions and tracking the right data. Then, based on your findings, iterate on your cold email template for the best results.

Actively Ask Questions

If you are going to use these templates directly, you should be asking yourself key questions to assess the effectiveness of your efforts. To help, start by asking yourself the following:

  • Do you get more questions than warm leads?
  • Is the final email rubbing people the wrong way?
  • Are the templates more effective than your previous solution?

If you never question your templates, then you’ll never know whether they work for you. Even though we are very confident in the templates we’ve created, different markets will require creative approaches. Always be assessing your results so you know when it is time to switch things up.

Track Your Cold Email Metrics

Decide on key cold email metrics that you’ll track. Most likely, you want to track the percentage of successful sends (ie, emails that don’t bounce), as well as your email open rate and response rate. Then, assess the effectiveness of your chosen cold email template by looking at these metrics over time and conducting a trend analysis. If your metrics are headed in the right direction, keep going. If they’re declining, reassess your strategy.

Ask Your Customers

Consider offering a customer service survey to existing customers if you don’t already have one. Ask them if your email correspondence came off as professional and interesting. Ask them what they would change about your approach. Nothing is more valuable than the opinion of your customer base-- and asking for this information shows that you care what they think.

Bottom Line: Cold Email Template

At the end of the day, you now have the tools to start a pretty solid email campaign. Pay attention to the fill-in sections, and make sure you are spending a reasonable amount of time fine-tuning the templates to suit your lead generation needs. Lean into the strategies within them, and be eager and willing to adjust according to your market’s response.

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