Crafting the right B2B chilly sales email is each an artwork and a science. They have to embody a compelling topic line and interesting message all inside a skimmable size — however writing chilly emails just isn’t at all times as simple because it sounds. Balancing a pleasant tone with attending to the purpose may be tough. Crafting a CTA that’s inviting and never forceful takes talent.

sales rep writing a sales email template

Fortunately, you will not must determine it out by yourself. With the assistance of the templates on this article and skilled tips about what to not write in your subsequent chilly e mail, you will have the arrogance to jot down attention-grabbing emails that prospects will need to learn.

Editor’s observe: This put up accommodates an excerpt from the ebook The Predictable Revenue Guide to Tripling Your Sales, and is printed right here with permission.

Download Now: 25 Sales Email Templates  [Free Access]

25 sales email templates from HubSpot

Download Now

1. Craft an thrilling topic line.

The topic line is your gatekeeper, so 50% of e mail work ought to be spent crafting and testing completely different topic strains. You need to create an thrilling however credible (not spammy or sales-y) topic that intrigues recipients.

Make your subject line compelling and informative to pique the recipient’s curiosity within the physique of the e-mail — and analysis the prospect so the topic line is personalised for them.

2. Embrace an attractive and particular provide.

Give your prospects a purpose to reply, and a easy call-to-action. One of the best ways to do that is to maintain your message centered on why you might be reaching out and what you might be providing.

Mentioning your previous success with one other shopper they’ve heard of makes this provide appear extra life like and attainable. Embrace related numbers and statistics to make your provide much more thrilling.

3. Write copy that feels private and pure to the reader.

You need to be sure that your e mail feels human. Once you’re too formal, you sound stiff and like a salesman slightly than a person-person. Keep away from stuffing your e mail with advertising and marketing cliches and buzzwords. As a substitute, use your data about your purchaser persona to assemble a customized message that addresses their distinctive wants.

Earlier than you hit the ship button, do a closing read-through of the e-mail to verify it has a pure and conversational tone.

4. Perceive their ache factors.

A pain point is one thing your prospect is constantly battling. Ache factors can vary from unmet wants on the person stage to main issues plaguing a complete firm. Understanding your prospect’s ache factors requires some analysis, however as soon as you identify resolve them, it may be an incredible instrument to construct belief and present that you simply take them severely.

5. Again up all claims with proof.

One in every of your largest limitations to promoting is danger. Nobody needs to be the primary buyer and work with an organization with out credibility or expertise. Mentioning one in all your clients and the outcomes you delivered to them makes you much less of a danger.

You’ll be able to connect shopper case research to offer your prospect with an in depth preview of your work. With a compelling instance, the prospect will probably be extra inclined to work with you.

Chilly Gross sales Electronic mail Templates for B2B

Listed below are chilly e mail templates that you should use to create emails your prospects will need to open.

1. Greatest B2B Chilly Electronic mail Template


Hi there [Prospect Name],

I’ve an concept that I can clarify in 10 minutes that may get [company] its subsequent 100 greatest clients.

I just lately used this concept to assist our shopper [SaaS company/competitor] virtually triple their month-to-month run price.

[First name], let’s schedule a fast 10-minute name so I can share the concept with you. When works greatest for you?

– [Your Name]


The outcomes of this e mail template communicate for themselves:

  • 57% open price
  • 21% response price
  • 16 new clients.

So why did this gross sales e mail template work so effectively when others did not? It feels human. The provide is intriguing with out being pushy whereas the copy has the essential format and tone of an e mail you’d ship to your mother or greatest good friend. The salesperson’s “thought” makes the e-mail much less aggressive and aligns with the place the recipient is in the beginning of their buyer’s journey. Plus, it proves credibility by together with proof of previous success with one other shopper.

2. B2B Electronic mail Template for Discovering the Determination-Maker within the Firm


Hello [First Name],

Fast query: Who handles your staff’s advertising and marketing finances at [Prospect’s Company]? They will need to look into this advertising and marketing instrument earlier than the top of the quarter — it may assist the staff hit these lead KPIs in just some weeks and save your enterprise (and your clients) some huge cash doing it.

I do know you are busy, so I will not get into the main points of how [product]works proper now. However I do need to spotlight the advantages we see constantly with our purchasers:

  • X resolution/outcome
  • Y resolution/outcome
  • Z resolution/outcome

A few of our prime purchasers embody [X client, Y client, and Z client].

I would like [Prospect’s Company] to affix this listing.

In case you are the suitable particular person to talk with, what does your calendar appear like this week? If not, who would profit most from this dialog?


[Your Name]

This e mail clearly states the aim of the outreach and consists of details about earlier purchasers to display credibility. The e-mail is wrapped up with a call-to-action that outlines the subsequent steps.

Example of B2B email for finding the right person to talk to

3. B2B Electronic mail Template to Construct Rapport


Hello [First Name],

Simply left a fast message on the workplace for you. I chuckled a bit bit after I received an automatic e mail this morning out of your predecessor, [NAME OF PREDECESSOR] who we labored with briefly, and earlier than him, [OTHER FORMER COWORKER NAME], who we labored with as effectively …

Initially, congrats on coming into this new position! I am certain you have received lots happening – so this dialog may be well timed or not. When you’re burdened, this is my go-to.

My position right here is working with companies (within the space) on how they will successfully and effectively drive extra site visitors to their web site, enhance conversions, and nurture leads into clients.

How has your first month kicked off to this point?

– [Your Name]


Caroline Ostrander, a HubSpot Senior Buyer Onboarding Supervisor and former Freemium Service Supervisor and Enterprise Growth Consultant, used this template after researching the prospect and discovering a rapport-building alternative. Not solely was she capable of relate to the prospect relating to the brand new job, however she additionally talked about their co-worker’s names and referenced her different makes an attempt to assist their firm.

4. B2B Electronic mail Template to Set up Worth


Hello [First Name],

I noticed you latterly downloaded a whitepaper about X. I’ve labored with related firms in [Y field/industry] and I assumed I might attain out.

[Prospect’s Company] appears to be like like an incredible match for [Your Company] and I might love to know what your objectives are for this 12 months.

We frequently assist firms like yours develop with:

  • X resolution/outcome
  • Y resolution/outcome
  • Z resolution/outcome

If you would like to learn the way [Your Company] will help you attain [X goals], be at liberty to ebook time on my calendar right here: [Meeting Link]


[Your Name]

What do it’s a must to provide the prospect? This template permits you to briefly clarify the advantages they will obtain by working with you. This B2B e mail template permits you to interact with them and recommend a while to attach in an inviting means.

5. B2B Electronic mail Template for Free Provides


Hi there Dr. [Last Name],

I am following up on my earlier e mail with a free instrument I feel you will love.

It is a model evaluation survey I created only for you (actually, your title is on it), that can provide help to perceive how your observe is completely different from different medical doctors in [insert city they’re in].

Click on right here to start the model differentiation evaluation survey. After we communicate, I will benchmark your responses in opposition to the highest doctor manufacturers across the nation.

I am sharing my calendar (click on right here) so we will schedule a handy time to debate.

Take pleasure in your weekend,

[Your Name]

Here is the tried and true reciprocity precept. By giving your prospect one thing that is useful and helpful to them, this precept says that they will return the favor. That is why there is a handy CTA on the finish of the e-mail so the prospect can take motion as quickly as they obtain entry to the free instrument.

Example of b2b email for free offers

6. B2B Electronic mail Template to Introduce Your self


Hello [First Name],

I might prefer to introduce myself as your useful resource right here at [Your Company Name]. I work with companies within the [software, healthcare, nonprofit, education, etc.] trade, and seen you visited our web site up to now.

This impressed me to spend a couple of minutes on [Prospect’s Company] web site to study extra about the way you’re approaching [X strategy for customer service, sales, marketing, etc.]. I seen some areas of alternative and determined to achieve out to you straight.

[Your Company] is working with related firms in your trade, equivalent to [X Company Name], to assist them accomplish [Y goals], and giving them the [Z tools/solutions] to succeed.

Do you’ve gotten quarter-hour to debate [Prospect’s Company] this week?

In that case, you’ll be able to ebook time straight onto my calendar right here: [Meetings Link]

Trying ahead to assembly,

[Your Name]

Use this B2B e mail template to introduce your self and your organization to the prospect. You will stand out with this template due to the strategic but delicate title drop that lends social proof to you and the corporate you signify.

7. B2B Electronic mail Template That Will get an 80% Response Charge in 24 Hours


Hello [First Name],

Sorry I missed you on the cellphone at this time, I used to be calling as a result of…. (go away a one sentence purpose in your name, or the title of the referral / occasion that launched you)

In my voice mail, I discussed that I’ll name you again on [DATE] at [TIME] and naturally you’ll be able to at all times attain me earlier than then at [YOUR PHONE NUMBER].

I look ahead to connecting.


[Your Name]

An e mail and cellphone name combo can yield massive outcomes with shifting a prospect by your pipeline. This e mail template is a short and pleasant observe as much as let the prospect know you are actively trying to get in contact with them and that your emails aren’t simply coming from an automatic system without any consideration for the particular person on the receiving finish.

8. B2B Electronic mail Template to See if the Prospect is Nonetheless


[First Name],

Hope all is effectively. I had put a reminder in to check-in with you to see how issues had been going with the [NAME OF CAMPAIGN] initiatives. We had mentioned a possible partnership a number of months in the past, however hadn’t been capable of formalize our really helpful engagement.

We might like to catch up and see if there are any alternatives to interact with you and assist along with your [DEPARTMENT (eCommerce, marketing, etc.) ] technique. Let me know when you’ve got a while to reconnect this week and catch up enterprise proprietor to enterprise proprietor on the place you see issues and I can present some concepts on the place we will help.

Look ahead to listening to from you.

[Your name]

What stands out about this e mail is the personalization of it. As a salesman, you will need to give your potential shopper a way that all your consideration is concentrated on them and their wants. Setting a reminder to pause your schedule and ship this e mail sends a message that you simply’re on their time.

Example of B2B email to see if prospect is still interested

9. B2B Electronic mail Template That Understands the Prospect is Busy


Hello [First Name],

I am sorry we’ve not been capable of join. Once more, I understand how hectic issues can get at work and with household.

I’d be accessible for a name throughout [YOUR AVAILABILITY OPTION 1] or [YOUR AVAILABILITY OPTION 2] if that is simpler for you. I do not imply to bug you, however I do need to provide help to handle your staff so you’ll be able to exceed your objectives of [GOAL].

To schedule a time on my calendar, simply click on right here: [CALENDAR LINK]


[Your Name]

This follow-up e mail works as a result of it reassures the prospect that you simply’re not making an attempt to be pushy. As a substitute, it exhibits them that you simply’re keen to satisfy them the place they’re at, even when it means scheduling a name exterior your availability.

10. B2B Electronic mail Template That Opens Up the Dialog


Hello [First Name],

As a result of I work a lot inside the [Industry Name] trade, I consistently observe trade information. Lately I seen that you have [company accomplishment]. Congratulations!

Often when that occurs, [business issue] turns into a precedence. That is why I assumed you may be involved in discovering out how we helped [well-known company or competitor] get going shortly of their new path — with none of the everyday cookie cutter approaches to advertising and marketing.

Try our earlier campaigns right here — [LINK TO RELEVANT CASE STUDY].

If you would like to study extra, let’s arrange a fast name. Schedule quarter-hour right here on my calendar: [CALENDAR LINK].


[Your Name]

P.S. When you’re not the appropriate particular person to talk with, who do you suggest I discuss to?


What makes this e mail efficient is that it exhibits that you’ve a pulse on what’s taking place in your trade and are genuinely within the success of your prospect. By showcasing your data — and it has helped different purchasers with the identical downside — you identify credibility along with your prospect.

11. B2B Electronic mail Template to Land a Assembly with Anybody


Hello [Name],

I’m writing in hopes of discovering the suitable one who handles [Department (i.e. media)]? I additionally wrote to [Person X, Person Y, AND Person Z] in that pursuit. If it is sensible to speak, let me know the way your calendar appears to be like.

In case you are the suitable particular person to talk with, what does your calendar appear like? If not, who do you suggest I discuss to?


[Your Name]

Protecting it brief and candy, this e mail template instantly states the aim and clearly particulars what you need the prospect to do. It additionally offers them the chance to cross the knowledge alongside to the proper particular person.

Example of B2B email to land a meeting with anyone

12. B2B Electronic mail Template for When You Hold Getting Ignored


Hello [First Name],

I’ve tried to achieve you a number of occasions to go over options on bettering [Business Needs], however have not heard again which tells me one in all three issues:

  • You are all set with [Business Need] and I ought to cease bothering you.
  • You are still however have not had the time to get again to me but.
  • You’ve got fallen and might’t rise up, and in that case, let me know and I will name somebody that can assist you.

Please let me know which one as I am beginning to fear!

[Your Name]

We have all been left on learn. In any case, it comes with the territory of being in gross sales. This e mail helps navigate being ignored by a prospect by reminding them of your intentions. Plus, it offers them the prospect to inform you whether or not or not they’re .

13. B2B Electronic mail Template That Appeals to Ache Factors


Hello [First Name],

Lots of our enterprise clients like [Competitor] have big websites and a number of domains, making it robust for them to handle their [Business Need] successfully.

After they began working with [Your Company], [Competitor] was ready to make use of [Your Product] to enhance [pain point].

The [X results] they achieved by their work with [Your Company] additionally drove over Y% progress in [clicks, followers, sales, etc.].

Need to dig in additional to see how our [Your Product] can profit your group? I might love to talk over a 15 minute name to share extra.

You’ll be able to merely reply to this e mail and I will arrange a time for us to talk!

Chat quickly,

[Your Name]

What makes this e mail interesting is that it offers an instance of how the product helped resolve an issue for one more buyer, establishing credibility with the prospect. Then, it offers them the chance to answer and study extra about how the product may gain advantage them.

14. B2B Electronic mail Template for Connecting With Folks Who Downloaded From Your Web site


Hello [First Name],

That is [Your Name] from [Company]. I seen that you simply [downloaded/watched/listened to] our [piece of content], sales/the-cold-email-template-that-won-16-new-b2b-customers.

I simply wished to be sure you received the [piece of content] and to see for those who had any questions. There may be a variety of data in there, and I assumed I would give you the chance that can assist you discover the solutions you might be on the lookout for.

Let me know if you want to schedule a while to talk.


[Your Name]

Use this template to attach with prospects who’re already participating with content material in your web site. Not solely can it provide help to set up rapport with them, however it may additionally provide help to uncover any ache factors they’re battling.

Example of B2B email to connect with someone who downloaded content from your website

You probably have a focused lead listing and your response price is lower than 10% with personalised emails, your emails may use some work. As an example a B2B firm involves you for assist with their emails. They provide an unimaginable service for the SaaS area however aren’t very profitable with their gross sales emails. Their response charges are beneath 2%.

After a couple of month of working collectively, you create a single sales email template that will get them greater than 16 new clients. Let’s dig into what was improper with their earlier strategy by pertaining to a few of the reasons why emails fail.

1. Cram a number of concepts, speaking factors, and CTAs into the e-mail.

You might need a tremendous product, however for those who spotlight too many worth props in your emails, you will confuse readers. In any case, a standard gross sales adage goes, “A confused thoughts says no.”

With this in thoughts, stick to 1 thought in your e mail. All the copy you write ought to assist that one thought, whether or not you are piquing their curiosity, including worth, making a persuasive declare, or offering proof to assist your claims.

Keep away from including these frequent missteps in your gross sales emails:

  • A number of themes within the e mail
  • Claims irrelevant to your principal level
  • Multiple name to motion

2. Make it prolonged.

Usually talking, your consumers do not need to learn a mini-ebook in an e mail if they do not already know who you might be. You first have to offer worth and set up belief earlier than you’ll be able to earn their consideration.

With that in thoughts, construction your chilly gross sales e mail in a means that clearly and concisely communicates the next:

  • The worth you add
  • The give you’re making
  • The proof that helps it
  • The motion you need the prospect to take

In case your emails are working too lengthy, here is what to be careful for:

  • Muddying particulars and irrelevant data
  • Boasting or making claims that are not grounded actually
  • Asking the prospect to do too many issues (“A confused thoughts says no.”)

A caveat:

There’s not a tough phrase or character rely that makes for a profitable gross sales e mail. Electronic mail copy ought to be so long as it must be to realize your required end result. With this in thoughts, gross sales e mail size can range in response to what your consumers’ preferences are, what their intent is, and the way a lot engagement you will get out of your copy.

Lengthy-form gross sales emails do have their place. For instance, states that they use a long-form sales email as a result of their subscriber engagement price is excessive sufficient to warrant one.

Nonetheless, in lots of “chilly” emailing conditions, you might not have that prime stage of engagement to justify it.

3. Speak about and have a good time your self or the enterprise, as an alternative of the shopper.

Identical to in actual life, an excessive amount of “me, me, me” may be grating. Do not let your e mail discuss means an excessive amount of about why you are superior, particularly for those who’re reaching out chilly. As a substitute of speaking about your self, deal with serving to the prospect overcome an issue they’ve.

Double-check to verify your e mail does not:

4. Make it fancy.

Overly fancy e mail templates could make your emails appear impersonal and spammy — even with customization. Nobody thinks they’re getting a private e mail if it is too fairly.

Hold an eye fixed out for:

  • Extra time being spent on visible collateral slightly than copy
  • Generic language that reads as if it may apply to anybody
  • An absence of segmentation within the e mail listing

5. Add an excessive amount of fluff, jargon, and filler phrases.

Sending a gross sales outreach e mail may be nerve-wracking. You may be involved with what the particular person on the opposite finish thinks of you. On the similar time, do not fall into the entice of not being assertive sufficient.

If a prospect does not know you, then they know they’re most likely being bought to. Mushy language simply beats across the bush and undercuts your message.

Be careful for these email phrases to avoid:

  • “You do not know me, however…”
  • “At any time when you’ve gotten a second…”
  • “I do know your time is effective, however…”
  • “Would it not make sense for us to talk?”
  • “Sorry to trouble you…”

As a substitute, use phrases that clearly convey worth, get to the purpose, and name the prospect on to motion.

If they don’t seem to be , they would not do it anyway. Softer language would not change that reality.

6. Write like a robotic.

It is a mistake to not embody a human aspect in your emails. Chilly, inflexible emails that do nothing however harp on generic advertising and marketing factors are a surefire method to flip prospects off.

Scan your e mail earlier than you ship it to catchphrases like:

  • “To whom it might concern”
  • “Thanks upfront”
  • “I assure that this product will…”

As a substitute, depend on what you already know about your purchaser persona and create personalised messaging that asks them questions and speaks on to their pains.

7. Use too many emojis and different particular characters.

Keep away from typing like this!!! It may be seen as spammy and unprofessional!!!

A well-placed emoji or exclamation mark can add a bit taste to repeat, however the caveat there may be “well-placed.”

Keep away from too many particular characters equivalent to:

  • Exclamation factors
  • Semicolons
  • Parenthesis
  • Dashes

It is best to have as easy a stream as you’ll be able to. Be sparse with emojis, bolding, and italics as effectively.

8. Make a number of spelling and grammar errors.

Talking of spammy, sending messages with too many grammar or spelling errors is an efficient method to look sloppy. At worst, it erodes belief and calls into query your authority and professionalism.

To keep up credibility with prospects, we suggest:

  • Studying your e mail aloud earlier than sending
  • Operating it by a spell checker
  • Asking a colleague to proofread

Beneath, you will discover a template library you should use to show your e mail recreation round (plus a lot of further templates for inspiration).

Ship B2B Gross sales Emails That Prospects Will Learn

Crafting the right chilly gross sales e mail may be tough, however the following tips and templates are an incredible place to start out. Above all else, bear in mind to maintain it easy and useful. By understanding precisely what to not embody in your gross sales e mail, you’ll reduce by the noise in your prospect’s inbox and really stand out as a solutions-oriented accomplice to their enterprise.

Editor’s observe: This put up was initially printed on March 7, 2019 and has been up to date for comprehensiveness.

New Call-to-Action



Author admin

More posts by admin

Leave a Reply