Best Cold Calling Software For Your Business (Updated 2022)

The need for powerful cold calling software may be frowned upon by many marketers. This is partly because cold calling is widely regarded as an unethical practice. Sales representatives are thought of as being obnoxious; customers feel as though they're being harassed, and everyone feels embarrassed.

But should this be the case? Let's face it - the majority of senior-level buyers prefer to be contacted over the phone.

telephone sitting on a desk
Photographer: Julian Hochgesang | Source: Unsplash

This might be an issue of either cold calling or how we approach it. Why not just use the correct cold calling software instead of just feeling awkward?

When used in combination with the appropriate cold calling script, it can result in a seamless conversation that leaves the buyer feeling understood, and the sales team feeling certain that the prospects will convert.

You can take your company's cold calling approach to the next level, reach your sales goals, and create an effective selling experience by using the correct software.

Table of Contents

What Is Cold Calling?

Cold calls are described as unwanted calling to a prospect as opposed to warm calls in which there is already an established connection. The prospect is not waiting for the call as there is no established communication.

Cold calling isn't the favorite thing for a salesman in particular, as the success rate is low and more time is required. But the success rate is not zero, so you should not feel discouraged. Great cold calling scripts can make your business thrive.

Using cold calling scripts and automation can significantly speed up your outreach.

While email marketing is a crucial consideration when selecting a CRM for startups, knowing how to perform cold calling successfully is critical to the overall effectiveness of the marketing campaign.

Advantages of Using Cold Calling Software

It's fair to say that putting a cold calling software might appear to be more appropriate for a bigger company. How much work does it truly take for your few sales representatives to hit the phone?

The right software, however, between a strong customer relationship management (CRM) program and the actual calling platform, is critical to your cold calling success. These software solutions will assist your employees in working more efficiently, taking detailed notes, and making the most out of every lead.

Putting in the appropriate cold calling software is an investment in your company's future. You're not only giving yourself the best chance of closing as many deals as feasibly possible, but you're also preparing your staff for success as you expand.

Detailed notes in your CRM will assist everyone rapidly get up to speed on new leads, and having call recordings on hand will help your new recruits get onboarded.

But how does one choose a cold calling software from a list of many? Don’t worry, we got your back.

Choosing the Best Cold Calling Software

The finest software for your company, like with any software, may not be the best software for every company. When it comes to sales tools, small businesses have diverse needs, so it's critical to consider which features and elements are most crucial for your team.

When looking for cold calling tools for your business, the following are the key features to consider:

1. Usability

It may sound obvious, but if your cold calling software is difficult to use, your employees will not want to use it.

The last thing you should do is spend money on software that isn't being used. When looking for cold calling software, make sure to try out the free trial or book a quick demo to get a feel for how user-friendly the tool is.

However, don't simply think about the sales rep interface. Examine the admin settings to ensure that you can quickly add users, interact with your existing sales programs, and obtain the data you need to analyze effectiveness (so you can respond if someone asks, "Does cold calling still work?").

If any of these stages are difficult to perform, your cold calling software is unlikely to fit seamlessly into your sales call strategic planning. It may even become the type of software nightmare that compels your team to use inconvenient workarounds and waste extra time on data entry.

2. Integrations

Integrations might appear simple—or perhaps unnecessary—if your company is small right now. However, as your company grows, your sales force will most likely require additional technology to assist them to execute their tasks, and it is critical that they all work collaboratively.

When it comes to software integrations, the key is to think holistically.

For example, if your sales staff wants to communicate with the rest of the firm, your internal messaging app should be able to link with your cold calling software.

When evaluating integrations, another element to consider is the ability to follow the complete customer journey map, from lead to transaction and beyond. Make sure your cold calling software allows you to easily record activities in your CRM so you can track every step of your customer engagement.

3. Metrics Monitoring

In addition to monitoring customer journeys through CRM integrations, ensure that your cold calling software includes built-in metrics.

Particularly because more and more sales teams telecommute and remote work becomes the norm for many businesses, it is critical to be able to keep a close check on how your sales team is performing at a micro-level.

Tracking metrics and monitoring team activity inside your cold calling software help you to keep your entire group on the same page and on track to reach company objectives.

4. Recordings

While monitoring metrics provide the statistical analysis tools required to track team performance, call recordings help you to dig further into what is and isn't working via a more qualitative perspective.

As your business grows, call recording can be a particularly beneficial tool, allowing you to leverage effective conversations as learning resources (and ineffective calls as coaching opportunities).

You'll also be able to check in on new team members and assist them in identifying areas for development as they get up to pace.

5. Scalability

Finally, while scalability may not be at the forefront of your mind right now, if you foresee future expansion, you'll want to be aware of your alternatives for adding users.

Before you get committed to a cold calling tool for the long term, understand the mechanism for adding more users and the expenses involved with doing so. Migrating software of any kind would be a painstaking process, so understanding scalability today can save you headaches later.

Top 5 Software for Cold Calling in 2021

Now that you have an idea of what you are searching for, in cold calling software, you are probably ready to dig into the quest for the one that's perfect for you.  Below are some of 2021's most popular cold calling software.

1. Myphoner

Myphoner lets sales experts manage and organize leads through the creation of list segments in your network.

myphoner homepage

To contact leads it builds smart queues for agents at the ideal time so that they have the best possibility of contacting people on their lists.

It also deduplicates your system contacts so that you don't spam prospects by contacting them several times. Two salesmen/executives are therefore unable to call a lead with an identical sales pitch.

Myphoner also connects with your CRM to develop detailed client profiles and contact records to make sure your representatives always have the latest information on future prospective data.

2. VanillaSoft

VanillaSoft assists teams in managing huge lead quantities. You can design unique formulas using its lead scoring functions to assess the results of your products so that your agents speak first to the highest priority.

vanillasoft homepage

VanillaSoft’s simple-to-read dashboards enable you to monitor the performance of your team with a glimpse and measure call activity and sales achievement.

Both advanced and preview options are offered by VanillaSoft. It also has an auto-dialing option that allows your staff to view contact details without looking for them. You will also prevent click-to-call functions from calling manually.

VanillaSoft offers several solutions for the particular market, including insurance, fundraising, and higher education.

3. RingCentral

RingCentral is a brilliant choice in communication software, so presumably, it's not surprising that it's been included in our top list.

ringcentral homepage

RingCentral enables many forms of calls, including manual, preview, progressive, and predictive. The voice-control system is specifically designed for outbound sales and marketing. You can personalize your agents' types of calls based on the types of campaigns on which they work.

By generating call scripts suited to each lead, you can further customize the agent and leadership experience. You may link RingCentral to the platforms you already use by using its integration market and API.


Toky's cloud-based software integrates many technologies you already use to deliver customer profiles with actual updates and information.

toky homepage

Toky offers a call forwarding functionality that allows agents to make calls so they never miss the chance to contact a lead. And its power dialer enables you to establish procedures in order to help agents get the proper lead, in time.

You may also group your agents to make call management more efficient, in addition to segregating your leads by campaigns. Finally, Toky allows you to monitor agent calls in real-time to help you train agents and follow the scripts.

5. Aircall

Aircall markets themselves as "best friends with your CRM". By integrating different systems with others, you can create automatic workflows and log calls with Aircall.

aircall homepage

Making these processes less laborious can help your agents pass call lists faster while still registering all the required lead data. Click-to-dial functions like power dialing from Aircall can also assist representatives more easily reach contacts.

The data from Aircall will allow you to discover exactly how their time-saving capabilities contribute to the selling performance of your team.

You can monitor team trends and look at individual performance more accurately to determine where improvements are still possible.

Final Word

Cold calling might look to be a thing of the past. But with proper software, you can bring this up to date and enable your sales team to reach their objectives through cold calling.

Cold calling software can help you improve and get better at engaging with leads, raise your sales and keep in line with various telemarketing standards in different countries. Your agents are spending more time making quality calls to your prospects; thanks to the aforementioned tools.

It's a simple formula: if you have the correct CRM and an effective calling software, as well as a strong correlation between the two, you'll have all the cold calling resources you need to thrive.

Want to get started with cold emailing instead? Schedule a demo with OutReachBin today!

11 Networking Email Subject Lines That Get Clicks

Networking Email Subject Lines
Photographer: Ben Kolde | Source: Unsplash

We all know how important it is to build a relationship between you and your targeted audience for growing your business, earning authority, and race into becoming a brand. And like every other impressionable communication before the start of this relationship, in the genre of marketing, it is the networking email with some striking subject lines.

Networking is all about nurturing relationships and devoting time and effort to assisting them in growing and flourishing. To quickly form relations, you simply need to find the right people and take the right approach.

However, it's not an easy deal to nail the art of mailing to reach out to people you don't know and ask a favor. Thus your email strategy needs irresistible subject lines to garner your recipient's action.

Why Subject Lines Are Important?

Subject lines are strategically crafted, attention-grabbing sentences to get your audience to connect with you to just click an ad, continue reading your sales email, or yes, even watch your YouTube video! These are perhaps the first thing the prospect reads.

But to master up a compelling email subject line that stands out among a flood of other emails and gets your recipients to open and actually read your message. Now, that's a tough mission!

Studies have shown around 35% of email recipients decide to open an email based on the subject line alone while others just report it as spam. So to prevent your energy end up drowning in the pool of trash, the subject line is very essential.

Some Tips For Your Next Networking Email Subject Line

Since networking is an art, everyone has their own style. But still, some core fundamentals stand true for any networking email and work time & time again to boost open rates.

Personalization Is The Key

Most email marketers rely on the fact that personalization is the key to a successful outreach campaign. And to some extent it’s true.

Personalization drives connection. Your personalized subject lines can generate an average of 50% higher open rates than any regular subject lines. But to pass the sniff test careful research of your recipient's basic relevant information is very crucial to be specific and hold their attention.

Use Your Words Wisely

The networking email should be concise in nature to have your recipient a taste of freedom of choice. Overloading unnecessary value on the plate can make your audience feel pressurized. The length of your subject line should not be too short or too long.

According to some studies, subject lines containing 6-10 words have a 5% better open rate than those of 1-5 words.

Clarity Is More Important Than Creativity

Clear and concise subject lines received 617 percent more click-throughs than any other innovative lines.

Don't show a witty approach at first, go down politely and be yourself. It is very important to be polite and respectful, but it is also important to add a touch of your personality into your networking emails and subject lines. Just like a brand distinguishes a company from its rivals, your personality distinguishes you from the rest of the crowd.

Follow-up and Don’t Lose Hope

Finally, as this outreach is a long-term plan, when you don't hear back right away from everyone you reach out to, don't lose hope. Life happens. People get swamped.

But when the time comes, a year or two later, to reach out to a person, you can reach out with your original thread.

Mention your last meeting or discussion in the subject lines of your follow-up emails to jog their memory. In addition to that, here are some tips on how to write a quick follow-up email after no response.

So in a nutshell, a great subject line needs to communicate a promise of value, it needs to tell your recipients what they are going to benefit from these, it needs to build trust. But it needs to do it all in just a few words.

Thus, the subject line is the most important element of your email game. It's the pickup line, the page-turner. The networking email subject line would be just like the split-second first impression you give on your first date night, which determines how the rest of your night will go.

10 Eye-catching Networking Email Subject Lines For Your Next Prospect

1. Create Urgency:

Creating urgency is an undeniable way to compel any prospect to take action. Urgency implies that there's a short window of time for someone to act - increasing the likelihood that they will.

We are inherent procrastinators and, if given the choice, we'll always choose to put things off until later. This is why you should make them feel the urgency creatively and authentically that truly provides value to your recipients.

For example, you can be specific about an upcoming deadline and the benefits they receive just by responding now. The subject lines could be:

This is an effective way to boost your open rates. Here are some cold email subject lines that will boost your reply rates by 10 times.

2. Evoke Curiosity

Using mystery in your subject line creates an open loop, which triggers a strong urge to fill that gap of missing information in your recipient's mind.

One thing that should be kept in mind that not to be too mysterious from the point of obscurity. And make sure your email does provide information and closure. Or else your recipients will feel betrayed and you'll lose their trust.

3. Polarity Creates Popularity

This is a bit risky in this game but if your brand isn't afraid to push the envelope or question the norm, be BOLD!

Studies have shown new generations expect more authenticity and personality from brands they subscribe to. So sometimes it helps a lot to use controversy to polarize your audience.

But make sure the controversy you cited has some consistency and credibility backing it up.

4. Get Personal

Think again if you believe a subject line doesn't provide you enough time and space to pack an emotional punch. One of the most effective ways to engage potential customers is to make an emotional connection with them. Even in the most basic of ways, eliciting an emotional resonance in your language is incredibly powerful. Personalization is one of the simplest ways to do this. Like adding the reader's first name to the subject line.

According to Optin Monster, addressing subscribers by their first name in the subject line can boost open rates by 10-14%.

For example, it will more likely to click on an email that says “X, you forgot these books in your cart.”

Compared to just, “Have you forgotten about your cart?”

And keep in mind that personalization is becoming more crucial in networking, and this extends far past the subject lines. Networking is no longer about just sending networking emails to everyone all over the internet.

The future of effective email marketing will be sending behavior-based emails in real-time to your subscribers, based on their specific actions, interests, and engagement habits.

So for example, if you know that the majority of your subscribers open your emails on mobile, use a subject line that creates a link between your email content and the activity or situation that your subscribers are most likely in and can identify with immediately.

For example,

Will, you put down your phone to save lives? (Personalize accordingly)

Smart segmentation of your email list is imperative and increasing personalization in your networking email across all channels can lead to a massive 500% increase in consumer spending.

Speaking to your reader's expectations, fantasies, and dreams by future pacing is another great way to build emotion in your subject lines. In other words, in a few words, assist the audience in visualizing what could be feasible for them very shortly. For example:

5. Be Straightforward And Show Your Proposition:

Sometimes, simple and straightforward does the job best. There's a good chance that you're sending emails to a ton of potential customers who have inboxes filled to the brim with countless other messages from colleagues, companies, and family members vying for their attention. So, your email is more likely to be ignored.

This is why you need to cut it short. Give your prospect the answers to all the potential questions he/she might have in his/her mind. Such as:

These type of email may seem lowkey but they are practical and gets the job done.

6. Attach Case Studies

People love case studies for two reasons. Firstly, they provide proof that a technique or strategy actually works. Secondly, they usually offer step-by-step repeatable processes that your audience can follow to get the same results.

Thus, when you create a case study that shows a proven system that's gonna help your prospects, you will most likely to get succeed.

Outreach Campaign and Cold Emailing – 3 Case Studies with Stats and Growth Plan (Improvise according to your case study)

7. Using A Mutual Reference

Using the recipient's name to refer to the shared connection will help attract their attention.

8. Using Video:

People are naturally drawn to video because it's easy to digest. And it has a higher perceived value than written text does. Just add the word video at the very front of the subject line. Example:

Video: is your website ready for paid traffic??

Note that, your prospects will be looking for a video in such cases. Therefore, attach a video or a YouTube video link. Otherwise, your reputation and image can be damaged.

9. Show Exclusiveness

People love feeling that they are on the inside track of something whether that getting special deals crafted for them or insider info of some kind. They love to feel important. It just gives the. A sense of belonging that can really build loyalty & increase conversions down the road. Just using the right subject lines can make your subscribers feel special and the results can be significant enough to count for. For example:

10. Asking For Recommendations From Your Contacts

People do love to share their expertise. So when you ask little suggestions to them, they will feel important. And eventually, they'll be happy to help. So make efforts to ask your prospects for recommendations. Some examples:

These were the 11 ideas that you can use to write an eye-catching subject line. Use these examples to get the conversation going. First, determine the type of email you're sending and choose the method that works best. Then, incorporate a variety of these strategies into your next networking emails and messages.

Also, keep in mind that the first rule is to always concentrate on adding value. Clickbait subject lines can increase open rates in the short term, but they will harm your conversions in the long run.

To help you start writing your email body, here are 75+ ways to write the first line. Feel free to reach us out anytime and sign up now for FREE.

Meeting Request Email: 5 Templates To Get Guaranteed Replies

Meeting Request Email: 5 Templates To Get Guaranteed Replies
Photographer: Cytonn Photography | Source: Unsplash

Meeting request email is a well-structured and concise form of communication, especially for any formal or professional conference. It is mainly addressed to a specific client or prospect.

With this article, you will get a broad knowledge about meeting request email. So that you can get a helping hand in order to create a strong impression on your next client through the meeting request email.

Structuring A Business Meeting Request Email

Before going into a broad discussion, we have to first understand what it actually is. The term specifically implies reaching out to a prospect or fixing a formal session with them via phone, video conference, or even face to face - to discuss your company’s product and its relevance.

Perhaps this might be your first interaction with the clients. Hence, a concise and ideal meeting request email can create a bold impression on your prospect. Furthermore, a good impression can, later on, help you to boost up your sales and email marketing efficiently.

Regardless of your relationship with the prospects, there is a simple method to structure your meeting request email. It’s called the RAP method:

A few other fundamental elements that you must keep in mind before writing your next meeting request email are as follows:

1. Use simple words to articulate your message concisely.

2. Make sure the subject line is to the point and attention-grabbing. According to some reports, almost 47% of emails are opened based solely on their subject line.

Here are 60+ cold email subject line examples to get you started!

3. Next, make sure your mail is strong enough to convince the prospect. Do let them know how the session would benefit both of you mutually.

4. Lastly, conclude the mail by providing a couple of timeframe or location options after inquiring about the availability and location of the prospect.

Some Steps To Get Positive Responses

Pre-tips before sending a meeting request email:

At first, do some proper research on your prospect to make sure you are connecting with the right person for your job. Reports suggest that each year almost 27.3% of sales reps’ time is wasted due to inaccurate contact data.

Cross-check for spelling and grammar errors:

Revising the whole email before sending is a prerequisite in order to avoid any spelling or grammatical mistakes. Even a minor error can leave a negative impression on the clients' minds. Grammarly can be a useful site that can detect any spelling or grammatical error for free.

Follow up with your client:

Sometimes your prospect might miss out on your email due to personal reasons. There is nothing to worry about. Don’t take “no response” for an answer. Always keep in mind that 50% of the sales result only after the fifth follow-up.

Here are some templates to help you follow up with your next prospect.

Automate your array of outreach:

It's impossible to manually keep track if you are reaching out to hundreds of clients. For that reason, a tool like Outreachbin can surely come in handy to manage your email sequence.

Automation, when done right, can be your secret weapon in booking more conferences and meetings. Here are 4 email sequence examples that generate leads

Professional Meeting Request Email Templates

Perhaps, you are still skeptical about how to build up a standard meeting request email. We are sharing the best meeting request emails that will surely boost your email open rates and get responses. Check these out and find the best fit for you!

#1 Professional Cold Email

Dear Sam (name of the client),

I am (your name) as (your position) at (your company). We are adroit in (detail activities). Given that (name of your client’s company) is one of the market leaders within our niche, I believe a collaboration would mutually interest both of us. To be precise, you would benefit from being able to access our consulting team and our award-winning product suite.

I would like to take this opportunity to invite you for a meeting at (location), at (proposed date and time), to have an elaborate discussion on the matter.

Feel free to suggest any time and location according to your convenience.

Kind regards,

(your name).

#2 Cold Email Showcasing Your Credentials

Hi (client’s first name),

I am (your name) and I am currently working with (your company’s name) which specializes in (what you do). We have built a client base ranging from venture-backed startups to Fortune 500 companies like (big-name prospects).

Unlike (other companies in your niche), we take a different approach to grow our company. We are fast-moving - and if we don't feel like we are the right one for you, we will tell you upfront.

Are you free to have a discussion at (time options) to talk through how we could help you with (prospect’s paint point)?

Kind regards,

(Your Name)

#3 Reaching out to someone you are acquainted with

Hi (prospect’s first name)!

We met at an event yesterday. I observed you were quite interested in some of the (your services) we offer.

Want to sit for a small meeting this week and discuss more?

Do let me when is a convenient time for you.


(Your name)

#4 Cold email for SaaS Companies

Hi (client’s first name),

Your company is showing some optimistic results in the (client’s industry) space.

I am mailing you because my company, (your company’s name), has assisted a lot of companies in similar states by:

We have already worked with some renowned companies like (companies name) in the past. We would love to join hands with your company also.

It would be great to explore more about your business and examine whether we are a perfect fit for it or not. Could you please manage 30 mins from this week to talk?


(Your Name)

#5 Product Demo Request Email

Hi (prospect’s first name),

I am (your name) from (company’s name). We do (company specialty) for clients such as (client’s name).

Many growing companies are dependent on our service day in and day out to handle their (product area). By selecting us, they have enjoyed:

We are currently offering 15-minutes demos. Would you like to schedule one? (Link to a scheduler)


(Your name)

Final Words

Setting up a meeting with your clients is a critical part of the sales process. Typing a meeting request email may look simple at the beginning. But to make sure your email stands out among other competitors requires good use of words and an eye-catching subject line.

But you must not forget that requesting a meeting is just the peak of an iceberg. You should also plan on how to initiate once the prospect agrees to have a meeting. Feel free to use any of the templates mentioned above and personalize them according to your needs.

For any questions or inconvenience email us at [email protected] Register now for FREE and be a part of the family.

Sales Follow-up Email: Tips and Templates To Close Any Deal Effectively

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Photographer: Solen Feyissa | Source: Unsplash

Following up with your prospects is a must if you want to close a deal. Many marketers fail to do so.

In order to skyrocket your sales, you need to send concise and effective sales follow-up emails that draw your prospect’s attention. This article will help you to write follow-up emails that get you responses from your prospects.

7 Tips For Your Next Sales Follow-up Email

According to research by Marketing Donut, 80% of potential deals are lost simply due to the lack of follow-up.

It also shows that at least FIVE follow-up emails are required to close a deal after the initial approach.

So, a sales follow-up email is very important for your business. Keep these in your mind while writing your next follow-up email.

  1. Begin with a compelling subject line that attracts attention instantly.
  2. Send an unforgettable and personalized proposal.
  3. Your follow-up email should be succinct and relevant but not intimidating.
  4. Maintain a clear cadence while following up with each prospect.
  5. Concentrate on the value you can offer your prospects.
  6. Incorporate personalization or areas of interest that the prospect previously mentioned.
  7. Look for ways to naturally follow-up after an occurrence or trigger.

Last but not the least, keep following-up with your prospects and don’t give up. If you surrender before the fifth and most important follow-up, you will lose the majority of your sales potential.

The trick is to find a fine balance between writing attention-grabbing follow-up emails and making your prospect mad with unnecessary emails.

But when to send a follow-up email?

Timing is Key

Timing while following-up with your prospects is very important. One of the most frequently asked questions about following-up is: “How long should we wait before sending follow-up emails?

This actually depends on your targets. There is no correct answer. But you should send according to the time zone of your prospects. Usually, the safest option is to wait at least three to four days before sending the follow-up emails.

The interesting part is, you can easily automate these emails and format your follow-up emails according to your needs using any automated tools like OutReachBin.

Sales Follow-up Email Settings

You can schedule your follow-up emails beforehand as well as set time zones according to your potential clients.

9 Sales Follow-up Email Templates

We are sharing 9 follow-up email templates that you can use to boost your sales process and when to send them.

1. Following-up After First Meeting

Following your first sales call or meeting with a prospective client. Use this email to establish a positive relationship and create momentum to move the sale forward.

Subject: Ready to take the discussion forward?

Hi [name],

Firstly, I’d like to thank you for your time. Moreover, I wanted to know how you’d like to proceed from here.

Are you ready for [next step]?

Looking forward to hearing from you.



2. Following-up After A Trigger Event

Whenever a trigger event occurs, you can follow-up with your prospect. If you find a prospect re-opening your email or proposal you offered, you should try to follow up with them. You can use Google Extensions like MailTracker, Unlimited Email Tracker, etc.

Subject: Let’s take another look, [name]

Last time we had a conversation, you requested that I get back in touch in April. I figured it’d be worth checking-in although I might be a month early.

Have you given my proposition any further thought? I'd be happy to give do a simple and quick review over the phone and answer any lingering questions.

Let's catch up later this week. How does that sound to you?



3. Following-up After Demo

While your prospect is still thinking about your offer that you showed during a demo, follow-up quickly to get his/her view on it.

Subject: One more thing

Hey [NAME],

Thank you for your giving me your precious time today. Here’s a short rundown of the key points we discussed:

Do you have any concerns about what our solution can do for [Client’s Company]? When would be a good time to talk about this over the phone?



4. Following-up After Sales Meeting

Following a sales meeting with a new prospect who needs some days to think it through or an added opportunity to commit. If they actually demanded a custom solution or you are going above and beyond to obtain them a specific deal, this template helps you to re-open the discussion on a very brighter note.

Subject: Looks like we are good to go!

Hey, [Name]!

I’m writing to say thanks for giving me the chance to get in contact with you and to deliver some great news.

I checked in with my [supervisor/boss] and they would be happy to arrange [desired request].

Please let me know how you would like to move forward. Thank you in advance.



5. Following-up After Leaving A Voicemail

As soon as you get off the phone leaving a voicemail, follow-up with an email. This will help you to optimize the effect of your follow-up.

Subject: Is there a better time to talk?

Hello [Name],

I tried calling, but I'm guessing you're busy right now. I'm aware of how busy you are.

Please feel free to call me back at [number] or respond here when you have a moment to let me know if there is a better time for me to call you.

I hope to speak with you soon.



6. Following-up When You Have Sent Emails To A Wrong Contact

If you notice that the person you're speaking with lacks purchasing power or seems unable to commit to a deal without first consulting with a colleague, use the following template.

Subject: Can you help me set up?

Hi, [Name]!

I contacted you about [company/product] a few days ago, and it occurred to me afterward that I might have fallen short.

Are you the right person to talk this about? If not, could you please refer me to the relevant person?

Thanks for your help.


7. Following-up After A Conference/Networking Event

Use this template to contact prospects that you met at a business conference or networking event. It serves the dual purpose of reminding the receiver of who you are and what your company provides, as well as determining their level of commitment to make a purchase in the coming days.

Subject: Glad we crossed paths today, [name]

Hi [Name],

It was great talking to you at [Event Name] on [Date].

I was thinking about what you said about [pain point] and thought you would be interested in this case study about how we supported a similar company in achieving [goal] in [timeframe]: [relevant article or case study].

I would love to further discuss how we can make this work for you. Are you available to talk over the phone on [Date] at [Time A], [Time B], or [Time C]?

Looking forward to your reply.



8. Following-up After Multiple Follow-ups

Just because you follow up with a potential customer once does not guarantee that they will answer. But that doesn't imply you should surrender. Sending more follow-up emails that are quick, brief, and useful — in circumstances where you believe it would be worthwhile — might just get you the reply you're looking for. When it comes to a sales follow-up email, persistence always pays off.

Subject: Still hoping to get in touch

Hello [Name],

I apologize for not being able to reach you recently. When we last spoke, you seemed really interested in [product/service].

I understand that you are very busy, but I will be happy to arrange a call with you at any time that is convenient for you – even if it is beyond office hours.

I apologize for bothering you, however, I would appreciate some hint of your decision in either way.

Thank you so much.


9. Break-up Email

When you’re following-up with your prospect, you should remember that to close a sales deal, multiple follow-ups are required.

However, use the following template if you’ve already followed-up five or more times and haven’t received a response.

Subject: Should I close your file?

Hey, [Name]!

I'm in the process of cleaning out my sales pipeline and wanted to let you know that you're on my drop list.

Do I have your permission to permanently close your file if you are no longer interested?

If you're still interested, what are your plans for the next step?



Boost Your Sales Follow-up Email

Sending a sales follow-up email may be the key to finalizing and closing a big contract. So, focus on your situation, pick a template, and start sending sales follow-up emails to your prospects to maximize engagement and sales.

If you are not getting responses, here’s why. The key to success in the case of a sales follow-up email is perseverance. Don’t just give up.

You can automate your sales follow-up emails using OutReachBin campaigns. For further assistance, feel free to reach us out at [email protected]

10 Effective Sales Email Templates That Get Responses

Sales Email
Photographer: Campaign Creators | Source: Unsplash

You may often struggle to get responses from your prospects with your sales email. With some practice and proper guidelines, you can write sales emails that your prospects can’t refuse. And of course, we are here to help you out.

Most marketers make a mistake by sending emails that are just too lengthy, too self-centered, and give little and sometimes no value to the target. Instinctively, the vast majority of those emails are either deleted or labeled as spam as soon as they arrive in the mailbox. In general, only 24% of prospects will open your sales email.

But you don’t have to worry. Here are some tips to write effective sales emails that work.

Writing Sales Emails That Draw Attention

Here's a basic four-line format for your sales email. However, you should modify it according to your audience.

1. Opening Line

One of the best tips for an opening line is to address the recipients by name. Try to state the reason for the email, and, precisely, make it about them. Don’t write a self-centered email.

2. Offer Line

Your client needs to know their problems or the problems they might be facing. So, highlight a pain point and personalize it to their situation at the same time. This line is also an excellent opportunity to provide facts and social proof in the form of statistics, case studies, and exclusive infographics.

3. Final Thoughts or Closing Line

Finish with a brief as well as direct call-to-action that can be answered with a simple reply. If possible, try to provide a CTA that can be answered with a “yes” or “no”. As a result, you are more likely to get a response.

4. Signature Line

Last but not the least, reframe your thought by considering your email signature to be a personal high-converting landing page. It should include the basics, such as name, business, and contact information. However, you should also consider what else you can include in that sales email, such as social evidence, incentives, links to compelling content, and everything else that demonstrates credibility and builds rapport.

Effective Sales Email Templates

1. Cold Outreach

Cold outreach needs utmost caution because it is critical to make a great first impression. There are a few approaches you can use to tackle the awkwardness of emailing anyone for the first time and proposing to them your service or product.

You can use specific and convincing questions in your subject lines to pique people's interest. Such as:

Subject: Need more leads?

Hi [Name],

Establishing a consistent flow of high-quality leads is vital for the growth of any company. We all are aware of how difficult this process can be.

These issues, as well as, how to solve them, will be covered in my upcoming free webinar, "Using LinkedIn for Lead Generation."

Attend on time and I'll share my ideas with you. You might find a lot of actionable tips to help you start expanding your list of contacts real quick.

Click here to signup: [Link]

Best regards,

[Signature with company’s name and designation]

2. Trigger Events

If you want your sales email to be successful, you must perform research on your targets and keep up to date on what is going on in their businesses. Trigger events or reasons to contact them include promotions, new investment, different company updates, or even their most recent social media activity.

Touching base just for the sake of it is a bad idea because your prospect will be left guessing what the point of your message is. These trigger events provide an excellent opportunity to contact your targets.

Subject: Congrats on your new position, [Name]!

Hi [Name],

I see that you’ve been promoted to Head of Marketing Department, and I’d like to congratulate you. All of this must have been the result of your hard work.

You’re in for a lot of great things and obstacles too. Feel free to contact me, if you need any kind of help regarding email marketing.

It would be great to have a quick call very soon, as I’m sure I can offer you some really valuable advice from my personal experiences.

Just pick a date and let me know.


[First Name] [Title] [Company]

3. Using Common Interests

It is critical to personalize your sales email. Discovering a common interest with your prospects is a great way to communicate with them and build connections. Again, you can use all available tools, such as their website, social media accounts, and mutual connections.

While this can seem to be stalking, it is actually a very useful way of knowing as much as possible about your prospects and better understanding them.

Here's an idea of how to use shared interests to your advantage without being weird:

Subject: Which soccer player is your favorite?

Hello, [Name].

I looked at your [LinkedIn Profile] and saw that you used to be a professional soccer player. Isn't that cool? I'm still a huge fan and occasionally play soccer. Wouldn't it be nice to meet up with a couple of other sales professionals for a meetup/soccer match?

If that seems too far-fetched considering our hectic schedules, let's, at least, arrange a meeting. Thus we can explore how it can help each other's businesses flourish and achieve more goals.

Let me know when you’re up for a call.

Best wishes,


4. Delivering Immediate Value

Figure out a way to add value right away, even when it's just your expertise.

Be cautious not to be too harsh in your first email. Beginning with a compliment helps to lessen the blow of any critique.

Subject: Wanna see something awesome?

Hello, [Name]!

The design of your website is utterly awesome. The visuals not only add a lot to your post but also makes you want to act immediately. I've sent it to a few of my contacts who I believe might benefit from your services.

Although when I was looking at your blog, I found a mistake you have made regarding search engine optimization. It's a fairly easy patch. Would you like me to write it up and send it to your development team? If this is a priority, I can also make a phone call.



If you’re a service provider who uses the freemium model, you can simply recommend free tools like OutReachBin’s Free Email Warmup tool.

5. Sending Helpful Resources

Even if the resources ain't legally yours! Specifically, you can use any trigger events already mentioned above to give your prospects content from other people that they might find useful. This way, you'll illustrate that blatant self-promotion isn't your objective and that your sole purpose is to support.

For example:

Subject: How to effectively manage a sales team?

[Name], first and foremost, congratulations on your new job as Head of Sales. It’s very well deserved.

However, as I know how difficult this work can be, I've found an incredibly helpful read on how to create and manage a productive sales team. I believe you'll find it really useful. Here's the link to the [Blog Post]

What are your thoughts?



6. For People Who Viewed Your Profile

Suppose, you’re not active on your LinkedIn, still you should monitor who visits your profile. A humorous comment can be used as an efficient icebreaker. Moreover, you can use this template below:

Subject: Hey, [First Name]! What did I do?

Hello [First Name],

I saw you visited my LinkedIn profile earlier today but did not give me a connection request. I hope my profile didn't bore you too much.

Then again, I still think you should give me an opportunity because, based on what I've seen on your LinkedIn, we'll have a lot to discuss, considering that we're both in marketing.

If that sounds about right, let me know when you're up for a meeting later this week.


7. Seek Advice From Your Prospects

Many people enjoy offering advice. Asking for advice boosts their ego. Use this to get a response from your target.

Subject: Could you help me, [Name]?

Hi, [Name]!

According to your LinkedIn profile, you've been in the marketing industry for two decades. Thus, I'm sure you've been a part of several tech breakthroughs through the years.

However, I've only been in the industry for three years. As a result, I lack some knowledge that I'm sure you have.

I'm developing a new tool for email marketing. Will you be able to provide input if I shared some of my results with you in confidence?

Best regards,


8. Asking for a Recommendation

People really enjoy assisting others when it is not too difficult. For instance, most people keep the door open for others. It takes roughly a second to keep the door open, and that's not a big deal.

When you request suggestions, the same concept applies. If you or your organization is looking for a facility, make the effort to ask your prospects for recommendations. It's another way to engage with your prospects and assisting you will make them feel great. So, it’s a win-win situation for both parties.

Subject: Can you recommend me something?


One of my colleagues is trying to find solutions for email automation. Since I've been following you for a while, I think you’re an expert at this. I was wondering if you have any experience with any platforms or know anyone that does?

Thanks in advance.



9. Share Insights

Sharing insights with your prospects is another great way of starting a conversation. Here’s an example to help you out:

Subject: Boost your leads by 67%

Hey, [Name]!

I was following your blog for a while, but have stopped publishing lately. Many times, companies stop focusing on blog posts when results don't come instantly.

But did you know that companies that blog every day generate at least 67% more leads than those who don’t? If you need any help with your blog posts, just email me.



10. Break-up Email

When you've already explored all other opportunities to engage with your prospects who've been unavailable for a while, break-up email is your last resort. In this way, you'll give them one more chance to respond and be your customer. If it doesn't work, then it's time to delete them from your contacts list.

Subject: It’s time to part ways

Hey [First Name], we have a policy of closing files on prospects who do not respond within a certain amount of time. I know you're extremely busy, which is why I'd like to double-check before closing your file.

If you do not want to automate your sales process, please let me know and I will close your file.

If you're still interested, let's proceed to the next phase. Let me know when you’re free for a call.



You might think that if a person hasn’t responded to your email, they aren’t interested in your service or product anymore. However, that is not true. Most of the sales occur after the 5th follow-up email.

So, don’t give up if you don’t get responses from your prospects. Rather wait and try again sending follow-up emails. You can automate these follow-up emails by using OutReachBin campaigns. If you need further help, feel free to reach us out.

What Is Email Warm-up And Why Is It Important In 2022?

Slack message with team communicating and collaborating in app on desktop and mobile.
Photographer: Austin Distel | Source: Unsplash

The method of building trust and credibility and increasing deliverability for a new email account is known as email warm-up. Email warm-up includes sending a number of emails and gradually increasing the number each day from the new email account.

Did you know that roughly 306.4 billion emails were sent and received per day in 2020, and this figure is expected to increase to over 376.4 billion daily emails by 2025?

Number of sent and received emails per day worldwide

And only 55% of the emails received contain legitimate content. According to a public survey of Spam Laws, 14.5 billion spam emails (45% of all emails) are received globally per day. And if you’re a business owner, you must know that spam costs businesses a whopping $20.5 billion every year. (Source: The Radicati Group, Inc.)

So, it goes without saying that it is very important to stay out of the spam folder for people using cold email outreach. But sadly, it’s becoming harder day by day.

Warming-up your email account properly can be a crucial move to stop getting your emails flagged as spam. This means ensuring your emails should look as legitimate and as genuine as possible before you use any automated email tool. If Google assumes that you're a real human, it will be less prone to flag your emails as spam.

What is email warm-up?

Email Warm-up is a process that comprises of progressively rising the number of emails sent and establishing a reputation for a new email account. As a regular person who creates an email address will do, emails are sent, answered, marked as important, and moved from spam to inbox.

Warming-up starts by sending a number of emails from the new account and gradually increasing the numbers. Consequently, this method comes with an improvement in the deliverability of the email account.  The Internet Service Providers (ISP) will mark you as a safe sender. Furthermore, it will not spam your outgoing emails.

These can be done manually, but it takes a lot of time. So, marketers and salesmen use automated email tools like OutReachBin. The warm-up tool will interact with other email accounts to reflect human behavior, with the objective of improving its deliverability.

Why is it so important?

Email warm-up is important and crucial for new and low activity accounts. This is because emails sent from unwarmed inboxes will land in spam, particularly in the case of cold emails.

As said, warmed inboxes have better distribution capability and would give better results in case of cold emailing.

How to warm-up your email account?

Follow the following tips to warm-up your email account before sending cold emails.

1. Authenticate Your Email Account

The first thing you need to do for a new email address is to authenticate the account. While authentication protects your outgoing emails from going to the spam folder, it sends your emails directly to your prospect's inbox as well.

There are four ways of configuring email authentication. Such as:

SPF (Sender Policy Framework)

SPF is an email verification method that helps you to prevent spam by checking the sender's IP address. Additionally, it helps to secure your domain(s) from spoofing. It also ensures that your emails have been sent properly. Email service providers who obtain mail from you use SPF to confirm whether the emails that tend to come from your domain actually came from your domain or not.

DKIM (Domain Keys Identified Mail)

DKIM is an authentication method that applies a unique signature to your domain that stops email spoofing and delivers your email right in the inbox.

DMARC (Domain-based Message Authentication, Reporting & Conformance)

DMARC records to use the SPF and DKIM records to ensure the ESP of the receiver that no manipulative activities are connected with the email.

Custom Domain

Add a custom domain to your emails, making your links and document more authentic and credible by providing it with your domain. This ensures that the sender and his ESP have links and documentation coming from an authentic source.

Need more help? Click here to know more about authentication.

2. Email Warm-up

Once you’re done, warm-up your email addresses with our Email Warm-up tool. We connect with your emails, helping you develop authenticity as a sender every day. Here’s how you do it:

  1. Create an account in OutReachBin.
  2. Enable warm-up for your email just by clicking on the enable warm-up button.

Enabling Warm-up

To enable warn-up, you need to follow the following steps:

  1. Tap on the Enable Warm-up option
  2. Set your Interactions Per Day configurations (up to 40/day is the limit as well as the default)
  3. Set your response rate settings (30 percent is the recommended setting)

This is how the popup setting looks like!

Configuring Email Warm-up

Now you’re good to start sending out your cold emails. This tool is fully automated.

3. Launch Customized Automated Campaign

Your emails are ready for warming-up, and thus, you need to launch your customized campaign. Create your first campaign with OutReachBin

Create New Campaign>Input Campaign Name>Upload CSV

Custom Variables for Email Warm-up

OutReachBin offers you a set of custom variables that you can use to personalize your email body. When you’re done setting up these variables, hit Next.

While writing the email body, you can use these variables and save a lot of your time and effort. Thus, you don’t have to put the variables manually. For example, here’s a drop-down menu:

Using Custom Variables in Text Body

4. Write Cold Emails and Get Started

Lastly, you need to send emails individually. Use OutReachBin and send automated emails in a way that reflects human actions and maximizes your deliverability.

According to your plan, OuteachBin will integrate with your EPS automatically and send cold emails for a couple of hours or the whole day. We don't blast anyone's inboxes like other marketing software tools!

Some Final Words

Whatever you do, keep in mind that personalization is key. You need to personalize your emails according to your audience. In addition to that, you need to remember that you’re using automated campaigns. Thus, in order to avoid landing in the spam folder, you need to imitate human actions as much as you can.

For getting started with email warm-up, signup NOW! Feel free to reach out to us anytime at [email protected], and we will always be there to assist you.

How to Write a Follow-Up Email After No Response [4 Templates That Work!]

Follow-Up Email

Your business will occasionally require more than a few "tries" before you hear back from your prospects.

However, the issue is nobody really wants to send follow-up emails. They write one email but never communicate with that person again. In reality, seventy percent of sales emails don't go beyond the first attempt.

Struggling with following-up with your prospects? This article will address the most frequently asked questions that sales and marketers face and provide necessary guidance on how to write a follow-up email that thrives.

But first, we need to know why it’s important, how long you should wait before sending out your follow-up email, how many emails to send, and other details about follow-up emails.

Why are follow-up emails important?

We receive tons of emails every day. It’s not practically possible for someone to check every single email he/she receives. Besides, many emails land in our spam section. So, it’s very likely that your cold email may get lost.

Usually, people prioritize their emails coming from colleagues, friends, and families. Your cold emails will normally be their second priority. Consequently, these emails get lost or ignored.

In this situation, follow-up emails are your best bet. These work as gentle reminders that your prospects might have missed your email or failed to get in contact with you. But just asking your prospects whether they have seen your previous cold email is not enough. Follow-up emails tend to miss an essential part, i.e., additional value.

Do you have a product or service that is too difficult to explain? Include additional details in the next email, along with the incentives for your prospect.

Follow-ups, therefore, provide a rare opportunity yet again to grab the interest of prospects and provide them with more detail on your proposition.

How many follow-up emails should one send?

Before setting the numbers, you need to ask yourself one thing. “Do I really have any reason to follow-up?” If your answer is yes, then you should know how many follow-up emails you should send. You don’t want to make your prospects feel like you’re desperate.

You might ask, "What if the cause is that I haven't received a reply yet?"

Well, it makes sense to inquire respectfully, for your first follow-up, if your prospect had the chance to take a look at your proposition or discuss it with their peers. But regardless, I suggest that you add value to each new email.

In each of your follow-up emails, you can't complain, "Why am I still waiting for your reply?"

So, if you think about how many follow-ups you should send to your prospects, think about whether you have a purpose.

There’s a lot of research on the appropriate number of follow-up emails for cold e-mail campaigns. But at OutReachBin, rather than concentrating on follow-up emails, we focus on writing emails that your prospects can’t resist. Therefore, we suggest that you have at least three follow-up emails to your cold email campaigns.

You don’t want to sound desperate and annoy your prospects. However, if you keep sending someone emails about your offer who haven’t heard about you before, it will just ruin your brand image.

If you still feel that three follow-ups would not be enough or that you can offer more value or pique their interest—do not hesitate to use other channels. Twitter or LinkedIn could effectively help you deliver your message personally.

To be honest, the number of follow-ups will depend on your outreach campaign and audience.

Determining the number of follow-ups depending on the outreach campaign

You might get almost half of the responses just by sending one follow-up email. If you send more than one, you might annoy your prospects and lose your potential prospects. Similarly, if you don’t send any, you’ll lose all your prospects.

On the other hand, if your aim is to generate sales, you’ll need more than one follow-up probably more like 7! Depending on the target, you can provide incremental benefits with follow-ups. You can try to find the pain point of your prospect, provide additional useful information, etc.

Determine the number of follow-ups depending on the audience

If you send an email to a totally cold audience, you would need to send more follow-up emails to warm them up. It also takes them some time to think about your offer before they get back to you.

Nevertheless, if the prospect is acquainted with you (for example, they've accessed your resources earlier), fewer follow-ups will be required.

To sum it up, our suggestion would be to identify what works the best for you. Try to find the balance between being too steep and being inactive. Evaluate various lengths of follow-up sequences. Stick to the one that you think suits your brand.

How long should you wait?

Approximately 90% of emails are read on the very same day they have been sent. The same goes for the replies and responses.  The odds are that your prospects will come back to you the same day that your message has been sent out are much higher.

So don't take too long to send your follow-up query.  Commonly, we recommend taking 2–5 days as it is the best time to remind prospects of your email.

Often it might take a little longer. For instance, you’ve sent your cold emails on Wednesday or Thursday. If you don’t get replies back, send follow-up emails on Monday or any other workdays. As it’s very much likely that your prospects won’t bother opening your cold emails on weekends, it is wise not to send emails on weekends.

In the case of a series of follow-up emails, more days of gaps are required for each new email you send. This will help you to keep in the game and not appear distracting at the same time.

Although there is no fixed rule on how long you should wait before sending follow-up emails, you can and should experiment by sending follow-up emails changing the days' gap.

OutReachBin can help you out with your cold emails as well as follow-up emails. It not only helps you send personalized emails but also allows you to choose the gap between the emails. But how to automate your emails? Let’s find out.

Automating your follow-up emails for greater results

It’s difficult for anyone to manage hundreds and thousands of prospects manually. That’s why a sales engagement as well as an email marketing tool like OutReachBin can help you create effective automated cold email campaigns.

With OutReachBin, you not only can personalize a bulk number of cold emails but also schedule follow-up emails according to your preferences. These follow-up emails are those that are paused or triggered on the basis of whether a recipient opens an email, clicks on it, or responds. By default, you’ll see three steps when you create a new campaign, but you can change that according to your necessity.

follow-up emails

You can also see the rundown from your OutReachBin dashboard. Furthermore, you can set the timezone and days you want to send emails according to your audience. We recommend you not to send on weekends. In addition to these, you can also set max reach per sequence step each day. The schedule tab will look like this:

Scheduling follow-up emails

Enhance your overall outreach approach by A/B testing subject lines, body text, and whole message sequences. Use custom variables while writing the email body. OutReachBin offers you custom variables that are generated automatically while you upload your CSV file. It makes your tasks easier. Here’s how it looks:

Custom Variables for follow-up emails

Some might think automated campaigns affect your outreach program. But the bottom line is that while follow-up emails are necessary, there’s no reason why you can’t automate it.

Fixing goals and deciding what the target is

Before writing and sending follow-up emails, you need to fix your goals and decide what you want to achieve by giving out these emails.

You would want, for starters, to:

We can't assist you a lot here because every case is different. Exactly what you want and need to get out of a follow-up email is likely to change with every campaign you're working on and possibly even between every follow-up you're sending.

Never send emails – follow up or otherwise – if you don't know precisely what you want to get out of them.

5 final tips for writing your follow-up emails

1. Add a context to your follow-ups

Try to trigger your prospect's mind by introducing your email with reference to your earlier message or conversation. Even if your receiver draws a blank, they are more likely to respond favorably to the follow-up if they have been notified of the fact that they've communicated with you before.

Your opening line might include any of the following:

  1. I was just following up on the e-mail I sent before on [day] to [subject of the e-mail].
  2. I just wanted to check to see what you were feeling about [email subject].
  3. I hope it doesn't sound strange, but I've seen you read my previous message.

2. Add value for your prospects

You must never send a follow-up without upping the ante and showing your value.

Avoid sending lazy follow-ups. These follow-up emails don't contribute anything but one more email to your mailbox. Add value with each follow-up. Make it worth your while to open, tap, and reply.

Opportunities for organic, natural interactions and follow-ups emerge from offering them something useful as a gift, whether it be a tangible object or a webinar, case study, template, or other accessible resources.

You will easily get 3-5 follow-ups on these value-added deals. Make it of high quality and relevant to them. You're trying to be something of an asset to them.

If you don't have any kind of added benefit, there is very little motivation to approach them and even less incentive for them to answer or care.

3. Explain why you're reaching out to them

Explain the reason for your follow-up email in a straightforward and clear manner. Tell the receiver precisely what you want. If your intention or purpose hasn't modified after your last message, remind them. If you’re looking for ways to remind them, here are 3 lines that you can use.

  1. [Product] could definitely help you [element] more effectively. I'd love to have a short talk to find out if I am right.
  2. [Product] might really benefit you, and I was wondering if you'd be keen to try it out for a week or so. It will be completely free.
  3. We just launched [product] that could make a major difference to [the prospect's element].

Make the emails more about them. They don’t care about what you believe or think. So make them feel valuable.

4. Incorporate a Call-To-Action

Make it simple for the receiver to reply. For instance, if you're trying to organize a meeting, recommend a particular date and time (and location, if you're organizing a physical meeting).

  1. Does 4:15 p.m. work for you on Tuesday?
  2. Are you the ideal person to speak to about it? If I am in the wrong position, could you direct me in the correct direction?
  3. Just respond 'yes' if you'd be interested in having some more details, and I'm thinking of sending a few short documents.

A lot of advertisers and sales staff make the mistake of keeping things unclear and ambiguous. Make your call-to-action crystal clear and tempting. What would you like them to do? Inform them about it.

5. Creatively end your email

Wrap your follow-ups in a way that seems sympathetic to the interactions you have had so far with your prospect. Try out the following lines:

  1. Let me know what you think! [Your name]
  2. Please let me know if you have further queries. [Your name]
  3. Looking forward to speaking with you! [Your name]
  4. I look forward to hearing from you soon! [Your name]

Templates to help you out

If the above recommendations are not enough for you to begin with, here are a few examples of the follow-up email templates that we deliver to our prospects at OutReachBin.

First-time follow-up

fantastic meeting with you

Subject Line: Fantastic meeting with you

Hey, [Name],

It was great to meet you at [location/event]. Discussing [topic] with you has been refreshing. If I could learn more about your [company] job and what you're doing there, I might be able to help you [how you can help].

If you're up for it, I'd love to schedule a meeting to explore it even further. How does [date/time] sound to you?

Feel free to stay in touch, either way.

Best regards.

Follow-up after a fruitful meeting

Follow-up after a fruitful meeting

Subject Line: Great meeting today [Name]!


I must say that our meeting went great today. Thank you so much for your time and patience. If my notes are right, the current problems [company] is facing are [company problems]. As I discussed at the meeting, I assume that [your company] will help to resolve this problem, as [product/service] has the following options that will be of use to you:

[Option 1]

[Option 2]

[Option 3]

Of course, all that's left is to determine which edition of the [product/service] you prefer. As it has [extra features], I highly recommend [version].

Can we set up a call for [date/time] so that we can discuss this further before you finalize your decision?


Follow-up asking for additional information

Thank you for the meeting

Subject Line: Thank you for the meeting

Hi, [Name],

Thank you for the meeting today. It also made me realize how [your company] would benefit [company]. I'm looking ahead to our next meeting, but meanwhile, I wanted to ask, [information you need]?

Thank you in advance.

Best regards.

Answering with accurate information your prospect has asked for

The answer to your question from earlier

Subject Line: The answer to your question from earlier

Hi, [Name],

I'm glad we were able to talk at [event/place]. As I promised, I found the answer to your query about [topic]. [Your answer].

If you're interested to learn more, I've attached a PDF that describes all the additional features with [product/service]. We could always set a schedule for another meeting, of course, and I could guide you through it myself.

I look forward to your reply.

Best regards.

Follow-up when you’re unsuccessful

Perhaps it’s time to part ways

Subject Line: Perhaps it’s time to part ways

Hey, [Name],

Since our last meeting, I haven't heard back from you. We spent a decent amount of time together, and I hope I've helped you with [issue] and [issue].

I'm reaching out one more time, hoping that we will continue to work together. I've had some fresh ideas about how [your company] might help you with [problem]. I'd wish to speak to you more about this, but if I don't hear back from you, I'm going to assume it's time to part ways.

Meanwhile, I wish you every success, and I'm going to keep an eye out for the [company]'s updates.

Thank you so much for your time.

All of these are only one potential variant out of a million. Essentially, everything depends on the precise needs of your company and the situations of your follow-up emails.

Ending words

It's pretty hard to get the attention of someone who did not respond to you before.

This is why, when writing your follow-ups, make your primary emphasis on value creation and offering enticing deals instead of swamping your prospects with a lot of follow-ups.

Write a witty intro to make your targets read your email, keep them concise so that it doesn't lose their focus. Do your homework to customize high-end follow-ups.

By implementing these general tenets, we are sure that you will be able to start a conversation quickly with your prospects.

Cold Emailing: The Ultimate Guide You Need In 2022

cold emailing guide
Photographer: Solen Feyissa | Source: Unsplash

Cold emailing is more complicated than most other types of communication for two reasons. Firstly, the receiver doesn't know you. Secondly, you can not have verbal interaction in the first place, so your approach cannot be modified in real-time. As a result, many cold email attempts fail.

However, cold emailing is proven to be a powerful and cost-effective tool in case of making initial contact with your prospects.

For example, if you have limited resources but you want to reach out to thousands of leads, you can create automated campaigns and start cold emailing before calling them.

Even when you have a good list and customized emails, it takes some extra work to finesse your outreach. If your campaign gives you less than 10 percent open rates on your emails and replies, or if you would like to improve your overall cold emailing methodology, this guide can help you step up your game.

Step 1: Warming up your email address for cold email outreach

Your customers already receive tons of emails every day. Consequently, plenty of promotional emails land up in their spam folder. Follow the following tips to ensure yours don't.

Tip 1: Choosing Email Provider

Generally, we use 2 types of email providers. Such as:

Choose any paid email provider if you want your corporate domain to gain the trust of your prospects. In addition to that, a paid email provider’s deliverability is much better than that of a free one. A lot of spammers can be seen on the internet, creating a bad image of the free email providers.

Tip 2: Setting Up Email Profile

No one would care to open your email if your profile hasn’t been set up perfectly. Nobody cares for an email coming from “Shabab” that has no profile picture.

Creating Google Account
Setting up a Google Account

Try to fill up the email profile with authentic information only. Furthermore, add a real name and photo.

Tip 3: Stopping emails from going to spam

SPF, DKIM, and DMARC are technical forms in which an email provider tests whether the email really came from you and not from anyone else.

Two of the ways of configuring email authentication are shown below for your convenience.


SPF (Sender Policy Framework) is an email verification method created to prevent spam by checking the sender's IP address. It helps secure your domain(s) from spoofing and ensures that your emails have been sent accordingly. Mail servers that obtain mail from you use SPF to validate whether the emails that tend to come from your domain actually came from your domain or not.

Note: If you have purchased your domain from a Google collaborator while signing up for Google Workspace, you may not need to configure SPF records.

Follow the following steps to configure SPF records for your domain.

#Step 1: Creating TXT record for SPF

An SPF TXT record specifies mail servers that are authorized to deliver mail to your domain. There can be only one TXT record for SPF for a specific domain.  However, a domain TXT record may specify multiple servers and domains that are authorized to deliver mail for the domain.

TXT Record Contents

If all of your organization's emails are sent from Google Workspace, you can use this text line for your TXT record:

v=spf1 ~all

Important: If, in addition to Google Workspace, you deliver mail in one or more of these ways, you must create a custom TXT record:

  1. You're sending mail from other servers.
  2. You are using a third-party mail service.
  3. Your website uses a service that creates automated emails, such as the "Contact us" form.

For instance:

v=spf1 ip4: ~all

This TXT record enables Google Workspace, the IP addresses listed, and the SparkPost, a third-party service, to send emails for your domain. Customize your TXT record by going through Server information for your TXT record and TXT record format.

#Step 2: Enabling SPF for your domain

Enable SPF to your domain provider by adding an SPF DNS TXT record. To enable SPF, update the SPF DNS TXT record to your domain provider.

  1. Get a text file or text line that defines your TXT record. Follow the aforementioned step if you find it daunting.
  2. Sign in to your domain host management console. If you're not sure who your domain host is, follow the steps in the given link. Find the provider of your domain.
  3. Retrieve the page where you might be updating TXT records for your domain.
  4. Put a new TXT record for your Google Workspace email servers.

If your emails sent from your domain(s) are still going to spam, even after following the above steps and enabling SPF, try troubleshooting your SPF records.


DKIM (Domain Keys Identified Mail) implies the possession of an email message by a specific entity. This will add a coded signature to the header of all outgoing emails. Email servers that receive authenticated emails use DKIM to decode the message header and check that the message has not been altered after it has been sent.

If you don't configure your DKIM, then Gmail uses its default DKIM. DKIM signing improves email protection and helps avoid e-mail spoofing. Furthermore, we recommend that you use your unique key on all outgoing emails.

If you do not create your own DKIM domain key, Gmail will sign all emails with this default DKIM domain key: d=*

Emails that were sent from servers outside of the mail. is not going to be signed with this default DKIM key.

Steps to configure DKIM

  1. Develop a domain key for your domain.
  2. Connect the public key to the DNS records of your domain. Email service providers will use this key to check the signatures of your DKIM emails.
  3. Turn on the DKIM signing to start applying the DKIM signature to all outgoing emails.

You can also use various tools to check these settings. Check your SPF and DKIM settings easily with Mail Tester.

Check SPF and DKIM Keys

Once you’re done with the configuration of email authentication, you need to warm-up your email account before using any tools.

Warming-up your email account properly is a crucial move to stop getting your emails labeled as spam. This means ensuring your email address looks as real as possible before you use your automated tool. But how to actually warm-up an email account?

Tip 4: Warming-up your email address

One of the most important factors an email provider checks is whether or not you’re playing by the rules, especially if it’s a new account.

That's why you should warm up your email address always.

A warm-up email address is the one that sends and receives emails as a normal human would.

But don’t you worry because OutReachBin has got your back. Worry less, warm-up your email addresses without any mess with our Email Warm-up tool. We connect positively with your emails, helping you develop your credibility as a sender every day. Here’s how you do it:

  1. Go to OutReachBin ( and create an account.
  2. Enable warm-up for your email just by clicking on the enable warm-up button.

Enabling Warm-up

Allowing your email to warm up is much simpler than you think! Simply follow the steps:

  1. Tap on the Enable Warm-up option
  2. Set your Interactions Per Day configurations (up to 40/day is the limit as well as the default)
  3. Set your response rate settings (30 percent is the recommended setting)

See how this popup setting looks like!

Configure Warm-up Settings

When you’re done with the above steps, you’re good to start your cold emailing outreach.

Once you’re done with the configurations, the system will automatically start ramping up emails for sending and warming-up. It starts with 1,2,4,..... and goes all the way up to 40 per day. The numbers increase gradually.

The system also sends replies to your inbox from other emails in the network. That means you get new prospects without having to manually search for them. The fun fact about this tool is that the whole thing is automated.

Step 2: Finding email addresses of prospects

Cold emailing is not about sending emails to everyone that crosses your mind. Targeting fixed prospects and planning ahead of time is a good cold emailing strategy.

Instead of sending emails to everyone, find the pain points of your customers. Figure out who’s your next potential client. Once done, you'll be able to plan a beautiful pitch in your cold email that will reflect in the hearts of the recipients.

But how to actually find email addresses?

There are a lot of ways to find addresses - Chrome extensions, databases, and so on. You can take ideas from the following to find the email addresses of your prospects.

1. Searching in LinkedIn

LinkedIn profiles often provide cold email addresses you are looking for. You will find many users keep their email addresses on public display on LinkedIn. So, you can actually search for the type of prospect(s) you are looking for and note down the email address for future use.

Use the search box on the top of your LinkedIn home page to start searching and targeting your next potential prospect.

LinkedIn Search Box

When you find the right profile, expand the drop-down menu from contact info just below the bio.

Finding email addresses for cold emailing

This technique can either be successful or get missed, but it's worth a shot. It's one of the quickest ways to get a confirmed, valid email address.

If there's no email address on public display, don't think about it.  We've covered you with a few more assured ways to locate your prospective addresses.

2. Using Various Extensions or Plugins

Instead of manually searching for email addresses, you can use some extensions or tools to do that for you. Here are some of the best email finding tools that you can use to level up your game:

#1 Leadhype

Leadhype Ninja is a Chrome Extension that helps you automate find prospects and collect their data. It not only helps you to extract data and find email addresses from LinkedIn but also helps you to scrape data from Facebook and YouTube. Leadhype also has a Google Sheets Add-On, Leadhype Magic. With the help of this add-on, you can format your data with just one click.

Leadhype Ninja

#2 ContactOut

ContactOut is a free Chrome Extension that allows users to locate email addresses from LinkedIn and GitHub as well as send email campaigns. It also has a vast database where you can access billions of email addresses using its Search Engine powered by Artificial Intelligence.


#3 Datanyze

With a view to making cold email outreach a warmer experience, Datanyze helps you capture data while you browse through social media profiles and different company websites. The extension offers two packages, namely, Nyze Lite (free with 10 credits per month) and Nyze Pro ($39 with 1080 credits per year).

Datanyze strives to not only help salespeople communicate with quality prospects but also provide icebreakers that contribute to fruitful conversations.


#4 SellHack

SellHack is another tool you can go through if you’re a salesperson or an outreach enthusiast. This tool lets you generate leads, locate email addresses, and make a proper list of your potential prospects.


In addition to the 12-step email verification search engine, this tool allows you to automate your sales and reminds you to follow-up. Thus, you can find your next prospect faster in real-time.

Once you’re done finding the right email addresses, you need to make a CSV file. Save the results in a CSV file for the next step. Saving all results to a CSV file can be messy as well. So you need to keep it clean. In order to do so, you need to format the CSV file. To format your file, you follow these tips below:

Now that you found email addresses and saved those in a CSV file, how do you actually upload it?

Connecting email account and setting sender address

Before getting started with cold emailing, you need to connect with your email provider.

Head over to the signup page and create an account. After signing up, log in to your account by filling out the credentials.

Connecting to an email provider is quite easy. If you are using a Gmail or GSuite account with your unique domain, you may follow the steps below:

Adding email provider

Tap on the Email Providers option from the left panel. Next, click on the sign-in with Google option from the top right corner of your screen. The process is very simple. Just allow permissions, and you’re good to go.

Adding email provider

Uploading email list

Once you've found emails, done registering on OutReachBin, create a new campaign, and upload your email list, i.e., the CSV file.

Creating New Campaign
Creating New Campaign

Input the name of your campaign and press Next.

Uploading CSV
Uploading CSV

Then upload your CSV file or enter emails manually.

Type In Your Message and Set Intervals For Each Step
Type In Your Message and Set Intervals For Each Step

After you upload the CSV file or add email addresses manually and press Next, the above screen will pop-up.

Type in your message and set intervals according to your preference. Then schedule your campaign according to your timezone. You’re good to go with your new campaign.


With OutReachBin, you can easily create your personalized campaign. Click here to get started!

If you’ve followed the above steps, you’ll get the pop-up to upload a CSV file or type emails manually. Here’s an example of the next screen that will pop-up on your device after you are done uploading a CSV file.

OutReachBin offers you the option to choose your custom variable(s). For example, if the first column of your file is company name (as shown below), it’ll show you a dropdown menu to choose a custom variable from a list of options under the option Type. It will also show a sample on the rightmost side of the screen. For our example, it’s DS, BacklinkSEO, Verifybee.

You get a number of custom variables while creating a campaign. Follow the steps:

Create New Campaign>Input Campaign Name>Upload CSV

Cold Emailing - Personalization

Once you’re done setting up your custom variables, enter Next.

Using Custom Variable in Text Body
Using Custom Variables in Text Body

The above screen will appear on your device. Here you can see we have used the variable first name while writing a text body. So, you can actually save a lot of your time and effort just by using the custom variable options.

Here’s the drop-down menu for it:

Custom Variable

You can also send test emails to check before sending the actual ones.

Step 3: Creating cold emails and getting responses

Many cold emails don’t get replies back. We are here to help you out. Follow these simple steps and get responses from your prospects.

You’ve already added your email provider if you have followed the aforementioned steps. Now, enable reply tracking and warm-up by following the on-screen prompts.

Enabling Reply Tracking
Enabling Reply Tracking

But how to finesse the cold email message that you’ll send?

Writing a perfect cold email

As already mentioned above, you can create your campaign and add your email list and start writing your email body.

There are tons of templates online that can help you write an awesome cold email. Other than that, here are some tips and tricks to draw the attention of your prospect(s).

1. Customization

The majority of the population receives a huge amount of emails every day. Their inboxes are very crowded. So, it's impossible to open your email unless you tailor it to your audience. Personalize your email messages to get the receiver's response.

For instance, you’re writing for any previously known candidate. Instead of just copy-pasting any email template, you can modify it according to your prospect. Such as:

Dear {First Name},

Hope you find this email well.  We had reached out a while back about the possibilities with a well-known agro-based firm. Things are still going well at {CompanyName}, but your name has resurfaced again with regard to a particular opportunity that I thought you might be interested in.

As you’ve prior experience with an agro firm and since they have a good reputation for candidates coming from a similar background, I felt it makes sense to reconnect, considering the quest's unique nature.

If you're eager to learn more, kindly let me know if you’re up for a quick call. Once again, thank you for your time. I'm expecting to hear from you.

2. Subject line

The subject line is one of the most critical aspects of any email. It decides whether or not the recipient will open an email. Even if you write an amazing body, more than fifty percent of it won't be opened.

Here are some sneaky subject lines to grab your prospect’s attention:

1. “Hey, {First Name}! You were recommended to me by [Connections’s Name]”

If you share any mutual connection with your prospect, make sure to mention his/her name in the subject line. The more your prospect trusts your acquaintance, the more likely you will get a reply back.

2. “Up for a new role?”

Use this one if you’re reconnecting with any previous candidate.

3. “Idea for [any problem your prospect might be facing]”

People are more likely to click on any mail if it contains any idea to solve their problem.

4. “Don’t open this email”

Reverse psychology always works. Try it out today.

5. “We have so much in common {First Name}!”

Use this one if you can trace your prospect’s interests. To trace this common interest go through the social media profile(s) of your prospect.

The subject line is the trickiest part of any email. What worked last month or the last prospect might not work for this one. Be versatile, creative, and imaginative for the best outcomes.


The email needs to induce emotion in your prospect's mind. The emotion we've seen working all these years is FOMO or Fear Of Missing Out. You can't be clear about it, though, but you can implicitly imply that they don't really want to lose out on what you're offering.

To imply that they will miss something if they don’t open your email, you can use a sneaky subject line to grab their attention. Such as: “Don’t miss out on the opportunity!”

4. Be precise and straightforward

Nobody's reading a long mail. You don't want your mail to get lost. Be as straightforward and easy as you can in your cold emails.

Take a look at the following examples:

  1. There are problems with the email.
  2. The email has problems.

Although the first sentence is grammatically correct, it is wordier than the second one.

  1. There are several good reasons to delay sending this email.
  2. We should delay sending this email for several reasons.

This is another comparison to show you how redundancy can be avoided.

5. Let them feel the need

The email you send is for them, not you. Don't tell them what they can do for you. Tell them what you can do and offer.

Suppose you’re offering them a discount. Mention it in your email. “If you want to make the best use of this offer, respond to this email within 24-hours” can be a good example sentence that makes your prospect feel the need.

6. Don't use fancy terms

Besides being succinct, you need to avoid phrases that could confuse the recipient. Be as simple as you can with your emails. Make your email readable and convenient. There are just a few brief seconds that your reader can give to your message. Make sure you offer value in those split seconds.

Look at the following two sentences:

  1. The pond exhibited a one hundred percent mortality response.
  2. All the fish in the pond died.

The comparison makes shows how avoiding unnecessary jargon makes your sentences clear and easily understandable to your readers. So, next time be precise and straightforward while writing the email body.

7. Write with honesty

Be truthful, and don't make a high statement. Instead, be honest with yourself. This applies not only to your emails but also to your business in general.

Don’t bluff. Instead of saying, “We offer the best service in the entire industry. You won’t ever have trouble navigating your way through.”, say, “Our 24/7 customer service is here to help you out with anything and everything you need. Feel free to reach out to us if you need help navigating your way through our service.”

8. Call to action

Make sure you make a call to action. It's better if it's kept easy. Like, you can simply ask them to respond to your email address. Asking applicants to register and submit their resumes for an overview will reduce the response rate. Again, asking them to check their availability on their calendar would do the same thing.

Tell your audience exactly what step you want them to take next, and make it as simple as possible for them to do so. Would you like them to fill out a form? Offer them a direct link to that sort. Better instead, add the form directly to your email.

Don’t ask them to respond to your email as well as fill out a form. You’ll end up getting ignored. Rather choose one of the CTAs. The upside to providing just one CTA is that it's actually helping you keep your email concise and to the point.

If you follow the aforementioned tips, you can easily write an awesome body and start cold emailing.

Follow-up email after getting no response back

There is no strict rule to set the delay between each mail. However, the default framework that we recommend is:

Cold Emailing: The Ultimate Guide You Need In 2022

You can also add a new step by pressing on ADD NEW STEP at the bottom left side.

Send follow-up emails only when it’s necessary. Don’t be pushy. Maintain a good relationship with the clients.

Don’t forget to personalize the text bodies of your emails using custom variables that we offer. It will create an impression that you wrote it by yourself. As a result, your prospects will be more likely to open it and respond to it.

Not getting responses back to your emails? Here are 10 follow-up email templates that produce results!

Scheduling emails

Try to schedule your emails according to your prospect’s timezone. Here’s an example:

Scheduling Emails
Scheduling Emails

If you take a closer look, you’ll notice:

  1. The maximum reach per sequence step each day is set to 100 (which is also the default setting). This is because you don’t want to be pushy, but you can control this depending on your goals, SMTP limits, and warm-up schedule.
  2. The timezone is set according to the receiver’s timezone.
  3. Don’t send emails on weekends. It’s likely that they (your potential client) won’t bother about opening an email from an unknown source on their days off.

But how do you send these cold emails?

Sending cold emails

Never use any email marketing software to send cold emails. You may wonder why so. The answer is simple. They send bulk emails - tons of emails all at once.

You need to send emails one by one. Use OutReachBin and leave the emailing game to us. We send automated emails in a way that imitates human actions and maximizes your ability to deliver.

This is one of the easiest things to do with OutReachBin. It integrates with your email provider automatically, and cold emails are sent out for a couple of hours or the whole day, according to your plan. We don't blast anyone's inboxes, unlike some marketing software!

Step 4: Understanding cold emailing metrics

You found email addresses, created an account, sent awesome pitches for cold emailing, but how do you evaluate those emails? How will you know whether it’s giving you a good or bad result?

This is where the open, click, reply, and bounce rates enter the picture. But you still want to grasp the meaning of what they're inferring to you.

Cold Emailing: The Ultimate Guide You Need In 2022

Open Rates

It displays the number of people who opened your mail.

Your open rate is estimated to be more than 50 percent. If this is less, check your deliverability before you waste time thinking about the subject lines. A possibility is that people are not receiving your emails in the first place.

Click Rates

Click rates totally depend on your campaign strategy and goals. Ideally, you should target a 40+% click rate for your campaign.

Reply Rates

A successful response rate starts at 8%. If you see lower results, concentrate on the following:

Bounce Rates

You need to ensure that your bounce rate is below 5%. The less, the better.

If this is higher, start checking your emails before you send them. Or else, you're going to ruin your image.

Step 5: Take ideas from classy cold email templates and personalize them according to your targeted audience

It's difficult to send great cold emails from the start. But we got your back. Click here for a few cold email templates that will motivate you to get some wonderful results and generate leads.

If you are a recruiter or you work for any recruiting agency, here are some templates that can get you started.

Try not to copy the exact content. Change it according to your audience.

Some Frequently Asked Questions

1. Is it illegal to send cold emails?

Cold emailing is legal as long as you properly identify yourself. Include correct sender information with a business address and refrain from poor tactics, as well as provide a convenient method for unsubscribing.

2. Does cold emailing still work in 2021?

Cold emailing is a great marketing tactic that is still effective in this century. Many global marketers in the B2B industry still use cold emailing to reach out to their prospects.

3. What should you not do in your cold emailing outreach?

While cold-emailing can get you great results, a bad cold email can ruin your reputation as well. Here are 9 simple yet effective tips to finesse your cold emailing outreach:

  1. Never use any purchased email list (without reviewing it).
  2.  Do not copy templates/prototypes for your cold emails. You can take ideas from the templates but do not copy them.
  3. Do not send the same email to everybody.
  4. Avoid sending long emails.
  5. Do not be rigid.
  6. Do not just send an e-mail. At times, send multiple emails for follow-ups.
  7. Avoid obscurity.
  8. Do not attach files.
  9. Do not ignore the reports. The metrics we have discussed above can indicate great signs that will help your cold emailing methodology. Don’t ignore that.

So, keep the above-mentioned things in mind while writing your cold emails.

4. What’s the best time to send cold emails?

Actually, this depends on your audience or prospects. Set a time according to the timezone of your prospect for better outcomes. We would recommend sending it between 9-11 a.m. in the morning. According to Campaign Monitor, 53% of the emails are opened or received between 9 a.m.–5 p.m during workdays. We recommend you avoid weekends. It’s more likely that they won’t open it on weekends.

5. Have other questions that we didn’t cover?

For further queries, reach out to us anytime at [email protected] or contact us by visiting OutReachBin.

All Set

Now you know all the nitty-gritty of cold emailing, what’s stopping you? Generate loads of leads by cold emailing and share the results with us.

For getting started with cold emailing, signup NOW! Feel free to reach out to us anytime, and we will always be there to assist you.

10 Powerful Cold Email Templates to Generate Leads in 2022

writing cold email
Photographer: Cytonn Photography | Source: Unsplash

While fully personalized emails are the most effective way to build business relationships, they’re not necessarily the most efficient ones to rely on. Cold email templates let you tailor them to your needs and get the job done of persuading your target reader.

To help you generate leads effortlessly, we’ve come up with 10 proven copywriting strategies and cold email templates to persuade your lead in the first go.

10 Powerful B2B Cold Email Templates Ahead

Cold Email Template 1: AIDA

Attention — Grab the lead’s attention.

Interest — Tailor it to their interests to keep them engaged.

Desire — Build their desire with your offer’s benefits.

Action — Incorporate a Call to Action to secure a response.

This copywriting formula is prevalent for ages. In addition to that, it is proven to generate leads without failure.

AIDA Formula cold email template

This formula is powerful because it manages to grab the lead’s attention, kindle desire, as well as encourage them to get to the action. That’s all you need to generate leads.

The AIDA formula is used by almost all landing pages, ads, or cold emails in some shape or form, thanks to its effectiveness.


Hi [First Name],

We know how hard it can be for [lead’s role] like you to deal with [state the problem your company solves].

Our [product/service] saves you from the stress and helps to [problem’s solution] by our [short pitch].

If you want to have [the problem’s solution with your product’s benefit], then [insert a call-to-action like an email/sign-up/call] today!



Cold Email Template 2: BAB

Before — State the current problem the lead is facing

After — Kindle an imagination of how this problem’s solution could change their lives

Bridge — Show that your offer is the only solution to their problems

BAB Formula

This before-after-bridge formula works every time because it harnesses the power of triggering responses by relieving the pain points of your lead.

There’s nothing more motivating than the relief from pain points or problems. This formula pictures your product as the medium to achieve their pleasure, which is yet to be sought. Thus, it triggers them to respond and you get to generate a lead!


Hi [First Name],

We noticed that [leads company] is facing [the problem your offer intends to solve], which might cost you a lot more than what you think.

Wouldn’t it be amazing if [lead’s concerns and problems] would be solved?

Well, now you’re in luck. Because now your problems can be solved in no time with our [your product’s big benefit] Make your life easier with our [describe your product’s/services' features]

If you’re interested in easing your life, kindly email us with a time that you’d be free next week for a personalized demo.



Cold Email Template 3: PAS

Problem — Vividly highlight a pain point of your targeted lead.

Agitate — Agitate the pain point and explain the consequences of it happening.

Solution — Offer a solution to alleviate the pain point of your lead.

Contrary to the BAB formula, the PAS formula has a negative approach. This strategy triggers a response by persuading the lead to “avoid the pain.”

PAS Formula


Hi [First Name],

We have noticed that [lead’s company] is suffering from [the pain point].

It’s a problematic issue to overcome and can cost you [stat or data to agitate the pain point].

But don’t worry. Our [product/service] helps you get rid of this problem with [your product’s big benefit /short pitch].

Would you be open for a call next week to get a demo of our [big benefit/solution]?



Cold Email Template 4: SAS

Star — Introduce the Star of your story. The star could be you, your lead, products, etc.

Arch — State how the main character of your story faces the same problem your market does

Success — Explain how your star wins at the end of the story or is better off with the help of your product.

Stories do a great job when trying to engage an audience or sell an idea/product. Such a relatable story helps your lead to quickly grasp the experience and understand the idea that you’re trying to sell.

The SAS formula helps to create an emotional connection with your lead thus triggers a response. This strategy works great particularly with personal experiences and success stories and strengthens your cold email.


Hi [First Name],

In the latter half of 2019, the future was looking bleak for [star person/company].

[The Star] was facing [problems of the industry] and desperately needed to [get results related to your product/service] to survive in the industry.

Even though it was a tough task, [the star] succeeded to get [benefits] and triumphed in the industry. Want to know how?

[Your product] specializes in [benefits that helped the star win] and has helped many other companies like [the star] to [results of your product’s benefits].

If you are keen to experience the same, I have a personalized template to help you [benefit]. When will you be open for a demo?



Cold Email Template 5: The Relevant Question

Asking questions is a great way to engage with your target audience. But, ordinary generic questions are not that helpful.

If you want your cold email to help generate leads, the question-based email should be specific and relevant to your lead’s field.


Hi [First Name],

Want to know how you can achieve [the benefit of your product] by using our [product/service]?

I know you’re busy working to [end goal that your product/service gets], so I’ll keep it short.

Coming from the lead [role at your company], I’ve got a few suggestions to help you immediately [end goal of your offered benefits] in your field. They are:

I believe you are too busy to do these on your own. And that’s where [your company] can help. Would you like a quick session during the next week so I can help you execute these suggestions and discuss this further?



Cold Email Template 6: 3P’s

Praise-Picture-Push are the three P’s of this template.

Praise — Start with a sincere and genuine compliment about a recent accomplishment of your lead.

Picture — Paint a picture to your lead depicting how they could accomplish regularly with your product.

Push — Encourage them to commit and take action.

3P's Formula

A little flattery goes a long way, even more so if you can use it to your advantage of selling your product/service. This formula works because people love to succeed and accomplish more.

With this cold email template, you can not only persuade your targeted lead but also make them buy your product by letting them know how it can help them succeed.


Hi [First name],

Congratulations! I just got to know that you [the recent achievement].

As you’re preparing for your winning speech, it’s only natural to fall behind on other tasks. If you’re struggling to keep up, I’d love to show you how our [your product’s benefits] can help you ease your life.

Would you be free for 10 minutes next week for a personalized demo?



Cold Email Template 7: Been On The Site Formula

This one’s relatively easy, as in this scenario, your targeted lead has already visited your website. Now, you just need to attract him/her to your product/service and score a response with your cold email.


Hi [First Name],

We noticed that you recently visited [your website] and [the action taken].

If you’re eager to know more about [content topic/product page visited] then here are some additional resources to help you out:

Our company also offers [product/service] which could help you [the targeted result].

When would you be free for a call at [date and time] to know more about our offers?



Cold Email Template 8: Sharing Valuable Resource(s)

Sometimes it's necessary to build trust rather than selling your idea right away with your email. That’s exactly what this technique of sharing valuable resource email does.

Share highly valuable and relevant resources with your lead while writing to your prospect. This strategy helps to portray yourself as an asset to your lead.


Hi [First Name],

I enjoyed your latest article on [site] and found it extremely insightful.

I thought I’d return the favor and help you with something valuable too. Look at this article on [article topic] that I thought would be beneficial to you.

Click here to check it out [link]!

I hope you and your team find it helpful. Keep up the awesome work!



Cold Email Template 9: Direct Approach

Let’s admit it. People are very busy. When you tailor your cold email by being as direct as you can, it might catch your lead’s attention instantly.

Firstly, start by introducing your product/idea. Then include social proof of how your product has worked for other big names in the industry. This will persuade your lead into believing your product’s credibility and trigger a response.


Hello [First Name],

I have a/an [product/idea] that can scale the business of [lead’s company name] and get your next 100 customers in no time.

I have recently used [product/idea] to help one of our clients [SaaS company/competitor] almost triple their monthly revenue and customers.

[First Name], if you’re interested in [your product/idea] let’s schedule a quick 10-minute call so I can share the idea with you. What time works best for you?



Cold Email Template 10: Mentioning a Competitor's Product

This strategy can be used to attract a prospect who already uses a similar product. You draw their attention while explaining your Unique Selling Proposition or USP.

With this cold email template, show your lead why your product is a better choice for them rather than that of your competitors.


Hi [First Name],

I just stumbled upon your website and got to know that you are using [Your competitor’s product]. How is your experience using [competitor’s product name]?

I have a [product/service] just like [competitor’s product name], called [your product’s name].

What makes our [product/service] better is that [key differentiator and unique benefits]. If you’re interested in enhancing your experience with us, I would love to discuss with you how we could make [lead’s company] better.

Let me know the timing if you’re up for a quick call so that we can discuss this further.



While using these stellar cold email templates, you need to add a touch of personalization to make your outreach strategy effective.

While cold email templates are a great choice to ease your outreach strategy, you can streamline your outreach game even better by using OutreachBin as your helping hand. Boost up your cold email outreach by 200% with the help of our smart automated campaigns. Click here to register now!

Here are some follow-up templates that will come in handy in your next step.

So, what are you waiting for? Get started with these proven copywriting cold email formulas to persuade any type of audience and generate leads in no time!

Cold Email Templates for Recruiters [Updated 2022]

Cold email is crucial to connect with new candidates, but finding the perfect cold email template can be a headache for recruiters. For this reason, we have curated a list of stellar cold email templates that actually work.

cold email template for recruiters
Photo by Magnet on Unsplash

With thousands of emails striving for attention, there's a fair chance that your emails may not be read, let alone get answered. On average, less than 10% of cold emails receive a reply. To improve your chances of getting a response, your messages need to stand out and create a terrific initial impression.

To assist you in doing that, we've put together some cold recruitment e-mail templates used among many recruiters that yield a 40-50% success rate and drive favorable outcomes.

Recruiters also prepare and draft email templates for common phenomena that save repetitive labor. Besides drafting the emails and preparing the templates, you need to track the successes and failures of those with our recruiting email metrics. This will help develop your outreach a lot over time.

How do you write a perfect cold email?

Creating good cold emails is indeed an equal mix of art and science. There are a few factors that can enable you to achieve fantastic cold email collections. Here are a few guidelines that we have developed drafting and analyzing thousands of cold emails.

1. Customization

Most people receive a huge number of emails daily. Their emails are already overloaded. So, it’s unlikely to open your email if you don’t personalize it according to your audience. Customize your cold emails to draw the receiver's attention.

2. Subject Line

The subject line is one of the most crucial parts of any email. It determines whether the receiver will open the email or not. Even if you write an awesome body, more than half of them won’t be opened.


The email needs to evoke sentiment in the mind of your target. The emotion we have seen to work all these years is FOMO or Fear Of Missing Out. However, you can't be blatant about it, but you can indirectly imply that they don't really want to miss out on what you're offering.

4. Be Concise

Nobody reads a long mail. You don’t want your mail to get skipped. Be as short and simple as possible in your cold emails.

5. Make Them Feel The Necessity

The email you are sending is about them, not you. This is one of the most common mistakes among recruiters. Don’t tell them what they can do for you. Tell them what you can and are offering.

6. Avoid Using Fancy Words

Besides being concise, you need to avoid jargons that can confuse the receiver. Be as simple as you can in your emails. Make your email easily readable. There are just a few brief seconds that your reader will give to your email. Make sure you're delivering the value in those seconds.

7. Be Honest

Be frank and don't make high statements. Rather, be honest with yourself. This is valid for not only your emails but also for your company in general.

8. Call To Action

Make sure to put one call to action. It’s better if you keep it simple. Like, you can ask them to reply to your email. Asking people to submit their resumes for an overview will lower your response rate. Again, asking them to check their availability on their calendar will also do the same.

Now that you know all the nitty-gritty of cold emailing use these 10 email templates to keep candidates updated and involved while recruiting.

gmail inbox
Photo by Stephen Phillips - Hostreviews

1. For previously known candidates

Subject: Hello, there <FirstName>!

Dear {First Name},

Hope this email finds you well.  We had reached out a while back about the possibilities with a well-known technology firm. Things are still going well at {CompanyName}, but your name has resurfaced again with regard to a particular opportunity that I thought you might be interested in.

They have a good reputation for candidates coming from a similar background. I felt it makes sense to reconnect, considering the quest's unique nature, as we reach the bonus season.

If you're eager to learn more, kindly let me know when it would be convenient to have a conversation. Once again, thank you for your time. I'm expecting to hear from you.

Kind regards,


2. Outreaching without disclosing the name of the client

Subject: Hey, {First Name}!

Hey, {First Name}!

We haven’t spoken yet. I saw some of your works with {Company Name}, and I really liked it.

Evidently, things have gone well so far, and I expect you to stay there for the long term. That being said, your name has surfaced concerning a particular search that we are undertaking for a well-known tech company. They are a firm that solves some of the most challenging problems inside a systemic commercial space. I'm sure you'll get a lot of inquiries as we enter the bonus season, but I'd be interested in talking to you more in order to give you more information. I promise you not to waste your time, as this is a very particular inquiry.

If you're interested to know more, how about a conversation? Please let me know when would be a convenient time to catch up with you. Thank you for your time and consideration.

With regards,


3. Catch up with a salesperson

Subject: Hey, {First Name}! Loved your article

Hey, {First Name}!

I recently stumbled on the article you wrote about generating entertaining sales emails with GIFs and visual elements to get better answers. I've got to admit, I totally enjoyed it. I have been using GIFs (how could anyone not love them) in my emails and getting some awesome results. Your actions should have brought tremendous results to {Candidate's Company Name}.

Currently, I'm hiring creative and confident salespeople like you for our client. We best believe you've got a way to make sales that could affect a "maybe" to a "yes!"  We're working on building a sales team consisting of people like you who are not afraid to explore and produce results. Would you like to have a 15 minutes chat this week?

Best regards,


4. Connect with someone that has been recommended to you

Subject: Hey, {First Name}! You were recommended to me

Hi, {First Name}!

Hope you find this email well. Our contacts at {Company Name} have some wonderful things to say about you and your job, and as it comes clear. We are a prominent design-focused recruiting company in NYC with customers including PayPal, Instagram, and others in the best of technology.

We're partnering with some awesome businesses with increasingly diverse teams and who would love to work with you.

You were highly recommended, and we're really impressed with your performance at {Candidate’s Company Name}. I'm getting in contact to see if we can make a call sometime to have a fast talk about your career goals.

Waiting for your answer.



5. Reconnecting with a previous candidate

Subject: Up for a new role?

Hey there, {First Name}! It's been more than 6 months since I first reached out to you about our clients' open positions as an Advertising Creative producer.

Insane how time flies! I hope you have been all right!

Ever since, we have effectively brought <X> candidates in firms such as <Company 1> <Company 2> <Company 3>

I'm also very excited to reconnect with you to see if there's a real match for you. After checking out your portfolio as well as what you've been up to since my last email, I'm sure I think my timing is perfect now.

What do you say? Are you open to discussing any of our opportunities? In the worst case, you'll hear about some exciting possibilities for you at some of the top firms in the region; at best, you'll start to move towards your next adventure.



6. Outreach based on common interest(s)

Subject: We have so much in common {First Name}!

Hi, {First Name}!

Depending on your Twitter profile, I've gathered that you're a Christiano Ronaldo fan, prompting me to reach out to you.

What might Ronaldo be if he didn't have the blessing of Isco and the mighty Casemiro midfield formation!

I looked into your account along with some of the work you did on the dribble, and I said myself that if the design industry had a Christiano, it would've been you. I know you've been at {current company name} for only six months, and this may be a poor time to reach out to you, but I've decided I'm going to take a risk.

We're hoping to fill our clients' design team with a fantastic role. Will you be accessible for a short chat about this?

Best regards,


7. Using a shared connection to email a new prospect

Subject: Introduction from {Connection’s Name}

Hi, {Prospect’s First Name}!

{Connection’s First Name} recommended that I reach out.

I recently helped {Referral Company’s Name} hire for a very similar role to the {position} that you are currently hiring for. I'm trying to get in touch to see if you'd be willing to a short conversation to see if I could give you the same service?

With my availability, I'm flexible. Let me know when's a convenient time for you.

Kind regards,


8. Outreach acknowledging past performance and social information

Subject: {Name of the prospect} we are here to help!

Hi, {Full Name}!

I found that you had a job open for <position name> for a couple of weeks.

We've assisted <company name 1> <company name 2> and <company name 3> fill similar roles throughout the past, and I'm getting in touch to see whether we can help fill your available roles.

I have two applicants that fit your job requirements. Will you be open to a call this week to know more about our service and see if we can assist? Let me know a suitable time for you, so I can arrange a call.



9. Follow up emails for candidates

Subject: {First Name} expecting to hear from you

Hi, {first name}!

Last week, I reached out to you. I can’t imagine how busy you are now. I would still like to talk or have a chat with you about our available senior engineering positions. Are you free to talk for like 15 to 20 minutes this week? Maybe we can chitchat about it.

Kind regards,


10. Sales follow up emails for agencies

Subject: Last chance, {first name}!

Dear {first name}!

I'm following up one final time in case you overlooked my previously sent emails.

Our projects have yielded more than $100 million in sales across several B2B tech companies. Are you keen to hear more of how we can help {name of the client’s company} do the same thing?

Just give a reply if you're here, and we can set up a short discussion.

Warm regards,


To learn more about follow up emails, click here! In addition to that, you can automate your cold emails using OutReachBin campaigns.

Boost your email replies by up to 200% with smart campaigns by OutReachBin. Give your hands some rest while we manage your email game. Feel free to reach out to us anytime, and we will be more than happy to assist you.