Prospecting Email Templates

Browse best-performing sales prospecting email templates for first-touch cold outreach to new leads - built on the principle that every email must answer four questions: why you, why now, why this matters, and why them.

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43 email templates
[[Company Name]] [[Service]]

Hey {{first_name}},

I wanted to reach out and give you a heads up that I’ve been loving the [[your service medium]] coming out of {{company}} these past few months. I can appreciate great [[your service medium]] when I see it 🙂

Just shared your recent [[post, project, design, rebranding work, app, etc]] about [[xyz]] with my audience on Twitter and I also mentioned the platform as a great resource in one of my recent blog posts [link] and in my highly trafficked blogging courses.

The other reason I’m reaching out is because a large part of my business is working with brands like [[reference any relevant past clients or even full-time gigs]] and others to help scale [[your core service offering]].

Would you be up for chatting about {{company}} [[your core service offering]] or connecting me with someone else on your team if that’d be a better fit?

[[Your Name]]

P.S. Here’s where you can read more [[link to portfolio page if possible]] about my process and the clients I’ve worked with.

Sales Prospecting
Why RuffArmor's missing (on Google's first page of search results)

Hi {{first_name}},

Did you know your website isn't visible on Google's first page of search results? Even though you have popular keywords on your website.

This problem could be due to several reasons, like your site's key phrases aren't very competitive or site pages aren't performing on searches.

Not having that visibility is losing you money every month.

SEO Incorporated found that having competitive SEO phrases are key to getting your site on Google's first page.

Those phrases were linked to growing your business 73%, resulting in an average of $15,000 for companies surveyed.

In other words, if your pages and SEO are set-up properly, the very people you want to attract to your business will find you.... on their own through organic (i.e. free) searches. So your budget is free to focus on other avenues like video customer testimonials, new product lines.

Interested? Hit reply for your free website audit report.

Looking forward to hearing from you.

Best,
[[signature]]

Sales Prospecting
Marketing priorities

Hi {{first_name}},

As we look to 2017 our marketing department has a lot to think about and prioritize. Where to spend their budget? How many events to attend? How can they maximize our existing lead database?

Since so many of the companies we work with are asking themselves the same questions I thought you would appreciate a couple of articles on building on those strategies:

- How Our Team Got Started With Lead Nurturing
- How to Staff a Small Marketing Team to Achieve Stellar Growth
- Achieving Great Marketing Goals

How are you planning to use social media to help you hit your marketing goals this year, {{first_name}}?

Let me know if you're interested in chatting. It'll only take 15 minutes.

Thanks!
[[signature]]

Sales Prospecting
App performance issues

Hey {{first_name}},

We've been hearing from several existing Keyace's customers that they've been experiencing significant application performance issues recently. We can imagine your team would be getting frustrated if that's also happening at Linecom!

We've developed our solution to support leading enterprises such as Unalax, Zamlax and Dunder Mifflin with stability, security and reliability in mind so you won't have these problems with Domcam.

Are you available early next week to discuss why companies like Codelux, Quotabar and Drillfan moved from Keyace to Domcam this year? If not please let us know when's best to reconnect.

Best,
Rose

Sales Prospecting
Awesome posts on CRO

Hey {{first_name}},

I saw on Twitter you’ve been sharing some awesome posts on conversion rate optimization.

Recently I spotted these two super helpful posts and just wanted to share them with you:

[[Link 1]]

[[Link 2]]

Would also be happy to share a little about our conversion rates at Sumo if you’re up for it?

Cheers

[[Your Name]]

Sales Prospecting
Email marketing at {{company}}

Hey {{first_name}},

Dean from Sumo here. Hope you don’t mind me reaching out :)

We help businesses like [[Client 1]] and [[Client 2]] to grow their email lists and traffic.

I’m curious who might be best to speak with about email marketing at your company?

Cheers,

[[Your Name]]

Sales Prospecting
Impressed by your Yelp reviews

Hey {{first_name}},

I saw you on Yelp and was impressed by your 4-star rating for home care.

We help home care businesses increase revenue by 50%.

Love to send you our top 10 ways to do that.

Is this the best mailing address for you?

[[address]]

Sincerely,

[[Your Name]]

Sales Prospecting
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Frequently asked questions

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A first-touch prospecting email goes to someone with zero awareness of you. Every sentence must earn the right to the next one. Unlike a follow-up or re-engagement email, you can't reference a prior conversation or shared context. You're starting from scratch, which means the first line needs to prove you've done your research, and the rest needs to show why the recipient should care right now.

When you have no trigger event, assert a pattern about their segment. For example: "Companies scaling from 5 to 15 SDRs typically see coaching quality drop." This establishes credibility and relevance without requiring personalization data you don't have. A good template gives you this opening structure, then leaves room for you to fill in the specifics about the prospect's situation.

Start from your best existing customers: short sales cycles, high contract value, low churn. What do they have in common? Use those attributes (industry, company size, growth stage, tech stack) to build a lookalike list. If your templates are going to prospects who don't match your best customer profile, volume won't compensate for poor fit. Prospecting is a targeting exercise first, a writing exercise second.

Each email presents a completely different value angle. Email 1: assert the core problem plus a direct question CTA. Email 2: shift to an alternative benefit plus a referral CTA ("Who on your team owns this?"). Email 3: introduce a strategic angle plus a simple question ("How are you handling this today?"). Never repeat the same argument across emails. Three total, and each must stand alone.

Sending 20-49 cold emails per day per account produces a 5.7% reply rate, 27% above the overall average, according to Hunter's State of Email Outreach report. Going above 100 emails per day hurts both open and reply rates because email service providers expect human-like sending volumes. Protect deliverability first, scale second.

How to write a cold sales email template?

  • Write subject lines like a real person. Provide a quick overview of your email content, keep it short and simple. You can even ask a relevant question or mention a mutual connection in your subject line.
  • Create a perfect opening line. Make your prospect interested in reading your sales email from the very first line. Explain the context of your email shortly, build the trust, or refer to someone or something they already know.
  • Keep your email short and easy. A good sales email provides additional context on who you are, clarifies the problem you’re solving, and highlights the benefit to the prospect.
  • Include a powerful CTA. Create a single and powerful call-to-action that will be clear to your prospects.
  • Don’t forget about your signature. Besides a typical signature where you mention your name, company, and website, you can add a link to your latest case study, video, or webinar recording.

Read more: How to Write a Cold Email That Converts (Without Being Pushy)

How to write sales email subject lines?

  • Make your subject line personal. Mention the prospect’s name, company, or offer relevant to them. Write subject line like a real person (even if you automate your outreach), double-check if you don’t have brackets showing form field labels, extra spacing, or the wrong name in a subject line since it all show an apparent lack of care.
  • Ask questions in your subject line. Having a relevant to your prospect question can dramatically improve your open rates; you just need to intrigue prospects with the content behind your subject line.
  • Keep subject lines short. Best subject lines have something in common - they are short and straight to the point. It’s much easier to catch prospects’ attention this way. Besides that, it’s important to keep subject lines short because they will get cut off if they are too long, especially on mobile devices.

Read more: How to Craft Perfect Cold Email Subject Line

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