How To Write A Cold Email That Actually Works: 6-Step Tutorial (Updated)

‘’Depending on your industry, average email open rates vary from 15.22% to 28.46%.’’

Cold emails have the power to capture prospects’ attention and if you’re not receiving the results you should receive from such a medium, then you need to reconsider your cold email actions again.

So, how to write a cold email that can actually get you results?

It’s a myth or rather a wrong saying if you hear that cold emails are effective because the open rates and click rates and even to get the prospect to read your email is impossible.

Think of it in this way, when you solve a puzzle, the main agenda here is to not just fit all the pieces, the focus here is to fit all the pieces in the right manner, this is exactly what cold email is all about.

We are confident that cold email will work and want to show you the same by guiding you towards the right steps to get started with it.

What to expect in this article?

1 . Meaning of cold email

2. Perks of cold email on your business in 2020

3. Top strategies to apply when conducting cold emails 

4. Top 6 ways to write a cold email that will revert with positive replies

5. Top cold email software to get started

Let’s get started.

Meaning of cold email

Cold emails are the emails you send to your prospects for a purpose. The purpose could be anything from educating them about your brand and the product they sell, informing them how your product can cater to their needs or solve an issue they have and more.

Cold emails are effective because even today multiple brands use this method, ‘’Eight out of 10 prospects want to talk to sales reps via email over any other medium.’’

Cold emails were considered to be looked down upon because first it was a traditional method and secondly the rise in social media was thought to overshadow other communication methods being used to engage with prospects.

This isn’t in the case with cold emails.

Interesting Read : The Complete Cold Email guide that will work in 2020

Cold emails are used even today for multiple reasons. They haven’t lost their touch because there are reasons why their existence matters even in 2020 and the years to come.

The best way to understand about cold emails is to completely analyse how its impact can take place in your business.

Perks of cold email on your business in 2020

1. Let’s you reach prospects in the platform they use the most

Emails are used at all times. In the business front, emails are used as a great way to schedule meetings, introduce yourself, and multiple other reasons. Emails are a great medium when it comes to communicating professionally. Today emails are checked more because as the reasons stated, brand owners or managers will expect some emails which can interest them.

For instance, emails could be for partnerships, to engage and sell together, and more. 

2. Reaches a wider audience with one click

If you’re conducting cold calls, you are reaching out to just a minimum number of prospects a day but with cold emails, this isn’t the case. You will have a list of your potential prospects who are the right fit for your business, hence with just one click, you can send all of them your cold email instantly.

It is easy, covers a wider audience, and helps you cater to the right audience on time. 

Interesting Read : Cold Emailing Tools: Best 16 of All the Times

3. Simple communication platform

Cold emails are not sent in huge stories. They are simple and to the point. When the prospect receives the cold email and views it, they understand what the agenda of the email is which helps them conduct their actions. You don’t have to write long statements or crowd your space with multiple information, with cold emails, the communication is relevant and to the point.

4. Creates curiosity that makes prospects revert

As stated earlier, when you send cold emails the content is always simple and to the point, this is a great sales strategy as it creates a curiosity in the minds of your prospects. They will be compelled to know more and that’s how their engagement and yours start to happen back to back. 

Cold emails do a great job of capturing the prospect’s attention and making them revert to your brand to learn more.

5. Functions better lead generation practices

When it comes to lead generation, cold emails can be your go-to tool. As stated in the previous point, cold emails work like a charm when it comes to capturing the prospect’s attention and drawing them towards your brand to learn more. When you send such cold emails that compel prospects to learn more about what you have to offer, lead generation starts to take an immediate turn towards your route.

6. Creates brand awareness

As stated earlier in the meaning of cold emails, this technique helps your prospects to understand your existence. Your prospects are informed about who you are, how you can help them, and why your existence is something they should look into. Brand awareness is important as when regular cold emails are sent to serve this purpose, selling takes on an easy route.

It is easy to get started with cold emails, when you have the right strategies in place, luckily for you we have covered the best.

Top strategies to apply when conducting cold emails 

1. Focus on creating your cold emails with a conversational tone 

Your cold email needs to sound comfortable and not like a sales pitch. The whole point of sending an email is you are trying to get your prospects to invest in your product, making them understand that your product has what it takes to solve their issues or needs. This can only happen when you try to make your prospects feel the same.

The best way to do this is to speak in a conversational tone. Yoru conversational tone doesn’t have to be so friendly, it can hold the professional touch as well. Ensure that your prospect reads your cold emails, they should be able to understand the agenda of the cold email. 

2. Be straight to the point

As you can see in the image above, you understand that this is a guest post request email and the sender wants to guest post for the brand that the receiver is also writing for. It’s this simple.

Your cold emails are not supposed to have long paragraphs speaking about your brand, your product, your team, and more. Remember the purpose of your cold emails which in this case is capturing leads. Write your cold email in such a manner where you are able to explain why you are contacting them, what benefit they are receiving, and how they should learn more about what you’re offering them.

Keep the language simple with easy to understand statements.

Interesting Read : Cold Email Tips: 5 Ways to Take Emails from Boring to High-Converting

3. Showcase authority

When you’re sending your cold emails, always ensure that your name is on the email address, your photo is shown and conduct more other actions where the prospect is able to understand more about you. This creates a sense of authority and keeps the process more professional. 

The example above where the name of the sender is shown, position, and the photo is displayed which adds the personal touch.

4. End your cold emails with a question

Do you know a great trick to get your prospects to revert to your emails? Add a question. For instance, if you have sent an email where you’re discussing the issues the prospect faces, you could end the email with, ‘would you like to see a demo of how our product can help solve your issue?

You can use such statements which will compel your prospects to revert. Doing this will give you the opportunity to engage with them once again and convert their interest more towards your product. 

5. Conduct regular follow-ups

Follow-ups are nothing but sending emails to your prospects to seek their action on the emails they have received from you. It is just a reminder to your prospect to make them conduct an action. For instance, if you have sent an email to your prospect asking them to join a demo session to understand your product and they have not reverted to you, you can send another email.

That email will be a follow-up reminder to conduct the action. There are multiple reasons why a prospect wouldn’t return your emails, it could be because they are busy or they forgot and more. Follow-ups are a great way to remind them about your email and your brand. But do remember don’t send much follow up emails, it will annoy them, instead just send a maximum of 2 or 3.

6. Be regular when you’re sending cold emails

If you’re going to send your cold emails thrice a week at 9 am, ensure that you send it all the time in this manner. It is important that you are consistent with your emails. For instance, you can’t send one cold email and then send another follow-up email after two months, you need to fix a schedule and conduct your cold emails accordingly.

For instance, you could do your follow up every alternate day in the week, you could send your cold emails every Monday or Wednesday and more if needed.

Now that you have the strategy, let’s quickly get you going on how you can create the best cold email.

Top 6 ways to write a cold email that will revert with positive replies

1. Work on your ‘From’ line

You’re from line matters because that is what your prospects will see when they receive your email. Your ‘from’ line needs to have an email address that helps your prospects understand who you are, you can either use your full name, company name, designation so that they are aware of whom they are communicating with.

Avoid using email addresses that don’t give a description of who you are because such emails will be considered as spam or suspicious and will be avoided.

2. Focus on creating a good subject line

‘’Including the recipient’s name in the subject line can increase your open rate by 22.2%.’’  A good subject line does the work of taping your prospect’s interest in the email. When you send an email after the ‘from’ line the next thing that will trigger your prospect’s attention is your subject line.

As the stats show, you can use your prospect’s name to draw attention or write a benefit of the prospect so that they are compelled to see what the email is all about.

The brand Woodpecker has shared some examples for you to get started with

  • {{FIRST_NAME}}}, there is a more efficient way to do X
  • I have an idea on how to improve your X
  • Have you thought about switching X?
  • Want to scale up X at {{COMPANY}}?

3. Keep your email introduction hooked 

Your next attraction should be the introduction of the email. This is vital because here is when your prospects will understand why they should read your email, why you’re addressing them, how you can help them, and more. Keep the introduction small, crisp and to the point, refrain from exhibiting your brand the most, speak more about the benefits you want to give them with your solution.

This example can help you get started:

4. Exhibit the value prospects will receive from you

Value is what comes in the mind of your prospects. Now if you want your prospects to invest in your brand, the next reason should be what they are receiving in return, and this is exactly what will hook your prospects in your email. When they see the value they receive from their action towards your brand, they are bound to revert to you.

Ensure that you’re expressing your value, not as a sales pitch and it should be more personalized. Speak more about your product benefits rather than the features.

Interesting Read : Problems with Cold Emails & How to resolve it?

5. End the cold email with CTAs

You now have to make your prospects conduct a quick action such as scheduling a call with you or giving their details and more. This will help you understand that they are interested in your brand and would like to continue further.

6. Enhance your cold email signature

This is an important step you need to conduct as you end your cold email activity. Your prospect should be able to look at you or your brand up so that they can research and understand you better. For this to happen, ensure that you state the right information such as put an image of you, mention your website, contact details, and office address and also do use an HTML signature. 

This example can help you:

It’s now time to put all the information you’ve learnt above into action, there are multiple email solutions available that can help you get started with cold emails, we’ve covered the top ones just for you.

Top cold email software to get started

1. OutreachPlus

How to Write a Cold Email

OutreachPlus is a cold email software solution that focuses on sending personalized cold emails that can help get replies. It helps users to generate leads, build strong relationships, and conduct automated follow-ups. OutreachPlus offers tons of features whose existence can add value to your email activities. 

Best features of OutreachPlus:

  • Conducts automation for your tasks such as follow-ups hence ensuring that your time is being saved for repetitive tasks
  • Exports all information to your CRM with ease
  • Provides email templates to choose from
  • Integrates with the top tools
  • Provides automatic reply detection


  • Checks prospect temperature and send emails at the right time to help you get better results
  • Runs A/B testing to help select the best emails
  • Conduct campaign actions with email experts


Solo- $11/month, Multi user- $24/month, Agency- $54/month

G2 Ratings:


2. Rebump

How to Write a Cold Email

Rebump is another cold email software that aims at automating your email follow-ups and also to get your emails answered the best way. You can use this application in your Gmail and Google Apps as well as the other applications as well. You can install the Rebump extension to your browser before you get started.

Best feature of Rebump:

  • Sends friendly follow up messages
  • Sends custom followup emails at set intervals
  • Let’s you monitor the progress of each email


  • All email activities can be tracked and analyzed with your Rebump account
  • Conducts your email activities by first monitoring your email thread first


Unlimited- $5/month, Unlimited Pro- $ 12/month 

Capterra Ratings:


3. SalesHandy

How to Write a Cold Email

Saleshandy is another cold email software that helps to turn your emails into a growth engine. Saleshandy is being used by multiple businesses in order to track and analyze email outreach. Saleshandy lets you also get started instantly with its extension list. All your email activities can be conducted in one place without the need to switch to any other application.

Best features of Saleshandy:

  • Conducts auto follow-ups
  • Provides email tracking for Gmail and Outlook as well
  • Provides email templates and email scheduling
  • Offers mail merge feature as well


  • Let’s you save frequently sent emails so that you can share to your teammates
  • Lets’ you increase email reply and open rate up to 10x more


Free plan, Regular- $7/month per user, Plus- $16/month per user, Enterprise- $40/month per user

G2 Ratings:


4. AutoPitch

How to Write a Cold Email

Autopitch is another cold email software that helps you to send personalized automated follow-ups in order to build warm relationships with your cold prospects. This email solution is the perfect fit for small businesses.

To get started on Autopitch all you need to do is find your target audience on Linkedin with this application’s free chrome extension, collect their contact details, and get started to cater to them.

Best features of Autopitch:

  • Provides a straightforward and user-friendly interface
  • Conducts follow-ups on the basis of prospect behaviour
  • Gives insights on how many times your emails have been opened
  • Let’s you manage your meetings with the Web App


  • Makes use of email scheduling to always reach the prospect’s inbox at the right time
  • Conducts automated follow-ups as well
  • Provides two-way email sync


Launch- Free plan, Growth- $19/month, Premium-$49/month

G2 Ratings:



How to Write a Cold Email also acts as a cold email software solution. Apart from other lead generation activities, also has a dedicated section for email activities. Their main focus is to help close more deals. It also lets you track your emails no matter whether you send it more out or receive it in your inbox. 

Best features of

  • Provides complete email conversation history
  • All email messages are synched no matter which device you use to send emails
  • Provides real-time insights at all time
  • Provides email drip campaigns for sales teams
  • Conducts bulk lead enrollment 


  • Conducts advanced email tracking
  • ‘Undo Send’ option is available for users 
  • Snooze emails that can help you reply to emails later


Starter- $25/month per user, Basic- $65/month per user, Professional- $95/month per user

G2 Ratings:


The Bottom Line…

Cold emails will continue to suit any kind of business in the current market scenario and even when it changes accordingly.

Luckily for you, you don’t have to worry about getting your cold emails being conducted in the wrong way because everything you need to get started with this medium is provided in detail above.

Before you head away to get started, let’s quickly summarize what we’ve covered:

  • The meaning of cold email
  • What benefit your brand would receive if cold email implementation is present
  • The top strategies to help you get started on cold emails better
  • The top ways on how to write a cold email which will enhance your open rate results
  • Top cold emails softwares that you can use to get started with this process

So tell us what did you think of this article? You could also share your opinion on the same.

Also, to read more such helpful topics that can enhance your business actions better, do watch out for OutreachPlus regularly.

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