How to Write a Cold Email That Gets Opened, Read, and Replied To

Email marketing can be a great way to connect with potential customers and clients But getting your emails opened, read, and generating responses is easier said than done – especially when emailing someone you’ve never contacted before, also known as a “cold email”

Crafting an effective cold email takes strategy and finesse. You need to grab the recipient’s attention, provide value, and motivate them to take action all while overcoming the stigma of being an unsolicited message.

In this comprehensive guide I’ll walk you through my proven six-step process for writing cold emails that get opened, read and replied to. Follow these tips and you’ll be well on your way to more sales conversations, customer meetings, and closed deals from your outbound email efforts.

Step 1: Optimize the “From” Name

The first thing your email recipients will see is the name in the “From” field. This makes it crucial to get your “From” name right, as it will set the tone for how your entire cold email is perceived.

Here are some tips on optimizing your cold email “From” name:

• Use your real first and last name – This builds familiarity and trust. Generic names like “Sales Rep” will likely get deleted.

• Include your company name – This provides context on where the email is coming from.

• Keep it simple – Avoid using job titles or extra details that will clutter the “From” name.

• Be consistent – Use the same “From” name for all your cold outreach emails. Changing it around looks sketchy.

The right “From” name shows recipients that a real person is reaching out, not an anonymous spammer. This makes them more inclined to open and read your email.

Step 2: Craft an Irresistible Subject Line

Your subject line is key for getting cold emails opened in the first place. With inboxes flooded daily, you only have a few words to grab your prospect’s attention.

To write cold email subject lines that work, incorporate these elements:

• Personalization – Include the prospect’s name, company, or other unique details. This signals that the email is tailored for them.

• Relevance – Reference something that matters to the prospect – their industry, business goals, challenges. This indicates you get what they care about.

• Value – Convey the tangible benefit the prospect will receive by opening the email. Curiosity-sparking questions work well for this.

• Simplicity – Keep the subject line short, scannable, and focused. Rambling subject lines will get overlooked.

• Originality – Avoid overused phrases like “Quick Question” or “Business Opportunity”. Stand out with creative phrasing.

Here are some cold email subject line examples that apply these criteria:

• Hey [First Name], how’s lead generation at [Company]?

• [First Name], I ran across [Company] and had a thought

• Quick question for [Company]’s [Job Title]

• An idea for increasing [Company]’s website traffic

Test different options to see which subject lines spark the most interest from your particular prospects.

The opening sentences of your cold email are crucial for setting the tone. This intro needs to grab attention, demonstrate relevance, and provide context on who you are and why you’re reaching out.

To craft an introduction that gets read, focus on:

• Being human – Share a brief personal detail to connect on a human level. This builds rapport quickly.

• Complimenting them – Point out something you admire about the prospect or their company. A little flattery goes a long way.

• Establishing common ground – Note any connections you share, like similar roles, employers, interests, locations. This helps you relate.

• Explaining why you’re contacting them – Provide a specific reason that shows you didn’t email them randomly.

• Transitioning into your pitch – Bridge from the intro into previewing the value you have to offer.

Here are some cold email introduction examples that incorporate these strategies:

• Hi [First Name], I noticed you just joined [Company] as head of marketing. Congrats on the new role! I know how tricky it can be getting up to speed at a new company, especially with ramping up lead generation quickly. I’d love to see if my team at [Your Company] can help you meet those demands…

• As a fellow marketing manager in [Industry], I loved your last post on [Relevant Topic]. You really hit the nail on the head! I wanted to reach out because I think [Your Offer] could be a great solution for [Their Problem]…

The right introduction engages recipients by showing you “get them”, setting the stage for the rest of your message.

Step 4: Make Your Value Proposition Crystal Clear

Now it’s time for the meat of your cold email – explaining your offer and its benefits. This is where you need to clearly communicate how you can provide real value to the prospect.

Some tips for crafting compelling value propositions:

• Keep it concise – Get right to the point instead of rambling. State your core offer and its key benefit in 1-2 sentences.

• Focus on them – Emphasize how your offer solves a problem or adds value for the prospect, not just what you do.

• Use relatable language – Don’t rely on complex jargon. Explain your offer using simple, conversational terms.

• Provide social proof – Back up your claims with evidence like customer testimonials, case studies, or examples of past results.

• Make it personalized – Tailor your language, use cases, and benefits to resonate with this specific individual’s role, company, interests, and pain points whenever possible. Generic pitches are less compelling.

• Add a sense of urgency – Creating a time-limited offer or scarce opportunity motivates quicker response. But don’t overdo pressure tactics.

Here are some examples of value propositions that follow these best practices:

• I noticed on your website that [Company] still isn’t leveraging shopper conversion optimization. We’ve helped similar retailers increase online sales by 25% in under 3 months by implementing personalized on-site experiences for every visitor. I’d love to show you how we can do the same for [Company].

• [First Name], I saw [Pain Point] is still slowing down productivity at [Company]. Our simple app shaves hours off the time teams spend on [Pain Point] each week by [Your Solution]. I think it could really move the needle for your [Role]. Would you be open to a quick call to discuss?

Boiling down the core value your solution offers is what convinces cold prospects to learn more.

Step 5: End with a Clear Call-to-Action

Don’t leave cold email recipients guessing what you want them to do next. Close your message with a strong call-to-action (CTA) that provides clear direction.

Some tips for crafting effective cold email CTAs:

• Make it easy to act – Give a simple, low-effort next step like scheduling a meeting, requesting a demo, visiting your website, etc.

• Use action words – Opt for decisive verbs like “connect”, “set up”, “reserve”. Avoid passive language.

• Limit it to one ask – Don’t overload with multiple CTAs. Keep the path forward focused.

• Consider soft CTAs – For cold outreach, soft asks like requesting feedback may convert better than hard sells.

• Add a deadline – Giving a timeframe for action adds urgency. But again, don’t overdo high pressure tactics.

• Personalize it – Directly address the recipient and tailor the phrasing around their role, goals, pain points to enhance relevancy.

Some CTA examples that apply these strategies:

• Feel free to check out our case studies at [Your Website] to see the results [Your Company] has driven for companies like yours. If you’d like to discuss further, I’m here to answer any questions!

The right call-to-action seamlessly moves cold prospects from your email into taking the next step with you.

Step 6: Include an Email Signature

Don’t forget to close your cold emails with a professional signature. This provides vital contact information and resources in a tidy, branded format.

Elements to include in your email signature:

• Full name – So they know