Cold Email Template: Your New Guide

- 16 minutes read

From time to time – sometimes even too often – it happens that you or your company must send emails to people you still don’t know. Right there is the first sign that you might be in need of a cold email template.

Many people get scared when they head the term Cold Email. But do you actually know what it is?

A cold email is simply an unsolicited email, or in other words, an email your recipient haven’t sign up for receiving. But it’s not bad at all and you probably receive many in a regular basis. Sometimes you will find it in your spam inbox. Other times, in your regular inbox. The important thing is to understand how important they are in the prospecting market. It is important because it spreads your message to new people, so you will get more known in your market and – if your product/ service gets real value to prospects – more customers.

However, you must be careful not to bother your recipients. People receive tons of email everyday and relevance has become the word when it comes to messaging. No one wants to receive invaluable material, and if they do, it will probably sound bad for your business. You wouldn’t believe how many companies have lost their share in the market because they slowly became irrelevant.


So this is why cold email templates have become a thing, you know? They help you be more assertive and get right to the point. So you don’t have to be alone while facing email challenges.


But before we start, it must be clear that you must present some important aspects in your email, such as:

• Good timing – no one will wait too long for you, be proactive and gain their respect;

• Purpose – you must know why you’re sending your message:

1- What do you want?

2. Is it for finding new clients?

3.Are you seeking a job opportunity?

4. Are you selling already?


These two main points should be enough to get started. After that, you must pay attention to the content your message is going to have. This will make your cold email template even better.

• Start with a great subject, being brief and outside common messages. Try your best to empathise and make a title that would make you open the message if you were the client.

• Mind your language. Always keep polite, even though you can make a few jokes sometimes. Also avoid passive tones.

• Give your recipient some time, don’t message them everyday. Otherwise they will lose respect for your brand and ignore it.

• Personalise, no one likes receiving a message which wasn’t crafted directly to them. People are smart enough to see the difference.

For instance, below you can see a template below, which can be used to get in touch with people within companies you want as clients.

Hey, [First_Name]!

How are you? I have heard of your company in [Event] - which was a great [Event_type]. [Another personalised phrase about the event just cited].

I see [Company_Name] is going well with business, but how about we make it even better?


>>>> Time for action, you can make use of phrases, such as: [Shall we become friends?]; [May we hangout sometime?]; [How can I make myself more useful to you?].

I will be waiting for your response.

Best wishes,


The actual message would be somewhat around this:

Hey, Claire!

How are you? I have heard of your company in a Forbes post - which was a great advertising for your company. Congratulations! I am so glad that you made it.

I see Gainful is going well with business, but how about we make it even better?

May we hangout someday? If you have some time for a coffee, it would be great to know more of which issues you still have and how we can make the most of your results.

I will be waiting for your response.

Best wishes,


Also, there are many tips you can use in order to get even better results with your work. These information are essencial in order to understand in the better way how you can communicate with your target and also how they want to receive communication. Here are some:


Do not ramble – don’t play with your customer’s time.

Nowadays, no one is going to spend too much time reading an unknown person’s email. If you’re not going straight to the point, rewrite your message.

Right below you can check a bad example of email. It’s plain, doesn’t have any hierarchy and – let’s be honest – it is boring to the core.

Hey, Sarah! 

My name is Jose. I am a Marketing Executive at ReplyUp. We’re launching this new software platform which will improve your control over follow-up emails. It is an extension to Google Gmail (and also works with Google Gmail Inbox) which helps you manage your cold email template and messages with simplicity and get more outreach - and answers.

Let me explain to you how it works: we built it in a way it can be easily downloaded on our website (or even on Google Chrome extensions website, which is a page filled with extensions to make your navigation even better, you should probably take a look at other extensions as well, so you can make the best use of your email).

I am contacting you, although we have not connected before (sorry for that), because you seemed to be the most suitable person in your company to talk about it (as I have seen in your LinkedIn profile).

Make it as simple as possible to the person who is going to deal with your invoice. Give them a perfect document, with all needed information an with a contact number, so of course, they will be able to get in touch with you in case of any problem. Information such as email, your product or service, and even cold email template description in detail, date of publication and the total price should be definitely highlighted at the end. So it will become easier to scan.

Be aware of timing as well! Avoid following-up in the edges of the week (e.g. Monday or Friday), or too early in the morning, because you message might be easily ignored if your recipient gets it in a very busy time. Always be kind to them and don’t play the collector, no one likes to be reminded every other day of how much they owe you.

Ok, it was clarifying, but you will probably still need some further help in order to write and send your specific follow up. Don’t be scared. Every different situation will require from you some distinct data and you will learn extensively while you get in touch with people. So let up see which are the Dos and Don’ts to give you a full assistance.

No one will be sitting on their desks all day waiting for your contact. If someone does not remind of you, they will probably talk to a competitor of yours. For every follow-up and cold email template you’re going to do. Don’t forget to be quick. Do not take more than a day or two to do it and you will always be fresh on your customer’s mind.

Make your target feel like they are special (and they are after all, aren’t they?) and use specific information which will make your message stand out from any other.

If you’re the right person, would you have 15 minutes next week so we can talk about cold email template and follow-up emails?

Also, if you’re not the right person, is that any change you can put me in touch with the right peer of yours?

I thank you so much in advance for your time.

And let me know if you need some further information.

Kind regards,


You wouldn’t read this email. Would you?

Neither would I. Don’t take your customer’s time for granted, it will only affect you and your company when he/ she feels that you are dispensable.

Instead, try to focus on what is strictly important. One great way to

Thanking to get more empathy of your customers

People are busy – I have probably said it before – and there are also many important things going on in their head. So if you want they to remember you, you must to a little further and try to be present more than average.

One great way to do that and to also get their loyalty and sympathy is to thank them for things, which can be:

  • Milestones you accomplish together;
  • Things they’ve done for you and they didn’t have to;
  • Meetings you had together;
  • A phone call;
  • And so on…

It shows that you’re willing to make things work and that they can count on you. Here’s a cold email template that illustrates how you can contact prospects – and even clients.

Good morning, Michael,

Thank you very much for your time yesterday. Our conversation about the lead generation strategist position with LeadRipple.

 I was so pleased to meet you and your knowledge in this B2B area made me even more interested. I just want to say that after our meeting I am feeling very confident that I have what it takes on what concerns skills and experiences. It makes me so happy to think about the possibility of joining your team. If you'd be kind enough to follow-up with this process, that would be really great.

 In case you need any further information to help you with the hiring process, please feel free to contact me via phone or email.

 Once again, thanks! And I’m looking forward to hear from you soon.

 Best wishes,

 Jose Matos.

Lead your recipient

Alright, you have your cold email template, but will an answer be the only way your prospect can interact to you? It might be, of course, but you can also add new options, such as a button, a question, and even a link to a web page or landing page. This is gonna increase your chances of interaction and give better rates to your company as well.

Don’t ever just finish an email and send it. Try to think as if you were your customer and understand what would be the next obvious step he or she would take. Only then you will be closer to achieving better reach.

Analyse your cold email template and try to improve it

Analyse what works and what doesn’t in your mail campaigns. Identify mistakes, patterns and use them in your favour. Every single bit of information might be useful, so don’t take things for granted just because they seem tiny details to you. Actually, the smallest detail tends to be the best future insight.

Cold Email Template Pro Tip | Email Spam Checker

Would you like to know which emails look better to people? There’s a simple way to do it and it’s called MailTester. This is how it works:

cold email template

  1. Go to their website and copy the generated email address (don’t refresh the page);
  2. Write your message, copy and paste it inside MailTester – don’t forget to include the subject line.
  3. Send the message to the test email generated earlier.
  4. Go to the website of MailTester and click to Check your score. Then you’ll be able to see your results.

So, which of these tips did you find more interesting to apply in your company? Also, did you like our templates? Let us know on the comments, and please share ReplyUp content.