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Cold Email: Everything a Salesperson Needs to Know

Cold hard fact #1: Most cold email ROI sucks.

Sales reps and managers are frustrated by the fact that today’s average cold email response rate is a lousy 1%. You spend 13 hours a week sending 180 emails to prospects, leads, and customers, and all you can drum up is 2 responses.

Cold hard fact #2: 86% of business professionals prefer communicating with you via email, not phone.

You’re competing for space in the inbox of your prospects, leads, and customers. While it may seem that your contacts are playing roulette with their inbox, you and everyone else is fighting to be one of the 10 opened emails out of the 121 your contact receives every single day.

Cold hard fact #3: You’ve never used Veloxy’s Cold Emailing Guide to improve open, response, and win rates.

For years, high-performing salespeople at Fortune 500 companies have used our cold emailing blog posts and ebooks to optimize their outreach. Now it’s time for you to do the same thing and become the sales champion that you and I both know that you are!

All you need is this single cold email guide. Click the links in the table of contents 👇 to skip to the chapter of your choice, or read this post from top to bottom.

Just be sure you print and bookmark this blog post so you can take it with you wherever you go, wherever you sell. And share it with your sales colleagues. They’ll thank you for it.

Research on Cold Emailing

photo of a salesperson sending cold emails

Did you know that you and I share something in common?

At one point in our sales career we both thought to ourselves, “Cold email does not work.”

Then something amazing happened… We got an email reply, created a new opportunity in Salesforce, and eventually closed the deal!

Both of us then sat back and thought, “Why can’t cold email be like this more often?!

Here’s your positive affirmation for the day: Cold email does work.

Below are some more cold hard facts about cold email that will encourage you to not just finish reading this guide, but to spend a little more time honing your craft.

  • Personalizing the subject line increases open rates by 22%
  • Personalizing the body of the email increases response rates by 100%
  • Segmenting / targeting your email list can double your open rates

Key takeaway from these 3 cold hard facts: Don’t appear to be a cold email.

Here are some helpful articles with more statistics that support cold emailing:

Let’s get down to business, shall we?

In this cold email guide, we’ll touch on everything that supports these facts. We’ll only share that which is valuable and relevant to salespeople. We’ll show you how to craft engaging emails that are specifically personalized to your audience. We’ll also show you how to write email copy that is natural and captivating, and we’ll give you guidance on the best days and times to send out your cold emails.

After that, we will delve into creating cold email templates that significantly boost your open rates. So buckle up and prepare for everything you’ve ever wanted to know about cold emailing—plus much more.

But first, what exactly is a cold email?

What is Cold Email?

It’s really as simple as it sounds. When you have zero contact history with a prospect, lead, or new contact at an account, and they have not initiated contact with you, any email or series of emails you send are considered COLD.

Cold is a descriptor for the status of your relationship with the email recipient. The goal for all cold emails is to establish a connection and start a conversation, thereby creating a WARM relationship.

Of course, the reason doesn’t have to be related just to sales. Cold emails are useful for other things too, including recruiting and networking. For those who work in sales however, you don’t need any more convincing of the effectiveness of a good cold email campaign. As we mentioned earlier, a lot of entrepreneurs have actually found success by launching startups and building careers on little more than cold emails.

There are two important tips to remember about cold emails.

  1. cold emails are not SPAM, HTML-laden messages that attract deletes and find their way into junk folders more times than not.
  2. cold emails are relevant and timely messages tailored to highly-researched buyer personas. these emails land in the inbox and get opened more times than not.

What Isn’t Cold Email?

To be successful at cold emailing, you need to know what cold emails aren’t.

  • Cold Email Isn’t Spam – What’s the first response you get when you receive spam mail? Well, delete it and block the address of course.

This is exactly what your prospects are likely to do as well if your emails are spam-like. Today’s prospects expect highly-personalized and engaging content. Any generic, canned, copy paste emails will most likely find themselves in the trash marked as spam. Sales pros are tempted by the 1,000s of email templates floating around the internet—don’t do it (unless they’re highly customizable, new, and unique), because recipients have become smart to identifying cold email templates.

  • Cold Emails Don’t Focus on the Sale – As you all know, most people are quite reluctant to make purchases from a complete stranger. As far as they know you could be a scammer running a con game. Be the value-added consultant your prospects and customers want you to be.

This is why some of the best cold email campaigns initially focus on building a rapport and a business relationship first as opposed to just asking for a sale. There’s a saying here; start the conversation now so you can get the conversion later.

  • Cold Email Isn’t About You – Needless to say, your recipients have never met or heard of you. Therefore, they really don’t have any real reason to care about you or your amazing products. 

That’s why you need to turn your entire focus solely on your readers. Try to dig into their stories and unveil their pain points. If you can show prospects and customers how to solve their problems, then you’re already a shoe in for a guaranteed sale later on.

You can read up on how to identify spam mail here. And to make you stand out from the crowd, share it with your prospects and customers so they ignore competing emails while focusing more on you.

How to Write a Cold Email

By now, you’ve probably realized that you should always have a clear and well-defined goal in mind when crafting cold emails.

Think to yourself; what action do I want the recipient to take? Do I want them to agree to a short phone call later on? Or maybe you want them to send over some additional information so you can schedule a product demo.

Knowing your beginning and end goals is integral to crafting a successful cold email. Each and every sentence in your template needs to be crafted in such a way that it engages the reader and pulls them along up to the point where they eventually say “YES!” to your offer.

We’ve all seen some examples of terrible cold emails which are not only annoying, but they actually do more harm than good for your business, and just as important, your email reputation. However, well thought out copywriting with relevant content can be a great way to initiate a business conversation. Here, we’ll look at the right way to craft a cold email. Of course, every company is different (as is every prospect).

However, this segment will offer a good example and a solid starting point to launch off of. Still, try to keep in mind that the average business user gets almost a hundred emails every day. Knowing how to write emails the right way will not only help you stand out from the virtual crowd, it will also guarantee you elicit a response every time.

Example of a Cold Email

Before we look at the ins and outs of a properly crafted cold email, let’s check out a real life example to see how easy it can be. A startup founder called Dhruv Ghulati actually landed a $250,000 investment by sending out a cold email to entrepreneur Mark Cuban. The most interesting part is that Dhruv didn’t even have a product yet at the time.

Below is the rough wording of the message Dhruv sent.

Subject Line: Factmata – Reaching Out

Dear Mr. Cuban

Apologies for the cold email. I’m the founder of Factmata – a Google-backed startup that makes use of AI to perform automated fact referencing and checking. Currently, we’re a team of 3 Scientists and NLP researchers with over 30 cited and published papers within natural language processing, information extraction and question answering.

I’m raising funds from people who care about the pain points of online misinformation, want to change the way we consume online content and who wish to reduce trust in the media. If you’re interested, (especially given your recent public discussion on the topic) I’d love to tell you more about us.

Looking forward to hearing from you soon,

Best regards

Dhruv

Key takeaways from this cold email:

  • Dhruv admits to the reader that they have no existing relationship. Honesty is a key ingredient in cold messaging.
  • He builds transparency and credibility in the first paragraph. It seems lengthy, however, credibility is key to engagement and response rates.
  • Dhruv strokes Mark Cuban’s ego and conscious. After reading this email, Mark wouldn’t want to be considered someone who doesn’t “care about the pain points of online misinformation.”

Great email, Dhruv!

This is just one example of many emails that are working to raise funds, build important relationships, and start sales conversations that close all sorts of deals.

Now, let’s get to the practical how-to aspects.

1: Use an Intriguing Subject Line

Looking at some of the cold emails people have sent in the past 20 years, it’s clear that a lot of marketers and salespeople don’t realize that the subject line is the most important element of every cold outreach email you send.

Why’s that? Well, the subject line is the heading of your email and the first thing the reader sees.

As such, the prospect won’t even bother to open your email if the subject line doesn’t appeal to them. In the end, it won’t matter how relevant or perfectly worded the body of your cold email is if nobody opens it. If you forget to include the subject line or dismiss it, there’s a solid chance that your recipients will click right over the email or possibly mark it as spam.

Before we look at some of the most epic and effective subject lines to ever cross a inbox, let’s categorize them into the main types.

graphic of cold email subject line relevance

Types of Subject Lines

There are different types of approaches you could take when crafting subject lines. These types include subject lines that:

i) Create a Sense of Urgency

Ideally, the goal here is to make your recipients open your email as soon as they see it. A lot of readers who skip or wait to open the email tend to get busy and forget all about it. They may never ever come back to open it.

And by the time they do return to their inbox, you can bet that your message will be most likely buried deep beneath a pile of other messages. So if your cold email campaign is time sensitive, try going for subject lines that create a sense of haste and urgency.

ii) Convey a Clear Pain Point or Benefit to Recipients

Chief among the best strategies for capturing your recipients’ attention is by using subject lines that clearly communicate what the reader will get from the email. Think of it this way – if a subject line seems very relevant to both you and your pain points, then chances are you’re likely to open it. But if you and the email are on two different planets, then there’s no way you’re opening that email.

If you can get it right, this type of subject line is by far the most effective. Even for you, a clear benefit is definitely hard to resist. Just read your subject line carefully and objectively while being completely honest with yourself.

iii) Evoke Reader Curiosity

When crafting your subject line, one type of approach that also gets a lot of open rates is to pique the reader’s curiosity. Try to grab their attention quick and get them wondering what else is waiting for them in the main body of the cold email. By giving your prospects just enough to engage their attention, you can be sure they won’t be able to ignore your message.

iv) Have an Element of Personalization

Another type of subject line that boosts the chances of your cold emails being opened are personalized ones. However, this type calls for a bit of research into your recipients beforehand.

For instance, using the prospect’s name in the subject line is too basic and predictable. By adding the name of an office colleague, a software they use, or the city in which their office resides, this is a more personalized way to capture their attention and make your email not seem cold.

What if you don’t know more than the prospect’s email address and name? You can quickly visit their website to find a clear path to personalization, or you can use business intelligence software like ZoomInfo or DataAxle for the finer details.

v) Short vs. Long Subject Lines

As it turns out, one of the most powerful variables that affect cold email open rates is the length of the subject line. According to one cold outreach guru, sending emails with extremely short subject lines is more effective since they stimulate reader curiosity.

Examples of this are subject lines that could only include a simple hi or your company plus recipient’s company. Our favorite is, “Should we talk?”

However, longer subject lines have also been proven to work. According to a recent study of approximately 12 million cold outreach emails, experts found that subject lines between 40 to 50 characters had the highest open rates. That’s because this type of line provided a bit more context of the email so readers know what to expect. Plus, adding the three extra “…” dots at the end of the subject helps build more curiosity.

Great Cold Email Subject Line Examples

1: Help me help you, FIRSTNAME

The age of always be closing is dead. Today, what you want to do is always be helping. Putting this sentiment front and center in your subject line will make recipients appreciate your candor. Plus, who doesn’t like the movie Jerry Maguire.

2: Question about (Sth)

So what’s the question? Your readers will have to open the email to find out. Might be important you know… Ask for forgiveness later, “Looks like I mistyped the end of my subject line, sorry about that.

3: A benefit for your Company?

This could be a new strategy, all time revenue record or savings for the recipient clearly stated in the subject line. Adding the question mark will drive the recipient to want to confirm whether or not they think your email is indeed a benefit.

4: 4 tips and ideas for pain points

We all love numbered lists and listicles. Your recipients will be eager to check out your list of ideas to solve their pain points. Use a less-used number like 4 or 7. Most lists use 5, 10, 15, and 20, and seem to blend in with other unopened emails.

5: We have (this fact) in common

After researching your prospects for a while, you should be able to find some common ground to stand on. This can be business related, or it could be their birthday, alma mater, or favorite football team.

6: Did you get what you were looking for?

Use this subject line as a follow up and ask how you can be of service.

7: Idea for (relevant topic to prospect)

Did someone say free ideas? Sign me up. As long as prospects don’t have to pay for it, a free idea is always welcome.

8: I found you through (referral name)

Never underestimate the power of referrals. They establish a legitimate connection and increase chance of response.

9: Nice to meet you FIRSTNAME

Whether they actively reached out or not, it’s always nice to let a prospect know you’ve noticed them and are glad to make their acquaintance.

10: This is a sales email you want to read

It might seem counterintuitive, but you’d be shocked just how far honesty and transparency will take you. This subject line breaks the walls your prospect has put up and takes the sales mail elephant out of the room.

Here are 25 of the Best Cold Email Subject Lines

2: Write to a Specific Buyer Persona

In one of our most popular blog posts, we shared how sales personas can help you know your workforce better. Well, buyer personas can also help you create better content and improve your cold outreach strategy.

Below, we’ve outlined the 5 main types of buyer personas. Hopefully, looking at what other businesses use might help you decide what type of customer you want to attract as well as which strategy to use for cold emailing each and every one of them.

5 Types of Buyer Personas

a) Decisive Deion

The name says it all. Just like the modern CEO, Deion solves all his problems in an assertive, decisive, and active manner. Not only is this persona proactive, he is driven by results and wants to win hard. But while he might seem pushy and overbearing, Deion just wants things done right and in his timeframe.

If you’re selling to this type of persona, you need to be quick and decisive as well. Demonstrate a willingness to take risks that help Deion achieve his goals. The best aspect here is that you won’t have to deal with consensus. Deion is more of a “You’re here, so am I, let’s get it done.

b) Collaborative Colby

Quite the opposite of decisive Deion, Colby is more into consensus. This type of persona likes discussing with others on how to solve problems. He’s also tactful, deliberative and adaptable. What’s more, Colby is diplomatic and tends to be respectful of everyone in a blunt and carefree world.

Selling to collaborative Colby is easy as long as you keep in mind how important consensus building is to this persona. You’ll need to work with them closely and identify all the different purchase influences. Try to facilitate ample discussion and draw out everyone’s thoughts, needs, comments, and questions.

But mostly, don’t get frustrated if the process takes too long as is the case with team based decisions. Colby says, “It’s time to make a decision guys, where’s my committee?

c) Relationship Rose

Described as enthusiastic, friendly, and interactive, social interaction and engagement are key for Relationship Rose. In addition to liking the big picture, this type of persona takes up loads of time in discussions.

You’ll want to keep technical details to a bare minimum if you hope to sell to Rose. Try to hear out all her ideas and match her enthusiasm. You’ll notice the persona weaves seamlessly between business and personal matters. Rose might say, “Hi, tell me a bit about yourself.”

d) Analytical Allan

The yin to relationship Rose’s yang, Analytical Al’s past success is definitely an indication of future success. Data is the way it has always been done, and established methods are key for this persona. Al is also incredibly cautious and follows all set rules and procedures.

If you’re selling to this type of persona, you better come prepared with all the data plus backups he might need to make an informed decision. The more details you include in your cold emails, the faster the process will move. But be very careful, push Analytical Al too hard and he’ll definitely block your sale. Analytical Al says, “Send more data, I need a closer look.

e) Skeptical Stan

Here’s a buyer persona that is as skeptical as they come. In addition to being highly introspective, Stan is a reserved critical thinker. Their first instinct is a hard “Maybe.” followed by a myriad of questions. Sure, it might take a while to develop trust, but it’s well worth the effort in the end.

If you intend to sell to Stan, don’t be too surprised if he’s more comfortable using email to communicate than the phone. Likewise, try not to be unnerved by a lack of feedback since he’s not demonstrative. And at the same breath, do not be overly friendly or personal with Stan. He’s always thinking, “I’m not sure, have you ever worked with others in our space before?

These are just a few buyer personas to kick start your research. Your main task now is finding out who your prospect base comprises of and customizing your cold emails and cold drip campaigns to them. Fortunately, Veloxy has all the tools you need to know your customers better and craft detailed personas.

Check out this blog post on how to create detailed buyer personas for your business.

3: Add Personalization in your Email Copy

Possibly the single, make or break factor that sets successful cold email campaigns apart is personalization. By customizing your message to real people, you move beyond treating your target audience as mere prospects. You now view them as someone who could become a valued business partner.

This demonstrates that you’ve taken the time to learn about them and understand their challenges, interests, and pain points. The research backs it up. Over 90% of marketers say prospects expect a personalized experience in 2021. According to Experian, personalized emails had 26% higher open rates than those lacking personalization.

Another study found that personalizing subject lines boosted click through rates by almost 20% compared to those without. Needless to say, the stats paint a clear-as-day picture. Sending generic, canned emails only works to your disadvantage by making you look indifferent. Lucky for you, we’ve got all the details you need to super personalize your cold emails.

5 Ways to Personalize Cold Emails

a) Use Their First and Last Name

As one copyblogger explains, few things light us up quite like seeing our own names in an email. Naturally, hearing our names engages us since they are tied to our identity and self-perception.

The best way to hyper-personalize cold emails using prospects’ names is using it in the subject line. Warning: Don’t use their name in a predictable fashion. Email recipients can spot a mass email with their eyes closed. Be creative when using their first or last name. Place their name in hyperlinked text, end a sentence with their first name instead of at the beginning, or add their colleague’s name alongside theirs in the email body.

b) Find Uncommon Commonalities

One of the quickest ways to win strangers over via cold emails is by showing them how much you have in common. The reason for this is that we tend to trust those who are similar to us. This effective psychological principle works even better when you emphasize something unusual that you have in common with the prospect.

I thought I was the only one who enjoyed ginger ale milkshakes?” Ahhh, the power of social media 😀.

You can find out some of the things you have in common by researching your prospects’ Twitter, LinkedIn, and Facebook profiles for shared likes, hobbies, and backgrounds. Try to highlight the unusual similarities on the initial cold outreach. Experts say that having shared uncommon commonalities allow us to feel like we stand out and fit in at the same time.

c) Personalize with Praise and Compliments

Much like seeing your own name, receiving complements also has a positive effect on our brains. You can use this strategy to warm up your cold emails. By using praise, you create positive attitudes subconsciously towards you and your company.

However, you need to make sure that the praise is sincere. Otherwise, it’ll just seem like you’re kissing up to the prospect. You can check LinkedIn for things like recent promotions and Google News for product launches, funding announcements, and other achievements. Likewise, be very specific in your emails. As opposed to just saying you’re impressed, go deeper and explain why. Otherwise, the cold email might look generic and canned.

d) Reference Specific Pain Points

Another powerful and effective way of personalizing emails is by addressing someone’s specific pain points. That’s because pain motivates action more than pleasure. Fortunately, you can find out what is keeping your prospect up at night by checking out their company careers page.

Just go to open job listings and see if they’re hiring anyone who would use your products. The postings will let you know what pain points have prompted your target company to hire additional resources as well as the title of the hiring manager who is most likely the decision maker you want to reach out to. Strike a chord by bringing up issues your prospect might be experiencing and offer a more immediate solution to hiring.

e) Highlight Mutual Connections

One thing we can all agree on is that it’s downright frustrating to receive advice from people who can’t possibly relate. If you’ve ever received non-personalized B2B sales emails, you know what I’m talking about. Fortunately, you can avoid this by mentioning a mutual connection in the body of your cold email.

See, people tend to take cues from familiar faces when valuing the opinions of others. It also shows you’ve been thorough with your research and literally mean business. To achieve this, have a mutual connection send the email for you and reference their colleagues along with other decision makers.

4: Use Natural Email Copywriting that Flows

The first rule of copywriting is that it has to be something people want to read. That’s why you want to use natural language that flows all the way from the subject line to the signature. Start by nailing the subject line in terms of length, word choice, and personalization.

When it comes to the email copy itself, get extremely personal if you want to convert. You’ll also need to avoid industry jargon. Remember, you’re not writing to show off how much you know. Instead, try to focus on pain points and how your brand can help solve them.

Next, you’ll want to choose your words very carefully. Even when talking about your product, try to focus on the benefits as opposed to listing out features. The best approach with cold emails is to keep things short and concise. You’re already lucky if the prospect opens your email – the last thing you want to do is bore them with lengthy copy.

It’s of the utmost importance to make sure your content is highly relevant. Generic emails are not natural, and neither do they flow. Similarly, including a single call to action will go a long way towards getting that conversion. It might seem tempting to fill your copy with links and multiple CTAs. However, this might only work to confuse your recipients and make them ditch the email altogether.

The final step to ensuring you have natural email copy that flows is to preview the text. Try to see how it looks on different platforms and devices before sending it out. See, if your email looks wonky and improper on whichever platform, chances are that recipients won’t even give it a second glance. They’re more likely to open neat, organized copies that flow from A to Z. Litmus is our favorite tool for previewing emails across inboxes and devices.

5: Ask Open-Ended Questions to Boost Response Rates

The goal of a sales email is to close deals. However, the most vital function is to build trust and create a long lasting business relationship. In this case, you’ll need to master the art of asking high value questions that will give you all the information you need to eventually close.

This is where open ended questions prove resourceful. As opposed to yes and no answers, open ended questions start with why, what, how, when and where. This gives your prospect more space for explanation and dialogue starting.

The recipe for open ended questions is simple. The core of the question needs to be relevant to the recipient. The question should also be engaging and neither too broad or too narrow. If the question is too vague, your prospect might feel discouraged to devote too much time writing an answer.

Make it too narrow, and you might not get much insight. Whatever you choose, make sure it leaves plenty of room for a substantial answer so you can get a clear picture of your recipient’s pain points. Some examples of open ended questions include:

  • What sort of challenges do you have with ABC and how do you cope?
  • Any strong opinions about X in your team?
  • What are the top proprieties regarding X for this quarter?
  • In your current processes, what are you most focused on?
  • What would you like to optimize most in your current project?
  • What are you doing for Thanksgiving?

YES, asking a casual question can make it that much easier to transition to a more professional conversation.

There are literally no rules to where you can place your open ended questions in your email. However, it does seem more natural and effective to ask the questions at the end of your copy to leave it as a call to action.

6: Use Email Signatures with Call to Actions

More than just a name or title, your email signature is part and parcel of your personal branding. Not only does it need to encourage reader response, it also has to catch the readers’ eye in a positive and memorable way. Below are several important elements that make up a great email signature.

Elements of a Great Email Signature

a) Name, Company and Title

Naturally, the signature is the most important part of the email signature. In addition to just including your name, you should let the recipients know all about the value you have to offer. If you have a generic sales title such as Sales Development Representative, add some creative flair to it such as “aka. IT Pain Reliever”, or reposition it as “IT Solutions Consultant”.

b) Social Links

As time goes by, it’s becoming incredibly important to include your social media contact information in the email signature. Try to pick out your most professional social media accounts such as LinkedIn. But most importantly, avoid linking to irrelevant or frivolous social accounts.

Note: Adding your LinkedIn URL can direct users to the LinkedIn log-in screen. Log-in screen links can be pushed to the Junk folder by some email inbox services. Follow these steps to prevent this issue:

  1. Log in to LinkedIn
  2. Click the Me icon at the top right of your LinkedIn homepage.
  3. Click View profile.
  4. On your profile page, click Edit public profile & URL on the right side.
  5. Under the section Edit URL on the right side, locate your public profile URL.
  6. Copy and paste this link in your email signature.
c) Photo

Including your photo in the email signature works wonders when it comes to building trust with the prospect. If the reader can put a face to your name, it’ll be that much easier to build a relationship.

d) Contact Information

Naturally, you need to include your contact information in the email signature. Your website link is crucial, and you can add at least one phone number. As for your email address, it’s okay to include it although it might be irrelevant since you are sending an email after all. While many people list two numbers as “Office” and “Mobile”, stand out by listing “Talk” and “Text”.

e) Logo

For those who work for companies or own their own businesses, it’s always wise to include your logo in the email signature. Follow it up with images that build credibility, such as award badges.

f) Legal Requirements

In some countries, there are specific legal requirements that all business communications need to meet. You’ll need to check with marketing to see if your country has such specific laws that govern signatures.

Remember, do not make your email signature too long or include an overwhelming amount of information. Research shows that some of the best email signatures are short. Your recipients might totally ignore email signatures with too much information. For instance, two phone numbers are more than enough. Including 5 numbers is just overkill and will only work to confuse your prospects.

How to Create a Cold Email Template

Cold email templates can make you a lot more efficient at sending cold emails. However, there are a few things worth noting. These templates should be used as a starting point to help speed up the process of writing and sending cold emails.

Nevertheless, there’s a balance to be struck between sending out templated emails and 100% personalized emails. While it’s not a good idea to send templated emails, personalizing every single email can also be inefficient and time prohibitive.

For the best results, cold email templates should never be pulled form sites and sent as is. You need to adapt them to fit the style and tone of you the sender. This is all part and parcel of the personalization process. It also helps avoid the costly mistake of sending out the same emails as your competitor.

So remember, a cold email template is nothing but a skeleton that needs to be fleshed out. Take your time and you’ll have crafted an exceptionally powerful portfolio of cold email templates that will let you eke every bit of potential from what’s already an effective channel.

Even with a template, you’ll still need to personalize like we’ve done in our post on Cold Call Scripts.

Creating Cold Email Templates with your Email Service

How to Create an Email Template in Outlook

Email templates are useful if you want to send messages that include information which infrequently changes from recipient to recipient. If you’re looking to create an email template with Outlook, you’ll need to compose it and save it as a template using the following steps. You can add new information as required before sending out the email, but here’s how to create an email template in Outlook.

  1. Go to the home menu and click ‘New Email Keyboard Shortcut’ (CTRL+SHIFT+M)
  2. In the message body, enter the content you wish to send
  3. Proceed to the message window and choose ‘save file as’
  4. You’ll want to save the message as an Outlook Template
  5. In the file box, type a name for your template and then click ‘save’

By default, Outook email templates are saved in the following location: c:\users\username\appdata\roaming\microsoft\templates

To send out the email, find the templates, edit as required and send them to as many recipients as you want.

Looking to make cold emailing easier in Outlook? Try Veloxy Lite Free for 30 Days

How to Create an Email Template in Gmail

As mentioned above, templates can be extremely useful if you have repetitive sends that you’d like to simplify. For anyone looking to save time and energy, Gmail comes with features that let you take advantage of templates. You just have to know where to look in the settings.

Start by enabling templates.

  1. Open your Gmail
  2. At the top right side, you’ll see the settings icon
  3. Click advanced in the top toolbar
  4. Ensure the template is set to enable and save your changes. Note that you can create up to 50 templates.
  5. Next, open Gmail and click on compose
  6. Enter your template text in the compose window
  7. At templates, you’ll see a section named more
  8. Click more and choose the option you want. You can create a new template and save it as a draft or edit a previously saved template. Under overwrite template, choose one and click save to overwrite.
  9. To send out your email, compose it and click send
  10. You can also insert a template in your email, delete them, or automate.
  11. To automate sending emails with templates, click the down arrow in the top search box and enter your search criteria
  12. Choose what you want the filter to do and click create filter.

While this may seem like a lot of steps to create and send email templates, you can make sending cold emails with Gmail easier by trying Veloxy Lite Free for 30 Days.

Creating Cold Email Templates with Cold Email Software

How to Create Email Templates in Salesforce and Salesforce Lightning

Salesforce is a CRM that lets you keep track of conversations, contacts, and other info related to business accounts. Likewise, Salesforce also boasts different ways to streamline communications such as email templates and website data. Here’s how to create an email template using Salesforce.

  1. Go to https://login.salesforce.com/ in your web browser.
  2. Sign in to your Salesforce account
  3. You’ll see a small arrow next to your username in the upper right hand corner, click it. If you’re using Salesforce Lightning, click the gear icon.
  4. Next, click on ‘my settings’ in the drop down menu below your username. Or ‘setup’ in Lightning Salesforce.
  5. Click ‘Email’ in the sidebar menu to the left to expand more options.
  6. There, you’ll see an option for email templates, or classic templates in Lightning
  7. Above the list of templates in the main section, click on ‘new template’ to view the list.
  8. Choose the type of email you want to create and click next. You can select between an HTML email, a Text, or a Visual Force email.
  9. Click the checkbox next to ‘available for use’ to save it as a template and name it
  10. Next, pick out a letterhead and layout option for your template.
  11. Type out a subject for the email and fill in the message in the body of your email.
  12. Below the formatting toolbar, select merge fields values. These fields will let you define something that you’d like personalized for each person so it can create a code.
  13. Proceed to save your email template for future use or just start sending them out.

Want to make sending emails with Salesforce easier? Want to send email to Salesforce leads and contacts from anywhere at any time? Try Veloxy Free for 30 Days.

Curious how easy it is to send emails with Veloxy?  Continue below.

How to Create Email Templates in Veloxy

Veloxy is an all-inclusive, Sales AI powered software that gives you all the tools you need to close more deals faster. In addition to email marketing, you can use sales engagement, analytics, Salesforce automation, and much more.

Veloxy also lets you create personalized email templates and send out compliant campaigns to prospects from any device. Here’s how you create email templates on Veloxy in only 30 seconds.

  1. Go to https://veloxy.io/ to start your free 30 day trial of Veloxy Lite.
  2. You’ll see a list of email campaigns, templates, and analytics.
  3. Click on create template, fill in the name and template subject.
  4. Next, choose the variables and fill in the message body with ready templates.
  5. You can even see the preview to get an idea of how the email will look to recipients.
  6. Save your email template and personalize it as required.
  7. From here, you can send out your email templates with minimal editing.
  8. Be sure to upgrade to Veloxy for Salesforce so you can use drip campaigns, guided selling, and buyer signals.

Go here for more information on email marketing with Veloxy.

When to Send Cold Emails

Picture this; you send out a solid 10/10 cold email that is destined for success. Unfortunately, your recipients don’t see it because they’re at home after work or otherwise engaged. Did you know there are salespeople who will get more clients with worse cold emails all because of their timing?

The three major aspects affecting time to send out cold emails are time zone, mood, and people’s personal lives. This definitely calls for a bit of research.

When is the Best Time to Send Cold Emails?

Best Time of Day to Send Cold Emails

i) Early Morning (6am- 8am)

If you’re looking to grab your recipients’ attention as soon as they get into the office, this is the best time to send out your cold emails. You can even personalize it with subject lines that reference coffee or sunrise.

ii) Mid-Morning (10am)

Mid mornings are usually preferable if your prospect is a busy person. The recipient might have a long line of emails to check out in the early mornings. As such, it might be best to catch them after the morning mail rush.

iii) Mid-Day (12pm – 2 pm)

This timeframe has everything to do with the lunch break. If you can plan your outreach before the recipient goes for lunch, they just might have enough time to open and check out their email. Plus, 1-2pm is one of the least productive times of the day. Employees tend to sit in their inbox at this time while burning off their lunch.

iv) Evening (8pm)

Although this timeframe works best for voicemails, a lot of people still take a look at their inbox at night before going to sleep so as to know if there’s anything new waiting for them tomorrow. Big Tip: Evening emails on Sundays work great for the C-Suite. Many of them plan their week Sunday nights.

What is the Best Day to Send Cold Emails?

Much like getting the time right, you also need to get the day of your planned cold outreach spot on. According to research, there are three optimal days for sending out cold emails.

Best Day to Send Out Cold Emails

i) Wednesday

Research shows this is hands down the best day of the week to send out cold emails. This is the day people are generally ramped back up from another dreaded Monday, and Wednesday is the least popular for meetings and other inbox distractions.

ii) Monday

It’s hard to beat starting out the week with a great cold email campaign. Just don’t have your email land in the inbox in the morning. Most employees are over the fact that the weekend is over by lunchtime, and more apt to check their inboxes with frequency.

iii) Friday

Statistics show that since there are fewer people sending out emails on the weekends, there’s a 10% higher chance of Friday emails being opened over emails sent Monday-Thursday. Also, most people are in a happy mood. Subject lines like “Happy Hour, Improved Productivity or Both?” have demonstrated great results.

Final Word on Cold Emails

If you put the above principles into practice, you can dramatically level up your outcomes with this type of cold outreach. Just make cold emails a habit and set a goal for new cold emails to send out each day.

After a while, you’ll get the hang of it and you can look for new ways to improve your outreach game. Just remain consistent, and overtime your strong cold email game will make you an invaluable contributor to your company and one heck of a closer.

Similarly, you’ll need to have the right tools ready to deploy if you want to give your organization the best fighting chance. We’re talking about pairing your email verification software with the leading plugin for Outlook and Gmail. Veloxy offers a myriad of benefits when it comes to all things email.

In addition to helping organize all your emails, Veloxy comes with a lot of features designed to make email management a lot more easier. One of them is Veloxy for Email Marketing – the best email template builder in the world. Veloxy is complemented by Email Tracking, and Sales and Email Analytics. Not only does it save you time with ready made Cold Email templates and drip campaigns, it also incorporates an array of added benefits such as:

  • Mobile app for sending emails anywhere, anytime
  • Reaching numerous prospects in one go
  • Adding more people to your email list
  • Knowing when your emails are read or forwarded with real time alerts
  • Analyzing and improving email engagement
  • Logging all email activity and save key emails to Salesforce
  • Making bulk cold emails CAN-SPAM compliant before sending
  • Adding new prospects to Salesforce and set up a meeting in seconds
  • Creating unlimited personalized email templates

Veloxy works on the other end to show you how your calls, emails, tasks and other actions affect the pipeline. It improves email engagement by showing you how your emails perform and what the best time of day is to reach your prospects. Join Veloxy today and say hello to a whole new way of creating, safeguarding and managing your emails.

Checkout our 5 Stars Veloxy reviews in:

Sauvik Sarkar

Sauvik Sarkar

Sales AI is transforming selling activities for companies of all sizes, and one of the leaders in this movement is Sauvik Sarkar. While artificial intelligence can be intimidating to most, Sauvik helps improve adoption with one-on-one training, insightful blog articles, and more.

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