Cold emailing is an essential part of any modern marketing strategy. Whether you’re trying to reach out to potential customers, partners, bloggers or journalists, cold emails offer a direct and effective way to do it. But crafting an effective cold email strategy isn’t just about creating cleverly written emails. It requires thoughtful planning, research and analysis. If done right, a well-crafted cold email can be the first step in building relationships with high-level decision makers and lay the foundation for long-term success.

In this guide, we’ll walk you through all the steps that go into creating a winning cold email strategy for your business. From analyzing what makes a good cold email to setting up automated workflows, we’ll provide you with all the insider tips and advice needed to maximize your success in the world of cold emails.

Table Of Contents

  • Understanding Cold Emails
  • Researching Your Target Audience
  • Crafting the Perfect Subject Line
  • Writing an Effective Email
  • Following up with a Great Cold Email
  • Choosing the Right Person to Contact
  • Timing Your Emails for Success
  • Nailing the Send Button

1- Understanding Cold Emails

1.1 What are Cold Emails?

Cold emails are unsolicited messages sent to potential customers with the intention of starting a sales conversation. They can be sent to individuals, businesses, or organizations, regardless of their relationship with the sender. Cold emailing is a useful strategy to reach out to new prospects and expand your sales pipeline.

1.2 How to Write a Cold Email?

When writing a cold email, keep in mind the E-A-T factors of experience, expertise, authoritativeness, and trustworthiness. Some tips for writing a successful cold email include:

Making a clear and concise subject line that catches the recipient’s attention and encourages them to open the email

Personalizing the email by addressing the recipient by name and mentioning their company or industry to show that you have done your research.

Providing value to the recipient by showing how your product or service can solve a problem they are currently facing.

Keeping the email short and to the point, without overwhelming the recipient with information.

Ending the email with a clear call to action, such as scheduling a meeting or asking for a response.

1.3 Best Practices for Cold Email Outreach

To optimize your cold email outreach process, it is important to follow best practices. Some of these include:

Researching your target audience and customized your email to their specific needs and wants

Using an email tracking software to track open and response rates

Sending follow-up emails to recipients who have not responded within a certain amount of time

Continuously testing and iterating on your cold email strategy to improve its effectiveness

💡 key Takeaway: When writing cold emails, it is important to personalize and provide value to the recipient, keep the email short and to the point, and end with a clear call to action. To optimize your cold email outreach, follow best practices such as researching your target audience, using an email tracking software, and continuously testing and iterating your strategy.

2- Researching Your Target Audience

researching your target audience

Before writing your cold email, it’s important to research your target audience thoroughly. This will allow you to tailor your message and increase the likelihood of a response. Here are some steps to follow:

1. Identify your potential customers (keyword: potential customer)

Determine who your ideal customers are based on your product or service. Who would benefit the most from what you have to offer? Be specific and narrow down your target audience.

2. Do your research (keyword: company name)

Once you have identified your potential customers, research their companies. What are their pain points? What are their goals and priorities? Use this information to customize your message.

3. Create a targeted email list (keyword: entire email list)

After you have identified your potential customers and researched their companies, create a targeted email list. This list should only include the individuals who are most likely to respond to your message. Quality over quantity is key.

4. Personalize your message (keyword: company name)

When reaching out to your potential customers, make sure to tailor your message to their specific company and needs. Use their name, company name, and any relevant information you found in your research.

5. Keep it concise (keyword: sales rep)

Your target audience likely receives numerous emails every day, so it’s important to keep your message concise. Highlight the most important points and provide a clear call to action.

6. Use a friendly, conversational tone (keyword: sales team)

Using a friendly, conversational tone can make your email more approachable and increase the likelihood of a response. It can also help to establish a relationship with your potential customer.

7. Follow up (keyword: potential customer)

If you don’t receive a response to your initial email, follow up a few days later. This shows that you are persistent and interested in establishing a relationship with your potential customer.

💡 key Takeaway: Researching your target audience is essential for creating a successful cold email campaign. Make sure to identify your potential customers, research their companies, create a targeted email list, personalize your message, keep it concise, use a friendly tone, and follow up if necessary. By following these steps, you can increase the likelihood of a response and ultimately, a conversion.

3- Crafting the Perfect Subject Line

Crafting a Subject Line that Compels Your Reader to Open Your Email

Crafting the perfect subject line is crucial for the success of your cold email campaign. In fact, 47% of email recipients open an email based on the subject line alone (source). Here are some tips to make sure your subject line is compelling and unique:

1. Keep it Short and Sweet: The ideal subject line length is between 5-10 words. Short, attention-grabbing subject lines are more likely to get opened. Avoid long, drawn-out subject lines that will get cut off on mobile devices.

2. Personalize it: Use the recipient’s first name in the subject line to catch their attention and make the email feel more personal. Additionally, you can reference something specific about the recipient’s company or recent accomplishments to show that you have done your research and are interested in them as an individual.

3. Use Numbers or Statistics: Inserting numbers or statistics in the subject line can quickly grab your reader’s attention. For example, “Increase your ROI by 200% with our product.”

4. Pose a Question: Ask a question that relates to the recipient’s interests or pain points. This can draw their attention and encourage them to open the email. For instance, “Quick question about your upcoming project.”

5. Avoid Spam Triggers: Stay away from generic phrases that trigger spam filters, such as “act fast” or “urgent.” Also, avoid using all caps or too many exclamation points, which can make your email seem overly salesy.

By taking the time to craft a compelling subject line, you increase your chances of getting your cold email opened and read. Don’t be afraid to experiment with different subject lines to see what works best for your audience.

💡 key Takeaway: The perfect cold email subject line is short, personalized, includes numbers or statistics, poses a question, and avoids spam triggers.

4- Writing an Effective Email

When it comes to cold email outreach, writing an effective email can make all the difference. This is your opportunity to make a good first impression and increase your chances of a response. Here are some tips for crafting a successful cold email:

1. Personalize your email: Address the recipient by their name and mention something specific about them or their business to show that you’ve done your research. This helps to establish a connection and makes your email stand out.

2. Keep it concise: People are busy and don’t have time to read long emails. Keep your message short and to the point, ideally no longer than 3-5 sentences.

3. Focus on benefits: Instead of just listing features or services, emphasize the benefits that the recipient will get from working with you or your company. This helps to show them why they should care about your email.

4. Use a clear call-to-action: Tell the recipient what you want them to do next, whether it’s scheduling a call, signing up for a trial, or something else. Make it easy for them to take the next step.

5. Test different approaches: There’s no one-size-fits-all approach to cold email outreach. Test different subject lines, email templates, and strategies to see what works best for your target audience.

💡 key Takeaway: Writing an effective cold email requires personalization, conciseness, a focus on benefits, a clear call-to-action, and experimentation with different approaches. By following these tips, you can improve your chances of success in your email outreach campaigns.

5- Following up with a Great Cold Email

As part of a successful cold email outreach campaign, following up with prospects who have not responded to your initial email is critical. The majority of responses come from follow-up emails, so it’s important to have a plan for your follow-up strategy. Here are five best practices for following up with a great cold email that can increase your response and open rates:

1. Personalize the Follow-Up Email: In the follow-up email, reference something specific from your initial email that will help jog the recipient’s memory. It could be a unique piece of information about their company or their role that you mentioned in your initial email. This shows that you’ve done your research and are genuinely interested in establishing a connection with them.

2. Timing is Key: Timing matters for follow-up emails. Generally, it is a good practice to send the first follow-up email 2-3 days after the initial email, and then follow up again 5-7 days after the first follow-up if necessary. Do not send follow-up emails too frequently as it can appear spammy and turn off the prospect.

3. Keep it Short and Sweet: The follow-up email also needs to be concise with a clear call-to-action (CTA). A short follow-up email shows that you respect the recipient’s time and will increase the likelihood of them taking action.

4. Introduce New Information: When writing your follow-up email, try to offer something new like an updated service offering that resolves a pain point that the recipient expressed in their initial response or a relevant case study that shows how your product or service helped companies similar to theirs.

5. Use an Eye-Catching Subject Line: A punchy subject-line that clearly communicates the value proposition will increase the chances of opening the email. Example subject lines include: “Quick Question About [Recipient’s Company Name]”; “Are you still interested in growing your sales pipeline?”; “Did you get a chance to read my previous email?”

💡 key Takeaway: A strategic follow-up email plan can be a game-changer for your cold email outreach campaign. By following these best practices, you can stand out in a recipient’s crowded inbox and increase your response and open rates.

6- Choosing the Right Person to Contact

When it comes to cold emailing, finding the right person to contact is crucial for a successful outreach campaign. You want to make sure that the person you’re reaching out to is not only a decision maker but also someone who has a genuine interest in what you have to offer. Here are some tips on how to choose the right person to contact:

1. Do your research: Before you start sending out cold emails, do your research and find out who the decision makers are in the company that you’re targeting. Check out their website, social media profiles, and business directories to gather as much information as possible.

2. Use LinkedIn: LinkedIn is a great tool to find the right person to contact. Use the search bar to look for people who have relevant job titles or who work in the industry that you’re targeting. You can also filter your search results by location, company size, and more.

3. Reach out to your network: Your personal and professional network can also be a great resource for finding the right person to contact. Reach out to colleagues, friends, and industry contacts to see if they can introduce you to someone who might be interested in your offer.

Once you’ve identified the right person to contact, make sure you personalize your cold email to grab their attention. Use their name in the subject line and opening greeting, and mention something you learned about them or their company in your research.

💡 key Takeaway: Finding the right person to contact is key to a successful cold email campaign. Use research, LinkedIn, and your personal network to identify decision makers who are likely to have a genuine interest in your offer.

7- Timing Your Emails for Success

Timing is key when it comes to cold email outreach. You want to ensure that your email reaches the prospect’s inbox at a time when they are most likely to check their emails and be receptive to new messages. Here are some tips on when to time your cold emails for success:

1. Aim for mid-week

Statistics show that the best days to send cold emails are Tuesday, Wednesday, and Thursday. According to a study by GetResponse, Tuesday has the highest open rate at 20.32%, followed by Wednesday at 19.97%, and Thursday at 19.05%. These are the days when people are usually settled into their week but not yet overwhelmed with end-of-week tasks.

💡 key Takeaway: Aim to send your cold emails on Tuesday, Wednesday, or Thursday for the highest chance of getting them opened and read. 2. Avoid weekends Although people occasionally check their email over the weekend, it’s generally a time when they are less likely to respond to business-related messages. According to a study by Experian, emails sent on weekends have a significantly lower open rate compared to weekdays. So, avoid sending emails on weekends if you can. (Key takeaway): Avoid sending cold emails on weekends to improve your open rates and response. 3. Time your emails according to the time zone When sending emails globally, it’s essential to time your emails according to the recipient’s time zone. You don’t want to send an early morning email to someone six hours ahead of you, or a late-night email to someone six hours behind you. Use email scheduling tools like Boomerang or MixMax to send your emails at the appropriate times. (Key takeaway): Always time your cold emails according to the prospect’s time zone for the best chance of engagement. 4. Avoid public holidays When planning your cold email outreach, it’s important to be aware of public holidays. Many businesses close during the holiday season, and people are often away from their desk on holiday breaks. Avoid sending emails during holidays if possible. (Key takeaway): Avoid sending cold emails during public holidays when businesses are closed and staff are away. In conclusion, timing is a crucial factor in the success of cold email outreach. By following these tips, you can improve the chances of your cold emails getting opened, read, and responded to. (Key takeaway): To boost your cold email outreach’s effectiveness, time your emails mid-week, avoid weekends and holidays, and schedule emails according to prospects’

8- Nailing the Send Button

After spending hours crafting the perfect cold email, it can be nerve-wracking to finally hit that send button. However, the send button is a crucial element of your cold email outreach strategy, and nailing it can increase the chances of a great response rate. So, how can you ensure that your email is ready to be sent?

1. Double-check your recipient list: Before pressing send, make sure that your email is going to the right person. Personalization is key to a successful cold email, so double-check that you have the correct first name and company, as well as the accurate email address.

2. Test your email: It’s always a good idea to test your email before sending it out to a large group. Send a test email to yourself or a colleague, and make sure that the formatting, images, and links are all working properly.

3. Avoid sending during off-hours: According to research, the best time to send a cold email is between 10-11am on Tuesdays and Thursdays. Avoid sending emails during off-hours or on weekends, as they are less likely to be opened or responded to.

4. Focus on the subject line: The subject line is the first thing that your recipient will see, so make sure it is attention-grabbing and relevant to the content of your email. A great subject line can increase the chances of your email being opened and read.

5. Keep it short and sweet: Remember, your recipient is busy and likely has a ton of other emails to go through. Keep your email short, concise, and to the point.

6. Include a call to action: The ultimate goal of your cold email is to elicit a response from your recipient. Make sure you include a clear call to action that prompts the recipient to respond or take action.

(Quote): “The send button is the last opportunity you have to make sure everything is accurate and ready to go. Take the time to double-check everything before pressing send.” Jillian Michaels, Sales Manager

💡 key Takeaway: Nailing the send button is a crucial aspect of your cold email outreach strategy. Double-checking your recipient list, testing your email, avoiding off-hours, focusing on the subject line, keeping it short and sweet, and including a call to action can increase your chances of a great response rate.

In today’s competitive business environment, having a successful cold email outreach strategy can make or break your sales efforts. By following these step-by-step guidelines, you can create a winning cold email workflow that can be customized to your industry and target audience. Remember to keep your emails personalized, concise, and value-driven, and always track your results to improve your outreach over time. To dive deeper into creating a successful cold email strategy, don’t hesitate to learn more and take your sales game to the next level.


What is a cold email?

A cold email is an email that is not directed to a specific person or group, but rather to a large audience. It is designed to generate leads or sales.

How do I measure the success of my email campaigns?

There is no one definitive answer to this question. However, some commonly used metrics to measure the success of email campaigns include open and clickthrough rates, and the percentage of leads converted into customers.

What are some tips for writing effective cold emails?

Some basic tips for writing effective cold emails: Keep your email short and to the point. Make your case clearly and persuasively. Be polite and respectful, even when you don’t agree with someone. Keep your email eye-catching and professional.

How can I make sure my emails get opened?

One way to increase the chance that your email will be opened is to include a strong opening salutation. Begin by saying something like, “Hi there! I hope you’re doing well. I wanted to reach out and see if you might be available for a quick call.” This will get the recipient’s attention and set the tone for the rest of the email.

How can I improve my email marketing skills?

There are a few things you can do to improve your email marketing skills. First, practice sending different types of emails, including automated emails, targeted emails, and even personalized emails. Second, make use of email automation tools to create and send more emails quickly and easily. Third, make sure your email content is relevant and interesting to your target audience. Finally, make use of email marketing tracking tools to measure the effectiveness of your email campaigns.

How do I create a winning cold email strategy?

There is no one-size-fits-all answer to this question, as the key to a successful cold email campaign depends on the specific industry and company you are targeting. However, some tips to follow include: Research the company and its sector beforehand, so you are familiar with their products and services. Craft your email message carefully, aiming to get the recipient to take action (e.g. signing up for a trial, inviting them to a conference, etc.). Make sure to personalize your email address and include appropriate keywords. Keep your email content short and to the point.

Having a consistent cold email strategy is the key to successful outreach. Cold emails can be an incredibly powerful tool that, when done correctly, can help you build relationships, increase your visibility and generate more leads.

But there are right and wrong ways to approach cold emailing—and it’s important to stay on the right side of the law.