8 out of 10 people prefer emails to phone calls. That means your outbound sales email campaign will be more successful than any of your other outreach methods.
- But what do you talk about in those emails going out to strangers?
- How much info about the product is too much in an outbound sales email?
- What to write when the prospect turns radio silent?
How many emails should be included in an outbound sales email campaign?
These are some of the questions most sales reps have when they arm themselves up for an outbound sales email campaign. We share answers, and better yet, we also give away the framework our SDRs use to create outbound sales email templates.
Here we’ll share 13 outbound sales email templates with examples so you’ll know what to write no matter the sales scenario, from introducing your product to parting ways with prospects.
What Is an Outbound Sales Email?
Outbound sales emails are emails sent to cold prospects to get them familiar with your product and build a rapport with them. This ensures that these prospects choose your product over your competitors when ready to buy.
There are different sales emails you’ll have to write, one to pitch your product or introduce yourself to the prospect, one to follow up with them and be on top of their minds, a couple of emails to nurture cold prospects, and finally, one to break up with them if they don’t respond.
How To Write a Good Outbound Sales Email?
In outbound sales, you're messaging people who may or may not know you or your brand. So, you must ensure that your messages, whether manual or via any sales automation tool, are relevant and engaging to the prospect.
The primary goal is to get your prospects' attention quickly and tell them exactly how you can help.
To know what exactly to write, here's a definitive outbound sales email framework you can follow:
a) Provide a Catchy Subject Line
A well-crafted subject line is the first step to standing out from the 347.3 billion emails estimated to be sent and received in 2023. So, go for a subject line that makes the recipient go, 'wait, what?' and click open your email.
Bob Marley and your event attendees
b) An Introduction That Explains the Subject Line and Is Personalized
Your intro should bridge the curiosity gap your subject line created and tease them into reading more.
Hi Gary,
Quick question since you are into singing - Have you heard the popular Bob Marley song that goes like-, "Sun is shining, the weather is sweet, yeah Make you wanna move your dancing feet now"?
PS: If you choose to have a standalone subject line that doesn't connect to the intro, that's also fine. Most commonly used are Question, {prospect name?}, Quick second, {prospect name}?.
c) Explain (WIIFT) in the Email Body
Explain the reason for your email here. In other words, tell them how you can help them (benefit) and why you messaged the prospect out of all these people (relevance).
Well, I'm not sure if HYPP expo attendees are going to agree to that, especially when the sun's up their heads, and there is a long queue ahead of them to check in. And the closest thing they will do to dancing is shuffle their feet impatiently.
d) A Low-Friction Call to Action
Don't pin them for a 30-minute call or worse, a sale before you build rapport or gauge their sales-readiness. Instead, go for a low friction CTA that conveys, 'Give me a chance if I'm worth your time. But it's your call'.
Worth a chat, Gary?
Now, the templates you've been waiting for:
13 Outbound Sales Email Templates for Different Sales Scenarios
In B2B sales, especially outbound sales, a lot of different scenarios warrant the sending of an email. These include sending cold emails, sales introduction emails, follow-up emails, and even breakup emails.
So, here are outbound sales email templates with examples so you know how to craft each one of those no matter the sales scenario you are in:
1) When You Want To Introduce Your Product
Template
Subject Line: {Missed/failed to achieve specific results}
Hi {prospect name},
Let's just say you realized {company name} {missed/failed to achieve
specific results}. You and {concerned teammates} look for {ways to resolve the issue} and, of course, take a vow to never {fail at achieving results} again. And that's where {product/service} can help.
[Insert image]
A {feature name} with {how it helps deal with pain points}, {missed/failed to achieve specific results} will soon be a thing of the past.
What's the best way to show this to you, {prospect name}?
Ciao
Example
Subject Line: Missed Tax Deadline!
Hi Martin,
Let's just say you realized Hybex missed a tax deadline. You, Hilton, and Gary look for an extended deadline, a way to avoid penalty, and of course, take a vow never to miss another tax deadline.
And that's where OntimeHR can help you.
With a dashboard of a detailed breakdown of every state and federal tax payable by Hybex, missed tax deadlines will soon be a thing of the past.
What's the best way to show this to you, Martin?
Ciao
Why Is This Outbound Sales Email Effective?
- Starts with a vivid description of your prospect's pain point and introduces your product as the panacea for their pain points.
- Name drops the prospect's team members to personalize the email.
- Low friction CTA that doesn't pin the prospect for sale.
2) Personalized Outbound Email With Video
Template
Subject Line: {Prospect name}, Quick Video
Hi {prospect name},
Created this video for you. It’s less than a minute, I promise.
[Video Script]
Hi {prospect name}, I wanted to send you a quick video. I saw you are using {competitor}, and I'm sure you are super satisfied with them.
But companies like {customer 1}, {customer 2}, and {customer 3} were
previously showcased on {competitor} homepage. I had done a case study with them, and they were happy to take a look at {your product}.
Some of the reasons that forced these companies to migrate to a new solution were:
{Pain point 1 from using competitors}
{Pain point 2 from using competitors}
{Pain point 3 from using competitors}
As I said, I'm sure you are super satisfied with {competitor}, but is it the worst idea to see what else is out there?
[end of video script]
Best,
Example
Subject Line: Amelia, Quick Video
Hi Amelia,
Created this video for you. It is less than a minute, I promise.
[Video Script]
Hi Amelia, I wanted to send you a quick video. I saw you are using Talli, and I'm sure you are super satisfied with them.
But companies like VerseX, Duoryt, and Xelex were previously showcased on Talli’s homepage. I had done a case study with them, and they were happy to take a look at Wandex.
Some of the reasons that forced these companies to migrate to a new solution were:
- Inability to track multiple events in multiple locations
- Lack of an event app to promote networking between on-site and virtual attendees
- Lack of prompt customer support
Like I said, I'm sure you are super satisfied with Talli, but is it the worst idea to see what else is out there?
[end of video script]
Best,
Template Credits: Navid Shahrzad, SDR at Drata
Why Is This Outbound Sales Email Effective?
- A crisp video that explains why their current solution isn't the best with social proof
- You aren't bluntly bad-mouthing your competitor and thus respecting your prospect's choices.
- A soft CTA that invites the prospect to check out your product if it interests them.
3) Personalized Based on Prospect’s Interest
Template
Subject Line: {Singer’s song} and {their target audience}
Hi {prospect name},
Quick question since you are a singer - Have you heard the popular {singer} song that goes like, {choose a song that can be tied back to their pain point}.
Well, I'm not sure if your {their target audience} are going to agree to that, especially when {obstacles their target audience is going to face}.
And the closest thing they will do to {further agitate the pain point}.
But your attendees can skip the {pain points} with {product} that lets {explain how your product solves pain points}.
Worth a chat, Gary?Example
Subject Line: Bob Marley and your event attendees
Hi Gary,
Quick question since you are into singing - Have you heard the popular Bob Marley song that goes like, "Sun is shining, the weather is sweet, yeah Make you wanna move your dancing feet now"?
Well, I'm not sure if HYPP expo attendees will agree to that, especially when the sun's up their heads, and there is a long queue ahead to check in. And the closest thing they will do to dancing is shuffle their feet impatiently.
But you and your attendees can skip all these with Hybex's event check-in app that checks in attendees within seconds.
Worth a chat, Gary?
Why Is This Outbound Sales Email Effective?
- The email introduction organically ties the prospect's personal interest and the pain point you are trying to solve.
- Similarly, the segue to your product doesn't sound forced or unnatural.
- A low friction CTA that gives prospect control over the next step.
4) Outbound Email Giving Social Proof
Template
Subject Line: {their product name}
Hi {prospect name},
A couple of Christmases ago, my wife got me {product/service}, and now I've a ton of your products, including your awesome {one of their best products}. Obviously a huge fan of what you do.
Would love to know what you are doing right now for your {task} and see how {your company} can help your businesses run even better.
Our model puts you first and makes sure all of your needs are taken care of since we know that {companies in your industry} can grind companies to a halt- for instance, we helped {your customer} deliver their orders on time even when the number of orders was 4x more than expected. {hyperlink the case study}
Would you be interested in learning how {your company}can help {prospect's company}?
Best,
Example
Subject Line: Rambler Koozie
Hi James,
A couple of Christmases ago, my wife got me the Rati Rambler Koozie, and now I've a ton of your products, including your awesome cooler. Obviously a huge fan of what you do.
Would love to know what you are doing right now for your truckload transportation and see how Orangedale Transportation can help your businesses run even better.
Our model puts you first and makes sure all of your needs are taken care of since we know that transportation companies can grind companies to a halt- for instance, we helped Bath Bombs deliver their orders on time, even when the number of orders was 4x more than expected.
Would you be interested in learning how Orangdale can help Yeti?
Have a great day,
Template Credits: Alex Berman, Cold Email Expert
Why Is This Outbound Sales Email Effective?
- The personalized introduction establishes your familiarity with the prospect's brand and the emotional connection you share with them.
- Includes a relevant case study from one of the big shots in their industry for social proof
5) Using Their Social Media Activity in Outbound Emails
Template
Subject Line: Your post on {topic}
Hi {prospect name},
Loved your recent post about {topic of the post}. I think {give your thoughts on the topic}.
But {results they mentioned in the post} can't be built in a day! It requires a hell lot of perseverance to do everything, from {tasks involved in achieving results}.
{Your product} can lift half this load from your shoulders. With {your product}, you don't have to {pain points your product helps solve} because you can {how does your product help achieve results}.
Since you spoke about {their company's} plan to double down on building {achieving results}, I thought this might be relevant.
Worth a chat, {prospect}?
Best,
Example
Hi Max,
Loved your recent LinkedIn post about the importance of a multi-channel social media presence. I think building a social presence is an effective way for B2B businesses to stand out from the pack and skyrocket their lead generation.
But social presence can't be built in a day! It requires a hell lot of perseverance to do everything, from planning, scheduling, and tracking your posts across various channels.
Vazer allows you to shuttle between different channels to post, engage or track your metrics because you can manage it from a single Vazer account.
Since you spoke about Huber's plan to double down on building its social presence in the post, I thought this might be relevant.
Worth a chat, Max?
Best,
Why Is This Outbound Sales Email Effective?
- Not the usual cookie-cutter 'Your post was amazing. Let me pitch my product now' emails. Here, you’re ensuring that they were looking for a solution, and now you’re telling them about yours.
- The topic of the post and the pain point you solve supplement each other that your product seems like the best way for prospects to achieve the desired results(mentioned in the post).
- Gives a reason why you think your product is relevant to them.
6) When They Post an Unsatisfactory Review About Your Competitor
Template
Subject Line: Your {competitor} review
Hi {prospect name},
I came across your review on {software marketplace} on how {your competitor} hasn't been working for you. That's not the first time we've heard it.
Would you be open to trying a better alternative? {your product} 's
{specific feature} would never fail, and if you have any queries, we have 24*7 chat support that would respond to you within no time. Don’t take our word for it. Here’s a screenshot of some of the reviews we’ve received from ex-{your competitor} customers.
We're also affordable compared to {competitor 1} and {competitor 2}. Is this worth your time, {prospect name}?
Cheers,
Example
Subject Line: Your Wandex review
Hi Rob,
I came across your review on G2 on how Wandex hasn't been working for you. That's not the first time we've heard it.
Would you be open to trying a better alternative? Hybex's check-in system will never fail, and if you have any queries, we have 24*7 chat support that will respond to you within no time. Don’t take our word for it. Here’s a screenshot of some of the reviews we’ve received from ex-Wandex customers.
We're also an affordable option when compared to Wandex and Flix. Is this worth your time, Rob?
Cheers,
Why Is This Outbound Sales Email Effective?
- The timing and relevance of this email are what make it stand out.
- Explains how your product is better by stressing how you can rectify the problems they had while using your competitor.
- A soft CTA, even if the buying intent of the prospect is high.
7) Following Up After Some Engagement
Template
Subject Line: {interesting insight from case study}
Hi {prospect name},
Saw that you checked out my previous email from last week on how {to do task and achieve results} a couple of times.
{task} is a tricky thing but with right {measures/steps}, you can see {results} as seen within the {target audience} at {some competitor names, and link to case studies on them}.
Think this can help your {target audience} do {task} successfully?
Ciao,
Example
Subject line: Meet SDRs with a whopping 20% call conversion rate
Hi {prospect name}, saw that you checked out my previous email from last week on how to coach SDRs to make successful cold calls a couple of times.
Cold calls are a tricky thing, but with the right kind of coaching, you can see high conversions, as seen within the sales teams at Nong and Dribble.
Think this can help your sales reps make successful cold calls?
Ciao,
Why Is This Outbound Sales Email Effective?
- Cashes on the prospect’s interest by giving them more value
- A low friction CTA to coax a reply out of your prospects and get them to admit that they are struggling with pain points.
8) When You Want To Follow Up After No Response
Template
Subject Line: Re: Confirm {prospect role} at {company}?
I sent you a couple of emails on how you can solve {pain points}. But since I've not heard back from you yet, I wanted to know if there’s anyone else I could reach out to.
Can you confirm if you are the best person to talk about {pain point} and {results} in {company}? If not, I'd appreciate you pointing me to the appropriate contact.
Thanks,Example
Subject Line: Re: Confirm Sales Manager at Bath Mists?
Larry,
I sent you a couple of emails on how I can help you take care of the freight needs for your new range of bath bombs. But since I've not heard back from you yet, I wanted to know if there’s anyone else I could reach out to.
Can you confirm if you are the best person to talk to about freight management in Bath Mists? If not, I'd appreciate you pointing me to the appropriate contact.
Thanks,
Why Is This Outbound Sales Email Effective?
- You don’t guilt-trip your potential customer for not responding but request them direct you to the decision maker.
Struggling to write follow-ups to prospects who never reply? Here are 10 templates you can use to get a response out of them.
9) When They Ghost You After a Demo
Template
Subject: {feature they requested} for you!/ {results delivered by feature they requested}
Hi {prospect name},
A few highlights of our call on {day}:
- {Pain point 1}
- {Pain point 2}
- {Pain point 3}
- {Feature requests, if any}
Confident {your product} can help you solve these points and build {feature} for you.
Next steps would be:
- {Give them a brief idea of the next steps involved, like sending
quotations, signing contracts, etc.}
Anything I missed? Let me know.
Example
Subject: Never let your reps commit the same mistake again!
Hi Noah,
A few highlights of our call yesterday:
- You don't have a streamlined process to train and track the performance of your salespeople.
- You spend more than 12 hours a week coaching your reps but aren't satisfied with the results.
- You want a built-in feature that captures the most repeated mistakes your reps make so they can consciously make an effort to improve.
Confident Amaro can help you solve these points and build the feature you requested.
Next steps would be:
- Sign mutual NDA [attached]
- Clear your invoice [attached]
- Get on a quick call with Amaro's team to learn the ropes
Anything I missed? Let me know.
Template Credits: Kyle Coleman, SVP, Marketing Clari
Why Is This Outbound Sales Email Effective?
- Brief, concise, and to the point.
- Gives a crisp run down of the demo, highlighting their pain points and feature requests.
- Gives them a glimpse of the next steps so prospects know what they are getting into.
Wondering how to follow up with prospects after a demo? Here are 7 follow-up email templates you can use after a demo to seal the deal.
10) When They Don’t Respond After Sending a Quote
Template
Subject Line: {product} free trial!
Hey {prospect name},
While you're mulling over the quote, would you like to kick {product's} tires a bit? Per our last conversation, you seemed quite curious about {feature/use case), you could test them out during this free trial. I'll enable {X seats}, so your team can use it as well.
We can do this for a week and then extend it till the date of onboarding if you can confirm your purchase before {deadline}.
Here's the link to activate your free trial.
Feel free to shoot your questions, I'd be happy to help.
Cheers,
Example
Subject Line: Amaro free trial
Hey Jared,
While you're mulling over the quote, would you like to kick Amaro's tires a bit?
Per our last conversation, you seemed quite curious about how Amaro provides personalized guidance at each step of the call. You could test them out during this free trial. I'll enable 5 seats, so your team can use it as well.
We can do this for a week and then extend it till the date of onboarding if you can
Confirm your purchase before 13th July.
Here's the link to activate your free trial.
Feel free to shoot your questions, I'd be happy to help.
Cheers,
Why Is This Outbound Sales Email Effective?
- Not the usual 'I'm desperate for a sale' follow-up.
- Leverages the puppy dog close where you invite the prospect to use your product while they are deciding on the offer.
- Tactic mention of the feature that caught their attention to lure them into accepting the offer.
Looking for more ways to follow up after sending a quote? Here are 7 quotation follow-up email templates to get started.
11) To Rekindle Their Interest Later
- When They’ve Asked You To Reach Out Again
Template
Subject Line: {pain point you are trying to solve for them}
Hi {prospect name},
Last time we talked you had asked me to contact you again this quarter to discuss how {your product} can help you {solve pain points/achieve results}.
Here's how {your company} can help you:
- {Value proposition 1}
- {Value proposition 2}
Recently, {your customer}’s {team} saved/achieved {talk about the results you delivered}.[attach case study link]
Worth a chat this time, {prospect name}?
Cheers,
Example
Subject Line: Increase your support team efficiency
Hi Tim,
Last time we talked, you had asked me to contact you again this quarter to discuss how Ripple can help you enhance customer experience.
Here's how Ripple can help you:
- Save 15 hours per week for your customer support team by delegating less important queries to chatbots.
- Alert the support team whenever a visitor raises a query for prompt query resolution and enhanced customer experience.
Recently, Hybex's customer support team saved 70+ hours weekly using Ripple. Here's how.
Worth a chat this time, Tim?
Why Is This Outbound Sales Email Effective?
- Brushes up the prospect's memory with how you can help them.
- Relevant case study to show social proof
- When You Are Checking In on Lost Deals
Template
Subject line: You asked, We Delivered
Hi {First Name},
Last time we spoke, you didn't think that {your company} was a good fit for your needs because of {reason why they didn't close}.
The good news is that we now {new feature which addresses their concern}. Based on our past conversations, I think we are in a better position to help you to {achieve X by doing Y}.
Just say the word, and we will set up a trial account for you and your team.
Best,Example
Hi Michaela,
Last time we spoke, you didn't think that OntimeHR was a good fit for your payroll needs because we didn't have an integration with ADX payroll services.
The good news is that we now integrate with ADX payroll, and thus you no longer have to switch to DTC payroll services to avail the integrated payment feature.
Based on our past conversations, we are in a better position to help you manage your payroll needs, from on-time salary payments to tax payments.
Just say the word, and we will set up a trial account for you and your team.
Best,
Why Is This Outbound Sales Email Effective?
- Talks about how you've rectified the reason why they deemed you unfit last time.
- States how they benefit from the new feature or updates.
- Ends with a low-risk offer(trial) to urge them to try your product.
12) When You Want To Part Ways With Prospects
- The '1-2-3’ Breakup Email
Template
Subject Line: Your call, {prospect name}
Hi {First name}
This is my last email, but I'd love your feedback so our product can get better.
What's the main reason you didn't want to hop on a call with us?
A. It's not a priority right now
B. Call us next quarter
C. I'm not interested
D. I was busy, call me sometime this week
Just choose A, B, C, or D, and you'll never hear from me again unless you want me to.
Best,
Example
Subject Line: Your call, Gary
Hi Gary,
This is my last email, but I'd love your feedback so our product can get better.
What's the main reason you didn't want to hop on a call with us?
A. It's not a priority right now
B. Call us next quarter
C. I'm not interested
D. I was busy, call me sometime this week
Just choose A, B, C, or D, and you'll never hear from me again unless you want me to.
Best,
Why Is This Outbound Sales Email Effective?
- Easy to reply to. They just have to reply with an A, B, or C.
- You are not guilt-tripping them but asking them ways to get better
- ‘Nurture' Breakup Email
Template
Subject Line: Your call, {prospect name}
Hello {FirstName},
After this email, I'll go ahead and add you to our marketing list, but I wanted to reach out to you once more before I do. I would be happy to connect and discuss:
- Pain points
- Results
- Offers (if any)
Are you interested in speaking? If so, let me know, or go ahead and book some time on my calendar.
If it's easier for you, we can also try to reconnect instead in a few months. Let me know, and I can set myself a reminder to follow up then.
Either way, best of luck, {prospect name}!
Example
Subject Line: Your call, Abel
Hello Abel,
After this email, I'll go ahead and add you to our marketing list, but I wanted to touch base once more before I do. I would be happy to connect and discuss:
- How you can send hyper-personalized emails at scale
- Ways to increase your email marketing ROI without increasing the spend
Are you interested in speaking? If so, let me know, or go ahead and book some time on my calendar.
If it's easier for you, we can also try to reconnect instead in a few months. Let me know, and I can set myself a reminder to follow up then.
Either way, best of luck, Abel!
Why Is This Outbound Sales Email Effective?
- Lists the results you can deliver to create FOMO in your prospect.
- Conveys you are ready to provide value whether they buy from you or not.
13) Sending an Outbound Sales Email After Leaving a Voicemail
Template
Subject line: Just tried to call you, {prospect name}
Hi {Prospect Name},
This is {Your Name} from {Your Company}.
I've been helping {category} businesses like {Company 1} and {Company 2} in {City/Town} solve their {pain point} and was wondering if you'd be interested in discussing {how your product can solve prospect's problem}.
Here’s how we helped {competitor} solve the same problem. Let me know if you're interested to know more.
Again, that's {your name}, from {your company}.
Cheers,Example
Subject line: Just tried to call you, {prospect name}
Hi Nash,
This is Peter from AutoBot.
I've been helping SaaS businesses like BoxeD, and GBX increase their chatbot deflection rates. I was wondering if you'd be interested in discussing how AutoBot can free your customer success team from the tedious task of answering the same questions a million times.
Here’s how we helped BoxeD solve the same problem. Let me know if you're interested to know more.
Again, that's Peter from AutoBot.
Cheers,
Why Is This Outbound Sales Email Effective?
- Name drops their competitors to catch their attention
- Supplements your claim with social proof
Final Thoughts
Writing outbound sales emails that effortlessly tie your prospect's interest to your product is the key to ensure high response rates. But sending hyper-personalized sales prospecting emails to every prospect on your list is difficult. And here's what you can do instead:
- Find prospects that match your ICP
- Segment audience based on the industry and pain points
- Use a sales automation software like Klenty to send hyper-personalized emails to your different audience segments
Et Voila!
FAQs
How do you write a good outbound sales email?
1. Use a catchy and relevant subject line
2. Begin with an introduction that explains the subject line and compels you to read further
3. Next, explain the reason for your email or What’s In IT For Them (WIIFT)
4. End it with a soft call to action
