35 Best Cold Email Templates to Get Higher Reply Rates
A cold email template is a pre-written framework that helps to write outreach messages. It organizes the subject line, personalized opener, pain point, value proposition, proof, and call-to-action into a proven sequence. Templates exist because writing each email from scratch wastes time. A high-performing cold email template gives a repeatable starting point while leaving room for personalization. Below is a cold email template that performs best.
Subject: Question about customer feedback at [ Company ]
Hi [ First Name ],
I was looking at [ Company ] and noticed a few reviews mentioning slower response times or support tickets falling through the cracks.
Totally get how that happens as teams grow. We see this a lot with companies managing conversations across multiple channels.
[ Product Name ] helps teams keep every customer interaction in one place, so nothing gets missed and follow-ups are easy to stay on top of.
Would it make sense to share how other companies are using it to turn those kinds of reviews around?
Best,
[ Email Signature ]A cold email is a message that sales professionals, marketers, job seekers, and students send to start a conversation with a stranger who has the potential to become a valuable connection. A proven cold email template helps craft emails without starting from scratch. A high-performing cold email template contains six parts, including a subject line that earns the open, a personalized opener that proves you’ve done research, a pain point or trigger that shows relevance, a value or benefit statement, proof through data or social proof, and a low-friction CTA that makes replying easy.
The difference between replies and silence comes down to structure, personalization, and timing. The best-performing cold email templates follow proven frameworks like AIDA and PAS. These structures guide recipients from attention to action.
Reachoutly’s cold email specialists have crafted 35 proven cold email templates for different industries and situations. These cold email templates help you get more replies, book calls, generate leads, and build sales pipelines. Use these cold email templates below for B2B sales outreach, job applications, internship requests, professor networking, guest post pitches, follow-up sequences, and partnership proposals. Let’s start with a B2B sales/business development template.
1. Cold Email Template for B2B Sales
We have crafted this B2B sales template for sales development representatives (SDRs), account executives, business owners, and marketers. Use this pre-written framework for sales prospecting.
Subject: Quick question about [ Company ]’s [ trigger ]
Hi [ First Name ],
Noticed [ personalized trigger ] at [ Company ] and thought I’d ask:
Are you currently running into [ specific/concrete pain ] inside [ team/process ]?
We see this a lot in [ industry ]. It usually leads to [ clear consequence: wasted spend/missed revenue/slow execution ].
We help [ role/company type ] solve this by [ simple mechanism, no buzzwords ].
For example, [ customer ] saw [ specific result ] in [ timeframe ].
Would it be helpful if I sent a 3-bullet breakdown tailored to [ Company ]?
No deck. Just specifics.
Thanks,
[ Email Signature ]Anyone who sends outreach to decision-makers at other companies benefits from this B2B sales cold email template. It works for those who sell software, services, or B2B partnerships. The purpose of this cold email template for B2B sales is to get a reply and book meetings. This template skips generic pitches. It asks a direct question about a specific pain point the prospect experiences. The goal is to start a conversation, not close a deal in one email.
When to Use This B2B Sales Cold Email Template?
Use this proven B2B sales cold email template when you spot a trigger event at a target company. A trigger event is a change, such as a new hire, funding round, product launch, or leadership shift. The template works best when you tie that trigger to a concrete pain point your product solves.
This approach fits lead generation campaigns where personalization drives reply rates. Data from the first 2 quarters of 2025 shows personalized subject lines and body paragraphs have increased open rates by 29% in Reachoutly’s campaigns. Use this template when you want to qualify a prospect quickly and test if they experience the problem you solve.
Why Does This B2B Sales Cold Email Template Get Replies?
This B2B sales cold email template gets replies because it feels like a conversation, not a pitch. The personalized greeting and trigger reference show you did your homework. The question-based opening invites a response rather than a delete. The value proposition is short, containing one sentence about how you help and one example with a specific result. This builds credibility without overwhelming the reader. The CTA offers a low-commitment next step. Prospects reply because responding feels easy. That simplicity converts cold outreach into warm conversations.
2. Cold Email Template for Job (Recruiter, software engineer)
We have crafted this job template for software engineers seeking new roles, career switchers entering tech, and professionals targeting unadvertised positions. Use this template to send emails to recruiters or hiring managers at companies where you want to work.
Subject: Intro from an engineer interested in your team at [ Company ]
Hi [ First Name ],
I came across your team at [ Company ] while looking into companies building [ specific product/system/problem ]. Especially [ personalized detail/repo/blog/feature/tech choice ].
I’m a [ backend/frontend/full-stack ] engineer with [ X ] years of experience working primarily with [ core stack ].
Recently, I:
built [ feature/system ] used by [ user scale/internal team ]
improved [ performance/reliability/conversion/cost ] by [ specific metric ]
That work feels closely aligned with what your team is doing around [ team area/role/roadmap item ].
Here’s my [ GitHub/portfolio/resume ] if helpful:
[ link ]
Would you be open to a quick chat to see if it makes sense to connect?
Thanks,
[ Your Name ]
[ LinkedIn ]This job cold email template differs from standard job applications. It bypasses job boards and reaches decision-makers directly. This cold email template’s goal is to schedule a coffee chat or interview. It opens doors at your desired companies. The role-specific pitch connects your skills to their team’s work. Your GitHub, LinkedIn, and portfolio links provide instant proof of your value proposition.
When to Use This Job Cold Email Template?
Use this proven job cold email template when you’ve identified a specific company and team. Apply it when networking for referrals or exploring hidden job opportunities. The personalization elements, like company research, tech stack mentions, or repo references signal genuine interest.
Why Does This Job Cold Email Template Get Interviews?
This job cold email template gets interviews because of its clear structure. The subject line includes the company name and role intent, both personalization triggers. The opening line shows research. You’re not asking for a job. You’re requesting a conversation. The value proposition sits in the middle. Two bullet points with specific metrics prove your impact. Hiring managers quickly scan and confirm relevance. The clear CTA asks for a quick chat. No resume attachment, no lengthy demands.
3. Cold Email Template for Research
We have crafted this research cold email template for undergraduate students requesting research opportunities, lab positions, or UROP (Undergraduate Research Opportunity Program) placements at universities, high school students exploring research internships, and graduate school applicants reaching out to potential advisors to request funding. Students pursuing lab positions benefit from having our ready-made framework when emailing professors for the first time.
Subject: Prospective undergraduate researcher in your lab
Dear Professor [ Last Name ],
My name is [ Your Name ], and I am a [ Year ] studying [ Major ] at [ University ]. I’m reaching out to ask about potential undergraduate research opportunities in your lab, particularly related to [ specific area ].
I recently read your [ paper/talk/post ] on [ specific topic ], and I was especially interested in [ one concrete detail that shows genuine engagement ]. Your group’s work on [ what the lab is trying to understand/build ] strongly aligns with my academic interests.
A bit of relevant background:
[ Project/course/lab ]: briefly describe what you did and the outcome
Experience with [ tool/method/technique ] and [ another relevant skill ]
I am available [ X hours/week ] starting [ date ].
Are you currently taking undergraduate researchers this [ term ]? If so, I’d appreciate your guidance on the best next step (meeting, application, or contacting someone in your group). A brief reply would be greatly appreciated.
Thank you for your time and consideration. My [ resume/CV ] is attached.
Best regards,
[ Full Name ]
[ University ]
[ Department ]
[ Phone ]
[ LinkedIn/Website ]This research cold email template stands apart from regular cold emails because its goal is educational, not sales-driven. It helps students introduce themselves, highlight relevant skills, and make a specific request in a professional format. Professors receive countless emails daily. A well-crafted cold email template increases the chance of standing out. It creates a professional first impression, demonstrates genuine interest in the professor’s research, and makes the ask clear and easy to respond to.
When to Use This Research Cold Email Template?
Use this proven research cold email template when you want to join a professor’s lab for hands-on research. The template works best when you have identified a professor whose work aligns with your academic interests. It fits situations where you are ready to commit time and effort. You are not just browsing options. You have a clear picture of what research area excites you.
Why Does This Research Cold Email Template Get Replies?
This research cold email template gets responses from professors because it respects how professors think and what they value. The template references a specific paper, talk, or post. This proves you did your homework. You show what you bring to the lab by listing relevant skills, coursework, and availability. The professor sees how you can help their ongoing projects. It keeps every section brief while covering all the essentials. It suggests flexible next steps, like a meeting, an application, or contacting a lab member. This gives the professor multiple easy ways to respond.
4. Cold Email Template for Internship
We have crafted this internship cold email template for college students seeking summer or semester internships, recent graduates exploring startups or research internships, and career changers entering new fields. Adapt it for alum outreach or informational coffee chat requests.
Subject: Question about your team at [ Company ]
Hi [ First Name ],
I came across [ Company/Team ] while researching teams working on [ specific product/system/problem ].
I’m a [ Year ] [ Major ] at [ University ]. Recently, I [ did X ] using [ tool/skill ], which resulted in [ measurable outcome ].
That work overlaps closely with your team’s focus on [ area they own ].
Are you the right person to speak with about a [ Term ] internship, or is there [ someone/process ] you’d recommend?
[ Resume/CV ] attached, in case helpful.
Thanks,
[ Your Name ]
[ LinkedIn/Portfolio link ]This ready-to-customize internship cold email template’s purpose is to request internship opportunities at companies you admire. Use it to send email to founders, hiring managers, or team leads directly before any position is posted. It works as a proven framework for you to copy and paste.
When to Use This Internship Cold Email Template?
Use this proven internship cold email template when competitive internships don’t list openings publicly or when you want to network your way into hidden opportunities. The best timing comes three to six months before your target start date. The best time to send cold emails is Tuesdays through Thursdays between 10 AM and 4 PM for better open rates. Use it when you’ve found a company doing work that genuinely excites you.
Why Does This Internship Cold Email Template Get Replies?
This internship cold email template gets responses because the subject line is direct and specific. No clickbait, no fluff. Personalization in the opening line proves genuine interest. Sharing a measurable outcome gives proof of capability. The soft call to action respects their time and removes pressure.
5. Cold Email Template for Meeting Booking
We have crafted this meeting booking template for sales professionals, SDRs, account executives, founders, and consultants to schedule a meeting with prospecting clients. Marketing teams, business development reps, anyone in a B2B role who wants to schedule a meeting with new clients benefits from it. It turns strangers into appointments on your calendar.
Subject: Quick question, [ First Name ]
Hi [ First Name ],
We recently helped [ similar company ] [ specific outcome ] (e.g., “increase retention by 18% without changing pricing”).
I noticed [ Company ] [ relevant observation ] and had an idea that might work here too.
Open to a 10-min chat next week so I can walk you through it?
If not, no worries at all.
Best,
[ Email Signature ]The only goal of this meeting booking cold email template is to book meetings. It skips lengthy introductions. It gets straight to value. Reachoutly achieved 2%+ meeting booking rates from cold campaigns throughout 2025 with this type of template. The right template pushes your response rates higher like this.
When to Use This Meeting Booking Cold Email Template?
Use this proven meeting booking cold email template when you have proof that your solution works for similar companies. It fits best when you spot a relevant observation about your prospect’s business. Use it after researching their company and finding something specific to mention.
This value-focused outreach works for SDRs contacting decision-makers, founders reaching out to potential partners, or consultants proposing services. It’s perfect when you want to book a quick chat without overwhelming busy professionals.
Why Does This Meeting Booking Template Schedule Meetings?
This meeting booking cold email template schedules meetings because the subject line uses personalization with the recipient’s name. The template leads with a specific outcome you delivered. This proves your credibility instantly. The [ relevant observation ] field shows you researched their company. This separates your message from generic templates. Asking for just 10 minutes feels easy. Adding “no worries at all” removes pressure. The email contains fewer than 75 words. Short emails generate more replies because busy professionals are able to read them fast.
6. Cold Email Template for Investment Banking
We have crafted this investment banking template for university students preparing for summer analyst positions at investment banks, recent graduates seeking full-time analyst roles through off-cycle recruiting, and MBA candidates targeting associate-level positions at boutique or bulge bracket firms.
Subject: Curious about your role at [ Group Name ]
Hi [ Name ],
I came across your background in [ Group/Deal/Industry ] and thought it’d be great to reach out.
I’m a [ Year ] studying [ Major ] at [ University ], and I’ve been preparing specifically for investment banking through [ relevant coursework/internship/finance club/modeling experience ].
I’d really appreciate the chance to ask a few focused questions about your experience in [ Group ] and how you approached recruiting. Would you be open to a quick 10-15 minute call sometime in the next couple of weeks?
Either way, thank you for your time and for consideration.
Best,
[ Your Name ]This investment banking template is a networking message framework designed for finance recruitment. Students and recent graduates use it to request coffee chats with analysts and associates at banks. It helps you start conversations with industry professionals you have never met before. Investment banking recruitment runs heavily on internal referrals. Networking cold emails help you bypass the resume pile and build direct relationships.
When to Use This Investment Banking Cold Email Template?
Use this proven investment banking cold email template when reaching out to analysts or associates at your target firms. It works best when timing aligns with recruiting cycles. It is effective 3-6 months before recruiting season, allowing you to build relationships early before processes become competitive. Use it when you find a referral opportunity. It performs well during alumni outreach campaigns, especially when connecting with graduates from your own university.
Why Does This Investment Banking Cold Email Template Get Responses?
This investment banking cold email template gets responses because the opening line references the recipient’s specific group or deal experience. Mentioning your coursework, finance club, or modeling experience shows genuine interest. The template requests a 10-15 minute call. Not a job, not an interview, not a resume review. Coffee chats feel low-pressure for the recipient. A small ask increases your chances of a “yes.” The phrase “either way, thank you” removes pressure. Recipients can decline without feeling guilty. Ironically, this politeness makes them more likely to respond.
7. Cold Email Template for Digital Marketing Service
We have crafted this digital marketing service template for marketing agency owners, freelance SEO consultants, and digital marketing professionals who sell SEO, paid advertising, or website optimization services. Sales development representatives at marketing firms rely on it to book discovery calls with potential clients.
Subject: Noticed your LinkedIn ads
Hi [ First Name ],
I was checking out [ Company ] after seeing your LinkedIn ad. Nice positioning overall.
Quick question: are you actively investing in organic traffic right now, or mostly relying on paid ads?
The reason I ask is we’ve helped companies at a similar stage:
increase landing page conversions by 35%, and
lift sign-ups by ~10% after optimizing site speed, SEO structure, and on-page UX.
If reducing reliance on paid ads is a priority this quarter, I’m happy to share a couple of ideas specific to [ Company ].
Worth a quick chat, or should I send a short breakdown instead?
Best,
[ Your Name ]This digital marketing service cold email template exists to start conversations with businesses that have room for improvement in their online presence. It opens dialogue around a specific marketing gap, positions you as a helpful resource, and invites further discussion.
When to Use This Digital Marketing Service Cold Email Template?
Use this proven digital marketing service cold email template when you spot a company relying heavily on paid advertising but missing organic growth opportunities. The template works especially well after you notice a prospect’s LinkedIn ad, Google Ads, or sponsored content. Use it when the prospect’s current marketing strategy shows room for optimization. It works if their website loads slowly, their landing pages lack SEO structure, or their paid ad spend seems disproportionate to their organic traffic.
Why Does This Digital Marketing Service Template Get Replies?
This digital marketing service cold email template gets responses because it references something specific, such as a LinkedIn ad the sender actually saw. This observation-based opener shows you did your homework before hitting send. It asks about current priorities, rather than pushing services immediately. This curiosity-driven approach respects the recipient’s time and invites dialogue. Concrete numbers like a thirty-five percent conversion lift and ten percent sign-up increase demonstrate the value proposition clearly. Prospects respond to specific outcomes, not vague promises.
8. Cold Email Template for SEO Service
We have crafted this SEO service template for SEO freelancers, agency owners, and digital marketing consultants who offer SEO services. Sales professionals at SEO agencies utilize it when reaching out to potential clients.
Subject: Quick SEO note for [ Company ]
Hi [ First Name ],
I was searching for [ Keyword ] earlier today and noticed [ Company ] is currently around [ Current Rank ] (page [ Current Page ]).
You’re actually doing several things right, but being off page one usually means lost inbound leads every week, even if demand is there.
I’ve helped other [ Niche/Business Type ] companies move ahead of competitors like [ Competitor 1 ] and [ Competitor 2 ], and I recorded a 2-3 min loom video audit showing:
what’s holding this page back
and the quickest fixes to improve rankings
No pitch. Just specific feedback.
If it makes sense, reply “yes” and I’ll send the video over.
If someone else handles SEO, happy to reach out to them instead.
Best,
[ Your Name ]
[ Website/Proof ]This SEO service cold email template gets replies by offering a free video audit. You show the prospect you have already done your homework on their website. You mention their competitors. You offer value before asking for anything in return.
When to Use This SEO Service Cold Email Template?
Use this proven SEO Service cold email template when you find a business ranking on page two or lower for a valuable keyword. The prospect is already investing in SEO but not seeing results. Use this template when your audit reveals quick fixes. Target businesses that have SEO gaps costing them leads.
Why Does This SEO Service Cold Email Template Get Replies?
This SEO Service cold email template gets replies because it leads with proof. You reference real data. You name actual competitors. The video audit adds a human touch. There is no hard pitch. This template hits all the right notes such as personalization, value, and a soft ask.
9. Cold Email Template for Backlinks
We have crafted this backlinks template for SEO specialists to build links that boost search rankings, content marketers to expand their reach, and Business owners to drive referral traffic. It focuses on getting other websites to add a link pointing back to your site, unlike regular cold emails that sell products.
Subject: Article idea for [ Site Name ]
Hi [ Prospect Name ],
Loved your recent interview with [ interviewee ] on [ topic ], especially the point about [ specific insight ].
I’m reaching out because I write data-backed articles for [ your niche ] audiences, and I think your readers would get real value from something like:
[ Article Idea #1 ]
[ Article Idea #2 ]
[ Article Idea #3 ]
A few of my pieces have been featured on [ Site A ], [ Site B ], and [ Site C ], and they typically bring in consistent organic traffic and social shares long after publishing.
Would any of these topics be a fit for your editorial calendar?
Happy to tailor it 100% to your audience.
Best,
[ Name ]This backlinks template is a guest post pitch. You offer to write a valuable article for someone else’s website. In return, you get a backlink from their site to yours.
When to Use This Backlink Cold Email Template?
Use this proven backlink cold email template when you spot a website that accepts guest contributors in your niche. The best timing is right after they publish content related to your expertise. Their recent interview or article gives you a natural conversation starter.
Why Does This Backlink Cold Email Template Get Responses?
This backlink cold email template gets responses because it leads with genuine appreciation. Mentioning a specific insight from their interview proves you actually read their content. The template offers three article ideas instead of one. This gives the recipient choices and shows you put thought into their editorial needs. Social proof matters here. Naming websites where your work appeared builds credibility fast. It answers the silent question, “Can this person actually write?”
10. Cold Email Template for Healthcare
We have crafted this B2B healthcare template for sales representatives targeting healthcare organizations, marketing professionals seeking new clients in the medical sector. It connects with clinics, hospitals, and healthcare providers about specific services.
Subject: Regarding operations at [ Clinic Name ]
Hi [ First Name ],
We work with healthcare organizations such as [ client name/type ] to solve [ specific problem: missed appointment/staffing gap/claim delay/low online visibility ].
Our approach is built specifically for healthcare teams, secure, compliant, and low-lift for internal staff.
Would you be open to a brief conversation to see if this aligns with [ Clinic Name ]’s current priorities?
Best,
[ Your Name ]This B2B healthcare cold email template’s goal is to start conversations with healthcare decision-makers. The template positions your service as a solution to common medical industry problems. It opens doors for appointments, partnerships, and lead generation opportunities.
When to Use This Healthcare Cold Email Template?
Use this proven healthcare cold email template when you reach out to clinic administrators about operational challenges, contact healthcare providers about staffing solutions, introduce compliance-focused services to medical organizations, or pitch appointment scheduling or patient engagement tools.
Why Does This Healthcare Cold Email Template Get Replies?
This healthcare cold email template gets replies because it mentions “healthcare organizations” and names similar client types. It shows you understand the medical sector. Naming issues like missed appointments, staffing gaps, and claim delays demonstrates research and relevance, while words like ’secure’ and ’compliant’ address key healthcare concerns. Decision-makers worry about HIPAA and data protection. This template answers those concerns before they arise.
11. Cold Email Template for B2B Partnership
Reachoutly’s cold email specialists crafted this B2B partnership template for sales professionals, business development managers, and marketers to pitch joint ventures, co-marketing deals, referral arrangements, and retail partnerships to prospect companies.
Subject: Exploring a partnership with [ Company ]
Hi [ First Name ],
Noticed you’re working with [ their target audience/use case ] at [ Company ]. Thought there might be a natural overlap with what we’re seeing on our side.
We help [ your target market ] with [ specific outcome you deliver ], and a number of them already use [ their product/service ] alongside us. That’s why I thought a referral or co-marketing partnership could make sense for both teams.
Open to a quick 15-minute chat to see if there’s a fit?
If easier, I’m free [ specific time option 1 ] or [ specific time option 2 ].
Best,
[ Your Name ]This B2B partnership template focuses on mutual benefit and long-term relationships, unlike regular sales emails that push a product. Its purpose is to open doors to strategic alliances that drive B2B sales for both parties.
When to Use This B2B Partnership Cold Email Template?
Use this proven B2B partnership cold email template when you spot natural overlap between your business and another company. Use it when both companies serve the same audience but offer different products. It fits perfectly for proposing referral partnerships, co-marketing campaigns, or reseller agreements. Use it when you notice a prospect company already works with businesses like yours. That existing relationship signals they’re open to partnerships.
Why Does This B2B Partnership Cold Email Template Get Replies?
This B2B partnership cold email template gets responses because it leads with relevance, not a sales pitch. The subject line sparks curiosity without sounding salesy. The opening line shows you’ve done research on their company. The value proposition highlights mutual benefit rather than one-sided gain.
12. Cold Email Template for SaaS
Reachoutly’s campaign managers crafted this SaaS cold email template for sales development representatives, account executives, and SaaS founders to build sales pipelines. Software-as-a-Service companies use it to connect with potential B2B customers.
Subject: Quick one, [ First Name ]
Hey [ First Name ],
Saw [ Company ] is using [ Tool ]. Smart choice.
Many [ industry ] teams hit [ pain point ] when usage scales. We helped [ Competitor ] cut [ metric ] by [ result ] using our [ product category ].
Want me to send over a 2-minute breakdown showing how it could work for [ Company ] too?
Cheers,
[ Your Name ]
[ Role ]
[ Your Company ]You want to book meetings with companies that already understand your product category. These prospects need less education. They already use competitor tools. Your job is to show them a better option. This template speaks directly to businesses already using similar tools, unlike generic outreach templates.
When to Use This SaaS Cold Email Template?
Use this proven SaaS cold email template when you spot companies actively using competitor products. LinkedIn posts, job listings, and review sites like G2 reveal which tools your prospects use. This template works best for mid-funnel outreach where prospects already experience growing pains with their current solution.
Why Does This SaaS Cold Email Template Increase Conversions?
This SaaS cold email template increases conversions for three reasons. First, it validates their current choice. Saying “smart choice” feels respectful, not salesy. Second, it predicts their future problem. Scaling pain points feels real to growing teams. Third, the call-to-action asks for minimal commitment. A two-minute breakdown sounds easy.
13. Cold Email Template for Networking
We have crafted this networking cold email template for beginner sales professionals to learn how top performers think, for marketers to learn what is working in a niche and to meet peers, and for business owners to connect with founders, operators, or creators they want in their network. It fits job seekers who use sample networking emails to request career advice for later.
Subject: [ Topic ] question
Hi [ First Name ],
I came across your [ post/talk/role ] and your point about [ specific detail ] really stuck with me.
I’m [ Your Name ]. Currently, [ what you’re building/learning ] and I’ve been spending time learning more about [ area they have experience in ]. Your perspective would be genuinely helpful.
Would you be open to a quick 15-minute virtual coffee sometime next week? If not, no worries at all.
Either way, appreciate the work you’re putting out.
Best,
[ Your Name ]
[ Role ]
[ Company ]
[ LinkedIn ]It is a cold networking email, not a sales pitch. The goal is to start networking, build meaningful connections, and open the door to future conversations such as informational interviews, sample questions, or even thank-you notes later.
When to Use This Networking Cold Email Template?
Use this proven networking cold email template right after you read or watch something your desired person shared, or when you have a clear reason to ask for their perspective. If you do not have a mutual connection, this is a polite first outreach and a good follow-up path if they respond.
Why Does This Networking Cold Email Template Get Replies?
This networking cold email template gets replies because it uses a 3-step framework, such as relevance, brief context, and one small ask. Your subject line stays light (“Quick question” or “Coffee chat?”), then you show relevance by mentioning their post, talk, or role. You introduce yourself in one line, explain what you are learning, and ask to connect. The call to action is clear and low-commitment, and the “no worries” line removes pressure. Ending with a thank you shows respect for their time.
14. Cold Email Template for Graphic Design
We have crafted this graphic design cold email template for freelance graphic designers, small studios, and designers doing outreach for new clients. Marketers or founders who are reaching out to a designer on their team’s behalf use it.
Subject: Quick intro via [ Referrer Name ]
Hi [ First Name ],
[ Referrer Name ] suggested I reach out.
I’ve been working with [ Industry ] teams that are growing fast and often hit a point where their visuals start lagging behind the quality of their product or messaging.
I help companies tighten up brand and marketing design, so things like decks, web visuals, and social assets feel consistent and actually support growth (not just “look nice”).
Curious, are you handling all design in-house right now, or working with external support?
If helpful, happy to share a couple relevant examples or keep this to a quick, informal chat.
Best,
[ Your Name ]
[ Role/Studio ]
[ Portfolio/Website ]The purpose of this graphic design cold email template is not hard selling. It’s to start a calm conversation, show you understand their situation, and earn a reply.
When to Use This Graphic Design Cold Email Template?
Use this proven graphic design cold email template when you have a warm angle, like a referrer name from networking, a mutual connection, or a past client introduction. Use it when a company is growing and their decks, web visuals, or social assets look inconsistent, or when they are launching a product, hiring, or updating brand messaging.
Why Does This Graphic Design Cold Email Template Get New Clients?
This graphic design cold email template gets new clients because it leads with trust (“[ Referrer Name ] suggested I reach out”), which lowers resistance. It names a common problem in plain words like visuals lagging behind product quality. It explains value clearly. Finally, the call to action is low-pressure, offering examples, sharing a portfolio, or booking a quick informal chat.
15. Cold Email Template for Freelancer
We have crafted this freelancer cold email template for freelancers doing cold email or cold outreach like designers, writers, developers, marketers, video editors, consultants, and small agencies. Business owners trying to secure more jobs without paid ads, or a beginner salesperson running outbound for a service utilizes it.
Subject: Noticed something on [ Company ]
Hi [ First Name ],
I was looking at [ specific page/campaign ] and noticed [ specific observation tied to a business outcome ].
It looks like there may be an opportunity to [ clear/simple benefit ].
I’m [ Your Name ], a [ your profession ]. I’ve helped [ similar companies/niche ] with [ specific service ], including a recent project where we [ short/tangible result ].
Happy to send over a quick example or outline the idea in more detail if it’s useful?
Best,
[ Your Name ]
[ Your Role ]
[ Website/Portfolio ]This freelancer cold email template’s intention is to turn your email into a business note, not a pitch. You open with proof of research (“I looked at this page”), connect it to a clear outcome, and then share a small value proposition plus one light proof (a result, a quick win, or a relevant portfolio/work sample).
When to Use This Freelancer Cold Email Template?
Use this proven freelancer cold email template when you have found a real, fixable opportunity on the prospects site, landing page, ad, or campaign. You can explain the benefit in one simple sentence and you have a portfolio or work sample to share.
Why Does This Freelancer Cold Email Template Get Replies?
This freelancer cold email template gets replies because it feels relevant due to personalization, not buzzwords. It builds trust with a quick result or example. It feels safe because the CTA is low-pressure.
16. Cold Email Template for Private Equity Deal
We have crafted this private equity deal cold email template for private equity deal teams (analysts to partners), independent sponsors, corporate development, and investment banking teams that source deals. Private equity buyers use it to introduce themselves and ask for a brief, confidential chat about a possible deal.
Subject: Exploring [ industry ] investments
Hi [ First Name ],
I’m reaching out because we’ve been spending more time in [ Industry ], and [ Company ] stood out given your [ specific signal: growth/niche/customers/geography ].
I’m with [ Firm Name ]. We invest in and acquire profitable [ Industry ] businesses, typically with [ 1-2 thesis points: EBITDA range/founder-led/sticky customers ].
would you be open to a brief, confidential conversation to see if there’s ever a fit, now or down the road?
If not you, happy to be pointed in the right direction.
Best,
[ First Name ]Private equity means investing in or buying private companies (not listed on a stock exchange) to grow value over time. This private equity deal cold email template’s purpose is to get a reply and start a relationship first. It is written to show real intent, prove relevance fast, and move to a short call, not a transaction.
When to Use This Private Equity Deal Cold Email Template?
Use this proven private equity deal cold email template when you have a focused target list in one industry. You have pin-pointed a real signal, like growth, niche, customers, or geography. Now, you want to open the door before a formal sale process.
Why Does This Private Equity Deal Cold Email Template Get Responses?
This private equity deal cold email template gets responses because the direct subject lines clearly signal acquisition intent. A clear thesis shows it’s targeted, not spray-and-pray. The soft CTA asks for a conversation, so replying feels easy.
17. Cold Email Template for Photography Service
We have crafted this photography service cold email template for independent photographers, studio owners, agencies, and photography services teams who want to book photography clients. It gives you a simple, repeatable way to write, send, and personalize the email so it feels relevant.
Subject: Quick photo idea for [ Brand Name ]
Hi [ First Name ],
Saw [ specific detail about their brand/campaign/product ], really well done.
I work with [ brands like them/niche ] to create photography that’s designed for [ specific use: ads/launches/socials/web ], not just “nice photos.”
Had one quick idea on how visuals like this could help [ specific result: increase conversions/elevate perception/improve consistency ].
Would you be open to me sending over a 30-sec visual example?
Best,
[ Your Name ]The purpose of this photography service cold email template is to start a conversation, not to push a proposal on the first touch. You show you looked at their brand, link your photography work to a business outcome, and ask permission to share examples. That permission-based CTA gets replies and improves response rates by lowering pressure.
When to Use This Photography Service Cold Email Template?
Use this proven photography service cold email template when you have a clear trigger, like a new product, a recent campaign, a seasonal launch, or a web page that converts better with stronger visuals.
Why Does This Photography Service Cold Email Template Get Replies?
This photography service cold email template gets replies because the subject line is plain and human. The message is about them first, then your offer, then a tiny next step. “Open to a 30-sec visual example?” feels fast and low risk, like a free preview.
18. Cold Email Template for Freight Broker
We have crafted this freight broker cold email template for freight brokers, freight sales reps, and small brokerage owners who want to generate prospects, attract potential clients, and book more loads. It’s an inquiry email template built around one lane, so the reader instantly understands what you can cover in the freight industry.
Subject: [ Origin ] to [ Destination ] capacity
Hi [ First Name ],
I came across [ Company ] while looking at shippers moving [ commodity ] from [ Origin ] into [ Destination ].
I’m with [ Your Company ], a freight brokerage that supports [ equipment type ] lanes like [ Origin ] to [ Destination ]. We typically help when primary carriers are tight or when volumes spike, keeping coverage steady and tracking clean.
Not sure if you ever need backup capacity on this lane, but if it’s relevant, I’d be glad to learn how you handle overflow today.
Open to a quick 10-minute call this week?
Best,
[ Your Name ]
[ Title ]
[ Company ]
[ MC Number ]
[ Phone ]The purpose of this freight broker cold email template is to start conversations and open the door to a first call. The goal is not a long sales pitch. It’s to show lane fit, highlight value, and share your unique selling points (steady coverage, clean tracking, fast updates). Then you ask one simple question that invites a reply.
When to Use This Freight Broker Cold Email Template?
Use this proven freight broker cold email template when you have clear lane details. It works well when primary carriers are tight, when a shipper’s volume spikes, or when you offer backup capacity.
Why Does This Freight Broker Cold Email Template Book More Loads?
This freight broker cold email template books more loads because the subject line stands out. It names the lane, not a vague promise. The body proves relevance (you did homework), adds credibility (how you keep coverage steady), and keeps the ask small.
19. Cold Email Template for Staffing Agency
We have crafted this staffing agency cold email template for recruiters at staffing agencies, recruitment agencies, and HR agencies who want to land new clients, fill roles, and boost response rates without sounding like a sales pitch.
Subject: [ Company ] hiring for [ Job Title ]
Hi [ First Name ],
Saw that [ Company ] is hiring for a [ Job Title ]. Figured I’d reach out.
We help [ company type/industry ] teams hire [ specific role/niche ] faster, usually when roles have been open longer than expected or resumes aren’t quite hitting the mark.
Right now, we have 2-3 pre-vetted [ Job Title ] candidates who match what you’re looking for and are available to start quickly.
Would it be helpful if I sent over one short, anonymized profile for you to take a look?
And if you’re not the right person, who usually owns hiring for this role?
Best,
[ Your Name ]This staffing agency cold email template’s purpose is to initiate contact around a trigger (an open job). You show you noticed their hiring need, you highlight value (speed and precision), and you offer help in a low-pressure way. Think of it as an introduction letter to clients that opens the door to a first conversation, not a full proposal.
When to Use This Staffing Agency Cold Email Template?
Use this proven staffing agency cold email template when a company is hiring for a Job Title, and you have 2-3 pre-vetted candidates who fit. It’s best when the role has been open a while, resumes are not matching, or the team needs coverage quickly right now.
Why Does This Staffing Agency Cold Email Template Get Responses?
This staffing agency cold email template gets responses because the subject line is job-specific, so it feels relevant. The body follows AAA (Attention → Authority → Ask), and the “micro yes” lowers effort, which is a common best practice for recruiting CTAs.
20. Cold Email Template for Video Editing Service
We have crafted this video editing service cold email template for freelance video editors, video production teams, and content agencies that sell editing services. It fits marketers or founders who edit in-house and want to pitch editing help.
Subject: Idea for improving [ Channel/Brand ] videos
Hi [ First Name ],
I came across [ Company/Channel ] while watching [ specific video ]. Really liked how you [ specific detail: hook/pacing/concept/thumbnail ].
I’m a video editor and I help brands and creators turn raw footage into higher-retention videos (ads, YouTube, and short-form).
Recently, I’ve worked with [ Client 1 ] and [ Client 2 ]. Videos I edited have reached [ X ]+ views and helped improve watch time and consistency.
I noticed a couple of small editing opportunities in your recent videos that could make them even stronger (happy to point them out).
Would it make sense to help with one upcoming video or test a small edit together?
If yes, here’s a quick 15-min link: [ Calendar Link ]
No pressure if now’s not a priority.
Best,
[ Your Name ]
[ Portfolio/Website ]The purpose of this video editing service cold email template is to generate leads, get replies, and book appointments without a big pitch. It uses a clear subject line, one personal detail from a video, and a small next step, so the reader replies. Its curiosity subject line works when the email matches the promise inside.
When to Use This Video Editing Service Cold Email Template?
Use this proven video editing service cold email template after you pick a target list and watch one recent video per company or creator. Use it when they post often, run ads, launch products, or publish YouTube and short-form content. It works right after a big upload, when fixes are fresh and easy to point out.
Why Does This Video Editing Service Cold Email Template Generate More Leads?
This video editing service cold email template generates more leads because it starts with a compliment tied to the video, then moves to an outcome, like higher retention, better watch time, and more consistent posting. That keeps the cold email about results, not tools. Light social proof builds trust, especially when you name similar clients or a quick win. The ask is low friction, like helping on one video or a short call, which makes replying feel easy.
21. Cold Email Template for Sponsorship
We have crafted this sponsorship cold email template for creators, newsletter operators, podcasters, event hosts, community builders, and anyone doing sponsorship outreach. Use it to ask a brand to sponsor their newsletter, podcast, event, or community.
Subject: [ Brand ] x [ Platform Name ]
Hi [ First Name ],
I run [ Platform Name ], a [ newsletter/podcast/event/community ] for [ specific audience ].
I noticed [ Brand ] has been active in [ relevant category/campaign ], and your product comes up often when we talk to our audience about [ use case/problem ].
We’re opening a small number of sponsorship placements for [ Month/Quarter ] and thought this could be a strong fit if [ Audience ] is a priority for you.
Happy to send a short overview with audience stats, past sponsors, and placement options.
Would you be open to a quick 10-minute chat to see if this makes sense?
Best,
[ Your Name ]
[ Role ]
[ Platform Name ]
[ Website ]This sponsorship cold email template is not a full pitch deck. It is the first message that gets the conversation started and earns permission to share your media kit. The purpose of this cold email template is to show fast audience fit, then ask for a small next step. That next step is a quick call or approval to send a one-page overview with audience stats, past sponsors, and placement options. This keeps the email brief and protects response rates.
When to Use This Sponsorship Cold Email Template?
Use this proven sponsorship cold email template when you have a clear audience, a limited set of upcoming sponsorship slots, and a real reason the brand matches your content. Good triggers include a brand running campaigns in your niche, being mentioned by your readers, or selling a product that solves the same problem your audience talks about. It works when you offer a clean placement, like one newsletter slot, one episode mention, or one event package.
Why Does This Sponsorship Cold Email Template Get Responses?
This sponsorship cold email template gets responses because it leads with relevance, mentions the brand after context, stays neutral, and asks permission before sending details. It reads like a friendly request, not a hard sell.
22. Cold Email Template for Real Estate
We have crafted this real estate cold email template for listing agents, realtors, brokers, and teams doing seller lead generation. A real estate agent uses it to send email to a homeowner after a listing comes off the market or expires.
Subject: Relisting [ Address ]?
Hi [ First Name ],
I saw your listing at [ Address ] recently came off the market. That’s frustrating, especially after the time and prep that goes into it.
I work with homeowners in [ City/Area ] when a sale stalls. Most of the time it’s not home. It’s usually pricing gaps, visibility issues, or buyer targeting that missed the mark.
If helpful, I can send a quick breakdown of what likely held your listing back and what a relaunch could look like, no pressure or commitment.
Would you be open to a quick 10-minute call this week, or should I just send the notes here?
Best,
[ Your Name ]
[ Title ]
[ Brokerage Name ]
[ Phone ]
[ Website/License ]An expired listing is a home that did not sell before the listing agreement ended, so it drops off active marketing. The purpose of this real estate cold email template is to start a conversation, learn what went wrong, and offer a next step, like a relaunch plan or buyer targeting approach.
When to Use This Real Estate Cold Email Template?
Use this proven real estate cold email template right after a property stops showing as active, especially when the seller likely feels frustrated and still wants results. It fits when you spot common stall signals, like pricing gaps and price cuts.
Why Does This Real Estate Cold Email Template Have a High Reply Rate?
This real estate cold email template has a high reply rate because it is triggered by a real event the seller cares about, and it opens with empathy. It focuses on diagnosis, not a hard pitch, which lowers defenses. The call to action is low-friction, a 10 minute chat or notes by email, so replying feels easy.
23. Cold Email Template for Music Supervisor
We have crafted this music supervisor cold email template for composers, artists, producers, sync agents, and indie labels to submit music for film, TV, ads, or games. A music supervisor is the person who picks the right tracks for scenes and makes sure the rights are cleared fast. This template helps you present your music in a way that fits how they work.
Subject: Music for [ Project Name ]
Hi [ First Name ],
I really enjoyed the music choices in [ Show/Film/Episode ]. Especially the [ specific scene/moment ]. The tone felt intentional and memorable.
I’m a [ composer/artist/producer ] creating [ genre/mood ] music, and I put together a small, curated set of tracks that could fit projects like [ Project Name ] or similar scenes.
Here are two short playlists for quick review:
[ Playlist Name 1 ]
Stream: [ Link ]
Download: [ Link ]
[ Playlist Name 2 ]
Stream: [ Link ]
Download: [ Link ]
All tracks are original, one-stop, fully pre-cleared, with metadata ready.
If anything connects, I’m happy to send stems, alt mixes, or tailor cues to picture.
Best,
[ Your Name ]
[ Role ]
[ EPK/Website ]
[ Phone ]
[ Email ]The purpose of this music supervisor cold email template is not to sell a call, but to help the supervisor find a usable track quickly, with zero extra digging. You do that by matching their past work, sharing a small set of tracks, and showing that clearance is easy.
When to Use This Music Supervisor Cold Email Template?
Use this proven music supervisor cold email template when you have a real reason to reach out, like you heard a scene choice you liked, or you know the project mood or genre. Use it when your tracks are ready now, original, one-stop, and have clear metadata like mood, genre, and contact details.
Why Does This Music Supervisor Cold Email Template Get Replies?
This music supervisor cold email template gets replies because it is short, specific, and low effort to review. Two listening options, stream and download, remove friction. Offering stems or alt mixes helps them edit. A polite follow up in 2-3 weeks keeps it respectful.
24. Cold Email Template for Cleaning Services
We have crafted this cleaning service template for cleaning business owners, janitorial companies, and commercial cleaning service providers to outreach property managers, office administrators, and facility heads.
Subject: Cleaning help for [ Company Name ]?
Hi [ First Name ],
Noticed [ Company Name ] recently [ expanded/moved to a new location/hired more staff ]. Congratulations!
Growth brings more foot traffic. More foot traffic brings more dust, stains, and germs.
At [ Your Company ], we help businesses like yours maintain clean, healthy workspaces without disrupting daily operations.
Companies like [ Client Name ] reduced sick days by 30% after switching to our services.
Open to a 10-minute call to see if we’d be a fit for [ Company Name ]?
Best,
[ Your Name ]
[ Your Company ]
[ Phone Number ]The purpose of this cleaning service template is to start conversations with decision-makers who manage office spaces, commercial buildings, or residential properties. It positions your cleaning company as a solution to a growing problem.
When to Use This Cleaning Service Cold Email Template?
Use this cleaning service template when a company announces expansion, relocation, or new hires. These trigger events signal increased cleaning needs. Property managers dealing with higher foot traffic become ideal recipients. Facility coordinators preparing for seasonal deep cleans respond positively to this approach.
Why Does This Cleaning Service Cold Email Template Get Responses?
This cleaning service template succeeds for three reasons. First, it opens with a congratulatory statement based on real company news. This personalization shows you did your research. Second, it connects a business milestone to a cleaning-related challenge. Decision-makers recognize the link between growth and maintenance needs. Third, it includes social proof with a specific result. The low-commitment ask for a brief walkthrough removes pressure from the recipient.
Beyond role-specific templates, the structure of your cold email template plays an equal role in getting replies.
Cold email templates Based on Structure
Cold email templates based on structure are pre-written frameworks that you use for consistent results without rewriting every email from scratch. They define how you organize the subject, body, and CTA so the reader instantly understands the message. A clear structure removes guesswork, saves time, generates leads, and creates a smooth reading flow that supports high opens and replies. The most common frameworks include PAS (Problem-Agitate-Solve), AIDA (Attention-Interest-Desire-Action), Value-First/No-Ask, and the Quick Win Template.
The 10 most effective cold email templates based on structure that Reachoutly’s cold email specialists use are below.
1. The Quick Question Cold Email Template
A quick question cold email template is an outreach framework that marketers use when they want to test relevance before pitching. It opens with a single, role-specific question about a process or outcome the prospect is likely responsible for, instead of explaining the offer upfront. This makes it useful for early outreach, account mapping, and situations where you are unsure whether the problem is a priority.
Subject: Curious how you handle [ specific outcome ]
Hi [ First Name ],
Quick question, how are you currently handling [ specific process/outcome ] at [ Company ]?
I noticed [ personalized observation tied to their role/product/recent activity ] and was curious whether this is something you’re actively improving or just “good enough” for now.
I work with [ role/company type ] teams on [ single clear outcome ], and I’ve noticed there are usually 2-3 very different ways companies approach this. Some work great, others quietly create friction.
Curious which camp you’re in.
If this isn’t you, who typically owns this at [ Company ]?
Best,
[ Your Name ]The quick question cold email template’s purpose is to start a conversation, not to pitch hard in the first message. It keeps the ask low-effort. You learn where they stand, and you earn a simple next step.
When to Use This Quick Question Cold Email Template?
Use this proven quick question cold email template when you want a fast “yes or no” style reply, when the topic is common for their role, and when you have one real, personal detail to add. It works when ownership is unclear, because the close asks who owns this area.
Why Does This Quick Question Cold Email Template Get Replies?
This quick question cold email template gets replies because it feels like a normal chat. The recipient has the option to answer in one sentence. The contrast “improving” versus “good enough” prompts a quick self-check, so they respond even if the topic is not urgent. The “2-3 ways companies handle this” line signals experience without bragging, which builds trust.
2. The Third-Party Connection Cold Email Template
A third-party connection cold email template is an email framework that you use when you have a legitimate mutual contact and want to reduce friction in a first-touch outreach. The template opens by referencing a shared person, the “third party”, who already knows both sides, instead of introducing yourself cold. This makes it useful for warm introductions, partnership outreach, senior stakeholders, and situations where trust matters more than speed.
Subject: [ Mutual Name ] mentioned you
Hi [ First Name ],
[ Mutual Name ] mentioned you when we were chatting about [ specific topic ], and thought it might be worth connecting.
I work with [ role/company type ] teams to [ specific/measurable outcome ], and [ Mutual Name ] felt this could be relevant given [ specific context about their role/company ].
Not sure if this is a priority right now, but figured I’d make the intro.
Would a quick 10-minute chat next week be unreasonable?
Best,
[ Your Name ]This third-party connection cold email template’s purpose is to borrow trust. So your email feels less random. A familiar name lowers skepticism, so the reader is more likely to open, read, and reply. This works because people use quick mental shortcuts like “I trust people my network trusts.”
When to Use This Third-Party Connection Cold Email Template?
Use this proven third-party connection cold email template when your mutual contact gives you permission to mention them. You have real context on why the intro fits. It ties to a clear outcome the recipient cares about. It’s especially useful for busy roles, warm lead lists, partnerships, and when you’re unsure who owns the topic.
Why Does This Third-Party Connection Cold Email Template Get Replies?
This third-party connection cold email template gets replies because it’s short, human, and low-pressure. The body is a respectful intro, the value is one sentence, and the CTA is a soft question. It makes the reply as easy as “yes” now. That “conversation first” approach builds trust in email.
3. The PAS Cold Email Template
A PAS cold email template is a framework for writing outreach that sales professionals use when they have a clear connection between a visible signal and a real business problem. It uses three steps including ’Problem’, ’Agitate’, and ’Solution’. You first name a real problem the reader might have, then you explain what that problem is costing them, and then you offer a clear way forward. PAS is widely used in copy because it moves a reader from “yes, that’s happening” to “I should fix this now.”
Subject: [ Specific problem ] at [ Company ]
Hi [ First Name ],
Noticed [ specific/verifiable observation about their company/role/performance ].
At this stage, many [ job title/team ] teams run into [ clear/concrete problem ], which often results in [ specific business consequences ].
We’ve seen [ similar companies/roles ] fix this by [ specific action/approach ], typically leading to [ measurable result tied to the problem ] within [ timeframe, if possible ].
Worth a quick 10-minute chat to see if this is relevant for [ Company ], or would it be better if I sent over a short overview first?
Best,
[ Your Name ]This PAS cold email template’s purpose is to earn attention fast and make your message feel relevant. It starts with their situation, instead of starting with you. That makes it easier to keep the email short and scannable.
When to Use This PAS Cold Email Template?
Use this proven PAS cold email template when you have a verifiable signal, such as a hiring post, a product change, a metric, a review, a public page, and it connects to a likely consequence. It works best for problem-aware prospects who are “tolerating” friction.
Why Does This PAS Cold Email Template Get Replies?
This PAS cold email template gets replies because the structure is clear. It has a sharp hook, a relatable consequence, and one specific solution. The soft CTA (“chat or overview”) lowers pressure and gives them an easy next step. Keep the subject plain, ask one question, and stop there.
4. The AIDA Cold Email Template
An AIDA cold email template is a framework that SDRs use when the prospect is not actively thinking about the problem yet, but there is a visible trigger to point to. The template follows four steps including ’Attention’, ’Interest’, ’Desire’, and ’Action’. It starts by getting noticed, then builds curiosity, then makes the benefit feel real, and finally asks for a small next step. The purpose is to guide a busy reader from “why are you emailing me?” to “okay, what should I do now?” in a calm, logical way.
Subject: Noticed something re [ specific outcome ]
Hi [ First Name ],
Noticed [ specific event/metric/recent activity tied to their role/company ].
When teams in [ industry/role ] hit [ context/scale trigger ], [ specific problem ] tends to show up, which usually caps [ revenue/growth/efficiency metric ].
We recently worked with [ similar company/role ] and helped them [ specific result ] by changing how [ one concrete lever ] is handled.
Worth a quick 10-minute chat to see if this is even relevant for [ Company ], or should I point this to someone else?
Best,
[ Your Name ]When to Use This AIDA Cold Email Template?
Use this proven AIDA cold email template when your prospect is not thinking about the problem yet, but you have an opportunity to point to a clear trigger, such as a launch, hiring, growth, a new tool, or a public metric. It’s useful for first-touch outreach where you need to educate lightly without overwhelming a busy reader. Personalize one detail, because AIDA feels generic if you can’t prove a trigger.
Why Does This AIDA Cold Email Template Get Replies?
This AIDA cold email template gets replies because it matches how people scan emails. They look for the point fast, then decide if it’s worth a response. Short lines, one idea per sentence, and a clear CTA make the reply feel easy.
5. The Straight to Business Cold Email Template
A straight to business cold email template is an outreach framework that sales professionals use to get to the point right away in the first two lines. It’s ideal for busy decision-makers who want to understand the value immediately. It states who you help, the single outcome you deliver, and why you’re reaching out now, instead of a long story.
Subject: [ Specific observation ] at [ Company ]
Hi [ First Name ],
I help [ company type/role ] teams [ single/concrete outcome ].
Noticed [ specific observation about their company/market/role ]. Figured this might be relevant for [ Company ] right now.
We recently helped [ similar company/role ] [ specific result ] by [ one clear action/change ].
Open to a quick 10-minute chat this week to see if this could apply to [ Company ] as well?
Best,
[ Your Name ]This straight to business cold email template’s purpose is to save the reader time and make the email easy to understand on a quick scan.
When to Use This Straight to Business Cold Email Template?
Use this proven straight to business cold email template when the person you’re emailing is busy, already problem-aware, and likely cares about speed and clarity (founders, sales leaders, ops, marketing). It fits later touches in a sequence, when they’ve seen your name once and you want to be direct.
Why Does This Straight to Business Cold Email Template Get Replies?
This straight to business cold email template gets replies because it feels human and respectful. It doesn’t feel like spam because the “noticed X” line shows you did some homework. The result + one action line gives just enough credibility without overselling. And the CTA is an invite, so replying is easy.
6. The 3-Sentence Format Cold Email Template
A 3-sentence format cold email template is a framework that founders, operators, sales leaders, and recruiters use when they want to start conversations fast without explaining everything upfront. It’s a short outreach message that fits the whole pitch into three tight lines. A personal observation + problem, a quick proof of results, and one small ask. This format works well when attention is limited and the goal is simply to earn a reply, not to fully pitch.
Subject: [ Specific outcome ] at [ Company ]
Hi [ First Name ],
Noticed [ specific observation about their company/role/recent move ]. Teams like yours often run into [ clear pain/missed opportunity ] around this stage.
We helped [ similar company/role ] [ specific/measurable result ] by [ single clear lever you pulled ].
Worth a quick 10-min chat to see if this applies to [ Company ]?
Best,
[ Your Name ]The 3-sentence format cold email template’s purpose is to earn a reply fast. The reader understands your email in seconds, even on mobile, when it is this short. It forces you to be clear. You can’t hide behind long explanations.
When to Use This 3-Sentence Format Cold Email Template?
Use this proven 3-sentence format cold email template when you have one strong trigger to personalize, such as a launch, hiring post, new role, new page, recent ad, or product change. It’s great for busy decision-makers and for early touches in a sequence. It works as a follow-up too, because it feels like a clean reminder, not a new pitch.
Why Does This 3-Sentence Format Cold Email Template Get Replies?
This 3-sentence format cold email template gets replies because the first sentence proves relevance, the second builds trust with one result, and the third makes replying easy. Pick one outcome, one pain, one proof point, and stop writing, to write it well. Use a longer format if you need more than that.
7. The Referral/Mutual Connection Cold Email Template
A referral/mutual connection cold email template is a short outreach email that founders, sales leaders, recruiters, and partnership teams use when they already share a contact with the recipient and want to leverage that relationship respectfully. It starts with a shared contact’s name, like “[ Mutual Name ].” It uses that link to make your message feel familiar, not random. It works when trust matters more than persuasion.
Subject: [ Mutual Name ] suggested I reach out
Hi [ First Name ],
[ Mutual Name ] and I were chatting about [ specific topic ], and your name came up. They suggested I reach out.
I work with [ role/company type ] teams to help them [ single clear outcome ]. Based on what [ Mutual Name ] shared, this felt relevant for [ Company ].
Would you be open to a quick 10-minute chat to see if this is worth exploring?
If it’s easier, I’m also happy to send a short summary first.
Best,
[ Your Name ]
[ Role ]
[ Company ]The purpose of this referral/mutual connection cold email template is to earn attention fast and lower doubt. A known name creates trust and social proof, so the reader feels safer replying.
When to Use This Referral/Mutual Connection Cold Email Template?
Use this proven referral/mutual connection cold email template when you truly have a mutual contact, you have permission to mention them, and you have one specific context line (the topic you discussed, or why it fits their role). It works well for partnerships, warm lead lists, introductions after events, and reactivating past conversations.
Why Does This Referral/Mutual Connection Cold Email Template Get Replies?
This referral/mutual connection cold email template gets replies because it stays human and easy. The email gives context in the first line, states one clear outcome in one sentence, then asks for a small next step. Offering “chat or short summary” reduces pressure, so a quick yes, no, or redirect feels simple.
8. The BAB Cold Email Template
A BAB cold email template is a framework that founders, sales, ops, and marketing teams use to reframe a familiar problem without sounding salesy. It stands for Before-After-Bridge. It describes the reader’s current situation (Before), shows a better future (After), then explains the one change that gets them there (Bridge).
Subject: Quick question about [ specific outcome ] at [ Company ]
Hi [ First Name ],
A lot of [ role/team ] teams I speak with are stuck dealing with [ specific pain ], which ends up slowing [ important business outcome ] more than it should.
Most want to get to a place where [ desired result ] happens consistently, without [ frustrating blocker/inefficiency ].
We’ve helped [ similar companies/roles ] make that shift by [ single clear action ], leading to [ specific/measurable result ].
Worth a quick 10-minute chat to see if this could apply at [ Company ]?
Best,
[ Your Name ]The purpose of this BAB cold email template is to introduce an improvement rather than a product. You are not “pitching features.” You are helping them picture a clear improvement, then offering a short path to it. That keeps the email readable and creates a natural reason to talk.
When to Use This BAB Cold Email Template?
Use this proven BAB cold email template when the prospect is not actively shopping, but you know a common pain exists for their role. It’s strong when you have a specific blocker, and when your “After” state is something they already want, such as faster pipeline, fewer errors, more booked calls, smoother ops.
Why Does This BAB Cold Email Template Get Replies?
This BAB cold email template gets replies because it sounds like empathy, not a hard sell. The “Before” line makes them feel understood. The “After” line creates hope. The “Bridge” line gives a believable next step with one proof point, followed by a low-pressure 10-minute CTA.
9. The Value-First Cold Email Template
A value-first cold email template is an email framework that consultants, agencies, founders, and sales teams use to demonstrate usefulness before asking for time. You lead with one clear observation about their page, campaign, or workflow, and offer a small fix or idea, instead of leading with “Can we hop on a call?”. Sales teams who rely on credibility rather than volume use it most commonly.
Subject: Small observation re: [ specific area ]
Hi [ First Name ],
I was looking at [ specific page/campaign/post/workflow ] and noticed [ specific/concrete insight ]. It could be limiting [ specific outcome ].
I jotted down [ 1-2 very specific improvements/opportunities ] that teams like [ similar company/role ] use to [ measurable result/benefit ].
Happy to send it over if helpful, or if someone else owns this at [ Company ], I’m glad to reach out to them instead.
Best,
[ Your Name ]The purpose of this value-first cold email template is to earn attention and trust. The email feels less like spam and more like a quick favor, when the reader feels you did real homework and you’re trying to help.
When to Use This Value-First Cold Email Template?
Use this proven value-first cold email template when you have a public trigger, such as a landing page, ad, job post, email signup, pricing page, or recent announcement. It works best for roles that care about performance, like founders, marketing, sales, and growth teams.
Why Does This Value-First Cold Email Template Get Replies?
This value-first cold email template gets replies because the ask is tiny. “Want me to send it?” is easier than “Book a meeting.” The email is easy to scan in under a minute. One insight, one benefit, one simple next step. This approach works by leading with a relevant insight tied to the prospect’s work, showing that you have done real research, and offering something helpful with no immediate obligation.
10. The Coffee Chat Cold Email Template
A coffee chat cold email template is a networking email framework that students, job seekers, founders, operators, and professionals use to build relationships through short, informal conversations. It focuses on curiosity and respect, making it suitable for networking, mentoring, partnerships, and early career exploration, where trust and rapport matter more than outcomes. It is not a sales pitch. It is a connection-first message.
Subject: Quick question, [ First Name ]
Hi [ First Name ],
I came across your [ post/talk/role/project ] and your point about [ specific insight ] really stood out, especially how you [ what impressed you ].
I’m [ Your Name ], currently [ what you’re building/learning ], and I’ve been trying to better understand [ specific area they have experience in ]. Given your background at [ Company/role ], I thought you’d be one of the best people to learn from.
Would you be open to a quick 15-minute virtual coffee sometime next week? Totally flexible and happy to work around your schedule.
Best,
[ Your Name ]
[ Role ]
[ Company ]
[ LinkedIn ]The purpose of this coffee chat cold email template is to start a relationship, get advice, and open a door for future opportunities.
When to Use This Coffee Chat Cold Email Template?
Use this proven coffee chat cold email template when you want to learn about an industry, role, or company, or when you’re building your network for partnerships, hiring, mentoring, or career growth. It works best when you have a real reason to reach out, like a post they wrote, a talk they gave, or a project they shipped. It sounds generic, if you don’t point to something specific.
Why Does This Coffee Chat Cold Email Template Get Replies?
This coffee chat cold email template gets replies because it feels personal and low-pressure. You mention one exact insight, so the person sees you actually paid attention. You explain why you chose them, which flatters without sounding fake. Then you give an easy yes/no request with flexibility, and no urgency. It feels safe to reply, because the ask is small and the tone is respectful.
Map cold email structures to common frameworks by starting with Subject/Body/CTA. The subject positions relevance and timing. The body carries the main sequence and examples. The CTA closes with one clear next step. For example, in PAS, the first body line states the problem, the second shows impact, and the third presents the fix. In AIDA, the subject handles attention, the body builds interest and desire, and the CTA asks for action.
Key principles for any template stay the same. Use personalization. Be brief and scannable. Focus on the prospects. Use a clear CTA. Use a friendly manner of address and don’t use formal language. Use these templates with caution and adapt them to your reality. But using follow-up templates for follow-up sequences is the best practice.
Cold Email Template for Follow-Up
A follow-up cold email template is a message framework that sales, founders, recruiters, and consultants use when their first cold email goes unanswered and they want to re-engage without sounding pushy. It keeps the conversation alive while respecting the prospect’s time.
Subject: Still worth a look for [ Company ]?
Hi [ First Name ],
Quick nudge in case you missed my last note.
I shared an idea around [ specific outcome/challenge ]. It’s helped [ similar company/role ] [ specific measurable result ] by [ brief action ].
Would it make sense to revisit later, or should I send a quick 2-3 bullet summary instead?
Open to a short 10-minute chat this week?
Best,
[ Your Name ]Reachoutly’s cold emailers crafted this follow-up cold email template after extensive A/B testing, adhering to guidelines on follow-up cold emails. The purpose of this template is to gently remind the prospect you reached out and restate the value in one sentence. You are not “reselling.” You are helping them decide what to do next.
When to Use This Follow-Up Cold Email Template?
Use this follow-up cold email template to send a simple and direct follow-up 3-4 days after your initial email. Use it again later only if you have a new value to add, such as a quick resource, example, or 2-3 bullet summary. It works best when your first email was relevant and personalized to their needs.
Why Does This Follow-Up Email Template Get Replies?
This follow-up cold email template gets replies because of 4 reasons.
- “Quick nudge” feels human, like a bump, not pressure.
- The email stays brief, so it’s easy to read on a phone.
- It repeats the outcome you promised, tied to a similar company or role, which boosts relevance.
- It gives an easy out, which reduces resistance.
Follow-up cold email templates like this boosted response rate by 35% according to the data from Reachoutly’s first 2 quarters of 2025. A cold email template is a good starting point, but you still need to know the principles of writing a cold email to get replies.
How to Write Cold Email?
Writing a cold email is the best way to start a conversation with someone who does not know you yet. Do some preparation before sending a cold email to get a higher response rate. Pick one clear goal before you write a cold email. A goal is defined as “get a reply” or “book a 10 minute call”. Next, do quick research so you are able to hyper-personalize with one real detail that proves you know who they are. Then, decide the value you bring, focus on the recipient.
Follow these 6 steps to write a good cold email.
- Craft a compelling subject line that is short, specific, and related to them.
- Start with a personalized introduction with one sentence that uses your research.
- Deliver value in one sentence explaining what you help with and why it matters.
- Add social proof (Optional but Recommended) by including one client, result, or proof point.
- Use a single, clear Call-to-Action (CTA) with one easy question.
- Ensure a professional signature with name, role, company, link.
Study Reachoutly’s detailed guidelines on how to write a cold email that converts to get more replies. Be Human, write like a person. Time it right by sending during the windows that are the best time to send cold emails. Plan Follow-ups that add new value, not repeats. Test and Analyze subject lines, opening lines that hook, and your CTA so you learn what gets responses. Read it out loud once, then send it with confidence.