Skip links

6 Steps on How to Write a Cold Email

How to Write a Cold Email

Cold emailing can be a powerful tool for professionals seeking new opportunities, expanding networks, or business-driving sales if it is used correctly. Drafting an effective cold email is an art that balances brevity, relevance, and a compelling call to action. There is no rocket science in understanding how to write a cold email, it is only about understanding the steps to write a cold email in the correct order. Here is a step-by-step guide to mastering writing effective cold emails. This cold email writing guide will take you through the important factors that businesses should not miss while crafting a cold email.

How to Write a Cold Email

Step-by-step Guide on how to write a Cold Email with Best Practices

Step 1: Research Your Recipient

Before you even think about drafting your email, research is crucial. Understanding who you are reaching out to and their context is the foundation of an effective cold email. This means:

– Identify Key Information: Learn about your recipient’s job, company, and industry.

– Find Common Ground: Search for mutual connections, shared interests, or common experiences.

– Understand Their Needs: What issues or challenges might they be facing that you can address?

Taking the time to research guarantees that your email is relevant and personalized, increasing the likelihood of a positive response. This initial step is vital in the cold email writing guide, setting the stage for a meaningful connection.

Step 2: Craft a Compelling Subject Line

Your subject line is your first impression. It’s what determines whether your email will be opened or ignored. Here are some cold email writing tips for crafting an engaging subject line:

– Keep It Short and Sweet: Aim for 6-10 words.

Be Specific and Relevant: Mention something specific to the recipient or their company.

– Create a Sense of Urgency or Curiosity: Give them a reason to open your email immediately.

Examples of effective subject lines include “Quick Question About [Company]’s Marketing Strategy” or “How [Recipient’s Company] Can Benefit from [Your Solution].”

Step 3: Personalize Your Greeting and Opening

Personalization goes beyond using the recipient’s name. Show that you’ve done your homework. This is the way to write a cold email opening that grabs attention:

– Use the Respective Name: Always address the recipient by their name.

– Mention Your Connection: Reference how you tracked down them or any mutual connections.

– State Your Purpose Early: Be clear about why you’re reaching out right all along.

For example, “Hi [Name], I came across your recent article on [Topic] and was impressed by your insights on [Specific Point].”

Step 4: Deliver Your Value Proposition

Once you have their attention, it’s time to provide value. This is the way to write a cold call email that resonates:

– Be Concise: Clearly and succinctly explain what you’re offering.

– Focus on Benefits: Highlight how your solution can take care of their concern or benefit them.

– Use Specific Examples: Provide evidence or case studies to back up your claims.

An example might be, “Our software has helped companies like [Similar Company] increase their productivity by 30%. I believe it can do likewise for [Recipient’s Company].”

Step 5: Include a Clear Call to Action

Your email ought to guide the recipient towards the next step. Here are cold email best practices for crafting a compelling call to action:

– Be Direct: Clearly state what you want the recipient to do next.

– Make It Easy: Propose a specific action that is easy to take, like scheduling a call or replying to your email.

– Provide Options: Offer a couple of times for a meeting or a link to your calendar.

For example, “Are you available for a quick call next Tuesday or Thursday? Please let me know which time works best for you.”

Step 6: Polish Your Email and Follow Up

The final step involves refining your email and planning your follow-up. Effective cold email techniques include:

– Proofread: Check for mistakes, grammatical errors, and clarity.

– Keep It Professional: Use a professional tone and format.

– Plan Follow-Ups: If you don’t hear back, send a polite follow-up email after a couple of days.

A well-organized cold email might seem to be this:

Subject: Quick Question About [Company]’s [Relevant Aspect]

Hi [Name],

I hope this email finds you well. I recently came across your work on [Topic] and was impressed by your perspective on [Specific Point].

I’m reaching out because I believe [Your Solution] could help [Recipient’s Company] achieve [Specific Benefit]. For instance, we helped [Similar Company] reduce their costs by 20% through [Specific Method].

Would you be open to a brief call next week to discuss this further? I’m available on Tuesday and Thursday afternoons. Please let me know if either of those times works for you.

Looking forward to your response.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

Crafting a Cold Email: What Next?

Writing effective cold emails involves careful research, a compelling subject line, a personalized approach, a clear value proposition, a direct call to action, and meticulous follow-up. By following these steps and cold email writing tips, businesses can increase their respective chances of structuring cold email which is effective and will lead to meaningful connections and opportunities in the future. 

So, don’t wonder about “how to write an effective cold email”, instead try and start with the cold email tips for beginners and take baby steps with this cold email writing guide


How can I personalize the cold emails?

To personalize cold emails, research the prospect and include details like:

  • Their name, title, and company
  • Relevant details about their role, industry, or company
  • Shared connections, interests, or experiences
  • Specific pain points or challenges you can help address

Businesses should not forget that the goal is to show that they have taken the time to understand the recipient as an individual, not just send a generic mass email. 

What’s the ideal length for a cold email?

Aim to keep your cold emails concise, around 100 words or less. This makes them scannable and more likely to be read. Focus on communicating your value proposition clearly and concisely, without rambling.

How often should businesses follow up on cold emails once after sending them?

Follow-up is crucial for boosting cold email response rates. Studies show sending a sequence of 3-5 emails can get 3-5x more replies than a single email. Space out follow-ups over time, but don’t give up after the first try. Be persistent but not pushy.