How to Write Cold Emails That Get Responses?

Published on January 12, 2021 by Sushant Shekhar


As most of us know painfully well, cold emails can be a source of irritation sometimes. In our day to day lives, we have experienced the cold reaction we get from cold emails.

Writing Cold Emails that get responses is not as easy a task as it seems. Yet, the correct strategy will help you in starting a conversation with your prospect and converting them into a lead.

If you feel lost when it comes to Cold Emails, we’ve got this for you. The better you get to know and understand them, the more easily you will be able to write cold emails that get responses.

 Cold Email and its function

In simple words,

  • Email sent to a potential customer, with no prior relationship.
  • Similar to cold calling, in a less annoying way.
  • Very different from spam.
  • Not shared always for commercial benefits.

Different areas for which cold emails are used-

  • Lead Generation
  • Follow-Ups
  • Getting a meeting with a client
  • Market Research
  • Networking
  • Invitation for different events

Top 5 effective ways to Write Cold Emails that get responses

While you might be concerned about low response rates, there are five most important metrics to master when sending cold emails to potential clients.

Let’s take a look and understand how each metric plays a key role in drafting the cold emails for well-targeted prospects.

1. Target Prospects

The first strategy to look upon before writing the email is to set your target audience.

The better response rate from cold emails depends on whether they have reached the right target audience. Be as specific as you can.

For example, you have developed software A, which helps pharmaceutical companies in their work, so you would probably focus on pharmaceutical companies only.

Identifying the need and matching it with the right target segment can help you in getting better response rates.

2. Put the right subject line

Once the email reaches the inbox, the subject line is the only key for making your prospect open your Email.

According to research, an eye-catching subject line that resonates with the personal theme is more likely to be opened. Try to create a tempting subject line.

At the very moment when the subject line is read, half of the job is done. 

3. Personalize content

We all have received many cold emails, most of them are not even read because of the lack of personalization.

According to a study, personalized emails improve click-through rates by 14% and conversation rates by 10%.

Your tone should match with the status of their mind. This will help you understand them more.

Before writing and rewriting the mail, these questions should evolve in your mind:

a) Will this interest them?

b) Will they take that desired action for our business?

Your story should make sense for them.

4. Build Trust

When we meet an unknown person or receive mail from them, we want to know who they are and what they want from us.

You might be a little aware of your recipient list, but they don’t have an idea about you.

So how will they trust you?

To show that they have received an email through a credible source, you need to share some bond with them. We create unexpected bonds by sharing a few commonalities which help them to trust you more.

Try to give them a little essence of power and status by sharing the awards won, adding testimonials that testify your work done and strong guarantee because you are approaching them. 89% of consumers believe in testimonials while going through the cold email.

5. Keep it short and simple

Try to design your email in a compelling manner i.e the structure of your content should be designed in such a manner that they can read your thought process and act accordingly.

Always try to break your message into sentences rather than drafting it into paragraphs. The goal is to eliminate all kinds of complexities and make it more reader-friendly, clear, and interesting.

However, it is important at the same time that things are not compromised and the message should reach effectively. Your prospects want to understand how you can make things easier for them rather than causing trouble.

Applying all such strategies can lead to a better response rate from cold emails.

A well-drafted Cold email with all the right strategies applied, has a huge chance for the conversation to begin. But in most cases, your first email may not get you good results.

No need to worry.

You can send a follow-up mail that will distinguish you from other businesses and makes you attractive to your prospects. It’s also a fantastic way of creating your business recognizable to your target audience.  Sending more follow-up emails can triple your reply rate.


About Author

Sushant Shekhar

Founder of

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