How to Write a Responsive Cold Email in 5 Easy Steps

There’s no denying that writing cold emails can be tough. The last thing you want is to sound too“salesy” or be marked as spam. With more people actively aware of what they want in their email inbox, it’s important to write an effective cold email the first time. Building a relationship is key, so you’ve only really got one shot to make that first impression – so make it count.


Here are 5 easy steps to keep in mind when writing that next cold email:

  1. Be personal.

    Do your research about each recipient you’re writing to and don’t use the same content into each email. If you’re especially sending a B2B email, other businesses can spot a shabby copy and paste job anywhere. Use the person’s first name, their title, and then quickly go into who you are.

  2. Authenticate yourself.

    You want to provide them with the reason why they should keep reading. If you’re not validating who you are, then you’re more likely to be assumed as spam. This is where you should point out how you got their email address. Give a legitimate source. If a recipient asks how you got their email address, please don’t answer with “we have some excellent internet ninjas who used their skills to find your email.” (This is a real response we’ve received).

  3. Stick to the point.

    Don’t start going on for paragraphs. You could be writing some great content, but odds are that the recipient will get bored. Stick to something short and with value. Don’t be afraid to be a little vulnerable either — and above all, prove that you have what they want without pressuring them.

  4. Use a well thought out subject line.

    Your subject line is the first thing your recipient will see and will likely distinguish whether they will choose to click on your email. Don’t use click-bait type of lines and instead use words that are actionable. We particularly enjoy subject lines that highlight or benefit us (the recipient) and not just you. For example, “A potential project proposal that can cut your expenses in half.”

  5. Always give your contact information.

    Sign off your email with an invitation to get in touch and then leave your contact information including your business address. This not only validates who you are but keeps the conversation open for a response. Another way of increasing the likelihood of a response is to ask a question — something easy that picks their interest and gets them engaged.

Interested in learning more about cold emails and how OutlastedData can help increase the open rate – and the response rate – of your email campaigns? Reach out for a conversation with a member of our team today.

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