We’ve all heard the same tired advice about email outreach a million times: “Personalize it! Use their name! Make your subject line pop!” and on and on.
Those things are important, but let’s face it, they’re not going to cut it anymore. If your email outreach is getting high impressions but zero clicks, it’s not an accident. You’re blending into the inbox noise instead of standing out.
Here’s what you need to change: Shift from a sales-first mindset to a value-first approach.
Remember that saying, “You get what you want by helping others get what they want?”
It’s true for life, and it’s especially true for sales emails. (I would know–the #1 lesson I’ve learned growing The Prospector Newsletter from scratch over the past few months is that you always give before you ask for something).
When you’re writing your email, think about what you’re offering the reader. Why should they choose your email out of the hundreds they get? Are you just asking for a favor without giving anything back? That’s a major mistake a lot of sales and marketing folks make.
Newsflash: Your inbox is a battlefield, and weak messages don’t survive.
Don’t just take my word for it. I’ve chatted with over 40 email outreach pros and got their best tips, email templates that actually work, and real strategies to get you out of the “unread” pile.
Ready to dive in?
Key elements of effective outreach emails
Let’s start with the basics: The anatomy of a well-crafted outreach email.
The three main parts of an email you should consider are:
- A compelling subject line: Make it pop! It’s the first thing recipients see, so it needs to grab their attention against the influx of other emails in their inbox begging for their attention.
- Well-crafted content: Persuasive and engaging, personalized with AI writing tools if needed. Being a persuasive seller is one of the top skills you need to be a top salesperson, so make sure this translates in your email outreach as well.
- A clear call to action: Tell them what you want them to do. Maybe you’re asking the recipient to schedule a call, download a resource, or simply reply to the email. Whatever your ask is, make your CTA clear and easy to follow.
You might have a compelling subject line, but if your email content is obviously a template that’s been sent to hundreds of people without an ounce of personalization, your chances of getting a response are slim.
“If an email sounds like a marketing template, people ignore it. If it sounds like a quick note from someone who understands their problem, they respond.”
He’s right. Keeping it natural and relaxed got him a 35% open rate and an 8% reply rate – not too shabby for cold emails.
On the flip side, if you’ve got a killer email outreach template but a weak subject line, your target audience might not even give your email a second thought before tossing it in the trash.
You need to strike a balance between all three main components of your email, but let’s move on to focus on the meat of the emails: The body copy.
How to get that reply in 15 different ways
I spoke to over 40 different SaaS professionals in various industries and capacities to learn this one thing: What are the characteristics of their top winning sales outreach emails?
I’ve whittled it down to 15 different tips for your sales email outreach–all replicable, simple, and easy to remember.
Tip #1. Simplicity beats complexity–always.
Forget those long, boring, cookie-cutter sales emails. You don’t need all that jazz. The best cold emails are short, direct, and natural.
We explain more about why simplicity is king when it comes to sales email outreach in our article: “How to Win CEOs Over with a 3-sentence Email.”
Tip #2. Numbers talk.
Metrics are your BFFs in email. They show you’re credible, specific, and get results.
Instead of vague promises, show real impact.
Managing Director of SEO Gold Coast Sean Clancy uses numbers to show relevance and social proof:
- Start by talking about a specific problem the reader probably has.
- Back it up with a quick case study or stat to show it’s a real issue.
- Then, introduce your solution and show how it can fix their unique problem.
Here’s an example of how to do this in email outreach:
It’s direct, immediately grabs the readers’ attention, and tells them exactly what they need to know.
Tip #3. Make it fun.
John Cheng, Founder and CEO of PlayAbly.AI, says gamification is where it’s at:
Ditch the boring corporate jargon and use humor, curiosity, and a little bit of proper (and appropriate) banter.
A couple examples:
- “We have a bet in the office: If you reply, I owe my team coffee. Don’t let me down! ☕”
- “Subject: FINALVERSION…FINALV2…REALFINAL”, “It’s time to stop the “FINALV3” madness. Here’s how.”
Tip #4. Social proof is your wingman.
Nobody likes being the first to take a leap of faith.
When you’re reaching out cold, social proof and insights about your solution are key. Show them that others have benefited, and they’ll be more likely to trust you. But keep it relevant to their pain points–do your research!
Here’s a good example of how to do this:
Tip #5. Give before you ask.
Warm introductions are all about providing value right off the bat. Offer value first–insights, free resources, exclusive data–before making your ask.
Offer something helpful without asking for anything in return, and you’ll build trust and get their attention.
Here’s an example:
“Saw your post about [pain point]. Here’s a [guide/template/insight] that might help. Let me know if you’d like to chat more about it.”
Tip #6. Timing is everything.
Here’s a piece of wisdom from Paige Arnof-Fenn, Founder and CEO of Mavens and Moguls:
It should be an unspoken rule that you should never call people in the morning work-commute hours. But people are checking their emails first thing in the morning, increasing your chances of visibility if you get your email outreach out at the right time.
Here are some quick rules of thumb when it comes to timing your email outreach:
- Best days: Tuesday-Thursday
- Best times: Early morning (7-9 AM) or late afternoon (4-6 PM)
- Avoid: Mondays (too busy), Fridays (checked out mode)
Tip #7. FOMO is your friend.
Exclusive offers and limited-time discounts create a sense of urgency. Personalize the offer to the prospect and watch those response rates climb.
Here’s one of my favorite examples of FOMO that’s so easy and impactful:
“Only 5 spots left for [exclusive offer]. Want one?”
We all love to get in on an exclusive deal. Figure out what makes your audience tick and make them act fast.
Optimizing your sales email outreach beyond *FIRST_NAME*
Personalization goes beyond addressing recipients by their name. Research your audience, understand their pain points, and tailor your message accordingly. Provide value, time your emails right, and ditch the empty compliments.
Remember: Email outreach isn’t about spamming inboxes or quick wins—it’s about starting real conversations.
Focus on providing value, personalizing your message, and starting a conversation. And most importantly, be genuine and authentic in your approach.
Beyond email, it’s important to leverage the power of active listeningto do successful personalization. By understanding who your ideal recipients are, you’ll be able to tailor your emails to their specific needs and pain points.
✅ Be personal, not robotic
✅ Make your subject line irresistible
✅ Offer value before making an ask
✅ Use social proof & FOMO to drive action