Key takeaways
- Personalization drives results: Personalized cold outreach templates achieve 26% higher open rates than generic messages
- Follow-ups are essential: Follow-up sequences can triple response rates, yet nearly half of sales reps never send a second follow-up
- Timing matters: Tuesday and Wednesday between 9-11 AM in the recipient's local timezone show the highest engagement
- ROI is exceptional: Email marketing delivers $36 for every $1 spent, making it one of the highest-returning outreach channels
- Frameworks beat winging it: The AIDA and PAS frameworks provide proven structures for crafting effective messages
Cold outreach templates are your secret weapon for connecting with prospects, employers, and potential partners. Whether you're sending a cold email template for a job, reaching out to a professor, or crafting B2B sales messages, the right template can mean the difference between a reply and the spam folder.
This guide covers 20 cold outreach templates for every scenario you'll encounter. Each template is designed to capture attention, deliver value quickly, and prompt action.
What is cold outreach?
A cold email strategy involves sending emails to someone who isn't on your email list. The aim is to initiate a professional relationship without getting sent to the spam folder.
Cold emails are essential for sales prospecting, job hunting, partnership building, and networking. The challenge is crafting a message that stands out, engages the recipient, and includes a call to action that gets the desired response without prior contact.
20 cold outreach templates that get responses
Here's a collection of templates for specific outreach scenarios. Everything in square brackets indicates custom information you should personalize. Spend 2-3 minutes researching each prospect to fill in genuine details.
1. Cold email template B2B for sales
This trigger-based template works best when you can reference a specific company event like funding, a product launch, or leadership change. It positions you as informed and relevant rather than random.
Subject: Quick question about [Prospect company]'s [recent event]
Hi [First Name],
I noticed [Prospect company] recently [specific trigger event]. Given your role in [specific area], I'm curious: are you currently dealing with [specific pain point related to trigger]?
We've helped companies like [similar company] [specific, measurable outcome].
Worth a quick conversation to explore if this applies to [Company]?
Best, [Your Name]
2. Cold email template for partnership
Partnership outreach requires establishing credibility quickly while showing genuine interest in collaboration. Reference specific work they've done to demonstrate you've done your homework.
Subject: Quick question for [Company Name]
Hi [Name],
I stumbled upon [Company name] while researching [Industry/Service]. I was impressed by your work on [specific project].
I noticed [specific trigger event], and given your role in [area], I believe we could help with [concrete way your value proposition solves that challenge].
Let's schedule a brief call this week. I have time available [provide 2-3 specific time slots].
Best, [Your Name]
3. Cold email template for job seekers
When reaching out about job opportunities, lead with specific knowledge about the company and connect your experience directly to their needs. Avoid generic phrases like "I'm passionate about your mission."
Subject: Excited about the [Role] at [Company]
Hi [Name],
I came across [Company]'s [role] posting and was drawn to [specific aspect of the job or company mission].
My experience in [relevant skill] has helped me [specific achievement with measurable outcome]. I believe this background would translate well to [specific challenge the role addresses].
Would you be open to a brief conversation about how I could contribute to [specific team or initiative]?
Best, [Your Name]
4. Cold email template for internship
When recruiting interns, highlight the learning opportunity and hands-on experience they'll gain. Students respond well to specific details about what they'll actually do.
Subject: Internship opportunity at [Company]
Hi [Name],
I came across your profile on [LinkedIn/University job board] and was impressed by your work on [specific project or coursework].
At [Your Company], we're looking for motivated interns to join our [specific team] this [season]. Our program offers hands-on experience in [specific skills], mentorship, and real project work.
Would you be interested in learning more? I'd love to schedule a 15-minute call.
Best, [Your Name]
5. Cold email networking template
Networking emails should focus on building a genuine connection rather than asking for something immediately. Lead with specific appreciation for their work to establish common ground.
Subject: Fellow [industry] professional reaching out
Hi [Name],
I've been following your work on [specific project or content] and particularly appreciated [specific insight].
I'm currently [brief context about your situation], and I'd value your perspective on [specific question related to their expertise].
Would you have 15 minutes for a virtual coffee? I'm flexible on timing.
Best, [Your Name]
6. Cold email template to professor
Academic outreach requires a more formal tone while demonstrating genuine familiarity with their research. Be specific about which papers or projects caught your attention.
Subject: Question about your research on [topic]
Dear Professor [Name],
I'm a [year] student at [University] studying [major], and I've been following your research on [specific topic].
Your work on [specific paper or project] particularly resonated with me because [specific reason]. I'm exploring [related area] for my [thesis/project/career path].
Would you have 15 minutes to discuss your current research and potential opportunities in your lab?
Respectfully, [Your Name]
7. Cold email template for software engineer
Technical outreach benefits from referencing specific technical contributions or projects. Engineers appreciate when you've actually looked at their code or read their blog posts.
Subject: Your work on [project/technology] caught my attention
Hi [Name],
I noticed your contributions to [specific open source project/tech blog/company product]. Your approach to [specific technical challenge] was impressive.
I'm building [brief description] and think there's potential for collaboration on [specific technical area].
Would you be open to a quick call to explore this?
Best, [Your Name]
8. Cold email template for new clients
This template combines trigger-based personalization with a clear value proposition. The question at the end makes it easy to respond with a simple yes or no.
Subject: Let's explore how [Your Company] can help [Prospect Company] grow
Hi [Name],
I noticed [Prospect company] recently [specific trigger event], which suggests you're likely navigating [specific pain point].
At [Your Company], we've helped similar [industry] teams address [specific challenge] and achieve [measurable outcome].
Do you think reducing [specific metric] would be valuable for your organization?
I have 15 minutes available [provide time slots].
Best, [Your Name]
9. Referral from a mutual connection
Referrals are one of the most effective ways to warm up a cold outreach. Start by thanking your mutual connection for something specific before asking for the introduction.
Subject: Thanks again!
Hi [First Name],
Thanks again for your business. It's been great working with you and the [Mutual Connection's Company] team.
I have a favor to ask: I'd like to start a conversation with [Prospect Company] and I see you're connected with [Name, Title].
Do you know [him/her/them] well enough to introduce us via email? If so, I'd really appreciate the referral.
Thanks so much, [Your Name]
10. Asking for introduction without a connection
When you don't have mutual connections, this approach works if your prospect has been mentioned in news or industry publications. Acknowledge that declining is perfectly acceptable.
Subject: Would love an introduction to [Name of Prospect]
Hi [First Name],
My name is [Your Name], and I came across [Name of Prospect] through [brief context]. I was hoping you could help me with an introduction.
I'm currently [briefly explain who you are and why you want the introduction]. I believe a conversation with [Name of Prospect] could be mutually beneficial because [brief reason].
If you think it's not a fit or you're unable to assist, no problem. I completely understand.
Thanks for your consideration, [Your Name]
11. Not sure who to contact
Nothing's worse than pitching the wrong person. This template helps you find the right contact while still introducing your value proposition.
Subject: [First Name], can you help?
Hi [First Name],
We recently launched [Product or Service] at [Seller Company]. [Include one-sentence pitch.]
We're seeing [specific and measurable results] for [your target customers].
Do you handle [the thing that your product or service does]? If not, would you be willing to point me in the right direction?
Thanks so much, [Your Name]
12. Prospecting meeting request
Keep prospecting emails brief and direct. Skip overused phrases like "I hope this email finds you well" and get straight to the point.
Subject: Quick chat to see how we can help [Prospect Company]
Hi [First Name],
I'm reaching out because I believe [Seller Company] can offer valuable solutions to help [Prospect Company] achieve [specific goal]. I'd love to schedule a brief call to learn more about your needs.
Would [propose two time options] work for you? If not, please let me know what time is most convenient.
Looking forward to connecting, [Your Name]
13. Pre-meeting reminder
You've scored a meeting with a prospect. Set the tone with a friendly reminder that includes social proof. Send this the day before your scheduled call.
Subject: [Positive outcome] with [Prospect Company]
Hi [First Name],
Thank you again for scheduling tomorrow's meeting. During the call, we'll explore how [Seller Company] can help your team at [Prospect Company] achieve [specific goal].
I also wanted to share [example of how Seller Company solved a similar problem for another company].
[Teammate Name], who is the [Teammate Job Title] at [Seller Company], will also be on the call. We both look forward to speaking with you tomorrow at [time].
Here's the link to the call: [Link]
Talk soon, [Your Name]
14. Post-meeting follow-up
After any meeting, send a recap email acknowledging their time, summarizing key points, and outlining clear next steps. This keeps momentum moving forward.
Subject: [Seller Company] call recap
Hi [First Name],
It was great talking with you and [Prospect Company team members] yesterday. Here are the main points we discussed:
[Benefit 1]: Improve [pain point] by [solution]. [Benefit 2]: Identify [improvement area] by [solution]. [Benefit 3]: Scale [process] with [solution].
Next steps: I'll [next step] so that we can [shared goal]. [Team Member's First Name], you mentioned checking [item]. Would it be possible to review before [next step]?
If you have any questions, please reach out.
Talk soon, [Your Name]
15. Recent event outreach
Events like conferences, awards, or press coverage give you a natural reason to reach out. Offer sincere congratulations before transitioning to your pitch.
Subject: Congrats on [achievement or event]!
Hi [First Name],
I saw [Prospect Company] recently [achievement or event]. Congrats! [Include 1-2 sentences on specific coverage and how it made you feel.]
After [achievement or event], many companies find they need to focus on [your product or service]. Things are probably busy right now, but I'd love to share how we can help [main benefit].
Do you have time to chat next week? Would [propose two time options] work for you?
Congrats again, [Your Name]
16. AIDA framework template
The AIDA framework (Attention, Interest, Desire, Action) is a classic direct-response structure that guides readers from curiosity to commitment. This template works best with leads that closely match your ideal customer profile.
Subject: Tired of [pain point]?
Hi [First Name],
I [briefly explain how you got their information] and wanted to gauge your interest in [benefit] and [specific stat].
Over at [Seller Company], we have a new platform that'll help [department] at [Prospect Company] with [brief pitch of benefits]. We do this by:
[Benefit 1] [Benefit 2] [Benefit 3]
Are you available for a quick call [propose two time options] to explore this further?
Cheers, [Your Name]
17. PAS framework template
The PAS framework (Problem, Agitate, Solution) works particularly well for sales outreach because it creates urgency by highlighting the cost of inaction before presenting your value.
Subject: Turn negative reviews into happy customers
Hi [First Name],
I noticed that your company has some negative reviews about poor customer service.
It's incredibly frustrating to lose customers because of challenges in the support department.
[Seller Service] integrates all of your customer data into one centralized place, allowing you to easily track, manage, and measure customer interactions across every channel.
Would you like to hear more about how [Seller Service] can turn those negative reviews into loyal, happy customers?
Thanks, [Your Name]
18. B2B competitive intelligence
This template works when you can share relevant success with a prospect's competitor. It creates urgency through competitive positioning without being aggressive.
Subject: It worked for [Prospect Company's Competition]
Hi [First Name],
I have an idea I can explain in 10 minutes that can get [Prospect Company] its next 100 customers.
I recently used this idea to help our client [Prospect Company's Competition] [specific and impressive stat].
[First Name], let's schedule a quick 10-minute call so I can share the idea. Would [propose two time options] work for you?
Thanks, [Your Name]
19. Follow-up email template
The first follow-up can increase reply rates significantly. Send this 24-48 hours after your initial email, adding new value rather than just "checking in."
Subject: Following up on [specific topic]
Hi [Name],
I wanted to follow up on my previous email about [specific topic].
I understand things get busy. If [specific benefit] could be relevant for [Prospect Company], I'd love to schedule a quick call.
We've seen organizations like yours tackle [specific challenge] by [concrete approach].
Let me know what works best for you.
Best, [Your Name]
20. Breakup email template
The breakup email is your final attempt to re-engage a prospect. It uses permission-based language that often triggers a response from people who've been meaning to reply.
Subject: Should I close your file?
Hi [Name],
I've reached out a few times about how [Your Company] could help with [specific challenge], but I haven't heard back.
I completely understand if this isn't a priority. If timing isn't right, let me know and I'll check back in [timeframe].
If you'd rather I not reach out again, no hard feelings.
Best, [Your Name]
Cold outreach statistics and benchmarks
Understanding performance benchmarks helps set realistic expectations.
According to Campaign Monitor's research, average email open rates across industries hover around 21.5%, though B2B emails often perform higher with optimized campaigns achieving 40%+.
Key benchmarks:
• Open rates: 21-25% average, with optimized campaigns achieving 40%+ • Reply rates: 5-10% average, with top performers reaching 15%+ • Conversion rates: 1-5% typical range for well-targeted campaigns
HubSpot's research shows that personalized subject lines increase open rates by 26%, while segmented campaigns can improve revenue by up to 760%.
Proven cold email frameworks
Top-performing cold outreach templates follow proven copywriting frameworks that provide structure while maintaining authenticity.
The AIDA framework
The AIDA framework, mentioned above, is a classic direct-response framework developed in the late 1800s that remains highly effective for cold email. It guides your reader through a natural progression from initial curiosity to taking action. Start by grabbing attention with a compelling subject line and opening.
Build interest through specific pain points relevant to their role. Create desire by presenting your solution as the logical answer to their needs. Finally, close with a clear, low-friction call to action that makes responding easy.
The PAS framework
The PAS framework (Problem, Agitate, Solution) works particularly well for sales outreach because it creates urgency through empathy. First, identify a specific challenge your prospect faces. Then agitate by expanding on the consequences of not addressing it. This makes the problem feel more urgent without being manipulative.
Finally, position your offering as the resolution. This structure highlights the cost of inaction before presenting your value.
Common cold email mistakes to avoid
- Deliverability killers: Skipping email authentication (SPF, DKIM, DMARC), sending from unwarmed domains, and poor list hygiene destroy inbox placement.
- Open rate killers: Spammy subject lines and generic opening lines signal mass emailing.
- Response rate killers: Optimal email length is 50-125 words. Include one clear CTA per email and follow up consistently.
Understanding how to write a sales email that's skimmable and focused can dramatically improve your response rates.
Legal compliance essentials for cold outreach emails
- CAN-SPAM (US): Requires accurate sender information, non-deceptive subject lines, physical address, and functional opt-out mechanism. The FTC's compliance guide confirms there's no B2B exemption.
- GDPR (EU): For B2B emails, "legitimate interest" can serve as lawful basis with documented assessments and clear opt-out mechanisms.
- CASL (Canada): CASL violations can result in penalties up to $10 million CAD per violation for businesses.
Start sending cold emails that convert
Cold outreach templates provide the scaffolding for effective prospect communication. The data is clear: personalized emails achieve significantly higher response rates, follow-up sequences can triple your replies, and strategic timing boosts engagement across the board.
When evaluating email tools for cold outreach, prioritize template management for consistent messaging, AI-assisted personalization at scale, and intelligent inbox organization. For a comprehensive comparison of platforms, see our guide to the best cold email software for sales teams. Tools should support systematic follow-up cadences and help you maintain your authentic voice while enabling faster composition.
Sales professionals use Superhuman Mail to streamline outreach, enhance engagement, and drive results. With features like Read Statuses showing exactly when emails were opened and Auto Reminders ensuring timely follow-ups, you'll have every advantage in your cold email campaigns.
Try Superhuman Mail today.
FAQs
What is the best cold outreach template for B2B sales?
The most effective cold email template B2B combines a trigger-based opening, a specific pain point relevant to their role, and a low-friction CTA. Templates that reference recent company news achieve the highest engagement rates.
How do I write a cold email for a job?
A cold email template for job seekers should lead with specific knowledge of the company, connect your experience to their needs, and request a brief conversation rather than demanding an interview. Personalization is critical since hiring managers receive hundreds of generic applications.
What should I include in a cold email to a professor?
A cold email template to professor should demonstrate familiarity with their research, explain your specific interest, and make a clear ask. Keep it under 150 words and be respectful of their time.
How many follow-ups should I send?
Research shows 4-7 follow-up emails can significantly increase response rates. The key is adding new value with each message rather than simply resending your original pitch. Many discussions on cold outreach templates Reddit confirm that persistence pays off when done respectfully.
What's the ideal length for a cold email?
Optimal cold email length is 50-125 words for higher response rates. Keep emails scannable and focused on a single ask.
When is the best time to send cold emails?
Tuesday and Wednesday between 9-11 AM in the recipient's local timezone show the highest engagement. For C-level executives, early morning sends can generate higher reply rates.
How do I personalize cold emails at scale?
Use trigger-based personalization focusing on job postings, funding rounds, and company news. Create modular email structures where personalization elements are swappable without rewriting entire messages.
Are cold emails legal?
Yes, when compliant with regulations. CAN-SPAM, GDPR, and CASL all permit cold outreach with proper sender identification, honest subject lines, and functional unsubscribe mechanisms. There's no B2B exemption for CAN-SPAM.
What makes a good cold email subject line?
Question-based, number-driven, and pattern-interrupt subject lines consistently outperform generic approaches. Lowercase subject lines can also increase open rates by feeling more personal.
How do I avoid the spam folder?
Configure SPF, DKIM, and DMARC authentication, warm your domain before campaigns, maintain clean email lists, and keep bounce rates below 2% and spam complaints below 0.3%.
