21 Must-Try Sales Prospecting Email Templates

Harshika
Content
15
min read
May 31, 2024

Sales prospecting emails can be a gamble. You invest time creating the perfect pitch, but in today's cluttered inboxes, will it even get a glance?

These ready-made templates are battle-tested for high response rates. No fluff, just clear, concise emails that grab attention and spark conversations.

5 Benefits of Effective Sales Prospecting Emails

But before we dive into those game-changing templates, let's take a moment to understand why crafting effective sales prospecting emails is so crucial. Here are five key benefits that highlight the power of a well-executed email strategy:

1. Higher Response Rates

Effective sales prospecting emails are designed to capture attention and spark interest. By addressing the recipient's pain points and offering value, these emails significantly increase the likelihood of getting a response.

2. Building Stronger Relationships

A well-crafted prospecting email sets the tone for a positive relationship from the outset. It demonstrates an understanding of the recipient's needs and offers genuine solutions to build trust and establish yourself as a valuable resource. 

3. Time Efficiency

Instead of endlessly tweaking your messages and wondering why they aren’t working, you can rely on proven templates that maximize your outreach efforts. This efficiency allows you to focus on other critical aspects of your sales strategy.

4. Improved Brand Perception

Sending thoughtful, personalized emails reflects well on your brand. It shows that you’re not just another salesperson blasting generic messages but a professional who takes the time to understand and address specific needs. This can enhance your brand's reputation and make recipients more inclined to engage with you.

5. Increased Conversion Rates

The ultimate goal of any sales email is to convert prospects into customers. Effective prospecting emails guide recipients through the sales funnel by providing clear calls to action and compelling reasons to move forward. These emails help turn potential leads into actual clients.

21 Best Sales Prospecting Email Templates and Examples to Upgrade Your Outreach

Here are the best sales prospecting email templates that you can try to elevate your outreach strategy and improve your sales prospecting success rate. 

These templates cover a range of scenarios, from addressing pain points to showcasing value propositions and leveraging social proof. 

1. The Problem-Solution Email Template

Use this template when you have identified a clear problem that your prospect is facing and have a solution that addresses it directly.

Here's an example: 

Subject: Addressing [prospect's pain point] at [prospect's company]

Hi [Prospect's Name],

I hope this email finds you well. I wanted to reach out because I recently came across [prospect's company] and noticed that you might be facing [specific pain point]. As a [your company's name], we specialize in providing solutions for [pain point].

We understand that [pain point] can have a significant impact on [prospect's company], such as [negative consequence]. Our [product/service] offers a unique value proposition that can help alleviate this challenge and drive [desired outcome] for your business.

Could we schedule a quick call to discuss how we can help you overcome [specific pain point] and achieve [desired result]?

Looking forward to connecting with you.

Best regards,

[Your Name]

Why it works:

This prospecting email example works because it shows that you understand the prospect's specific challenges and immediately offer a solution. 

2. The Industry-Specific Sales Prospecting Email Template

Use this template when reaching out to prospects in industries experiencing significant shifts or challenges. It's particularly relevant for Ideal Customer Profiles (ICPs) who are decision-makers or influencers seeking to stay ahead of industry trends and leverage expert insights for strategic decision-making.

Here's an example: 

Subject: Enhancing [prospect's industry] with [your company's name]

Hi [Prospect's Name],

As a leading provider in the [prospect's industry], I wanted to introduce [your company's name] and the innovative solutions we offer. With extensive experience working with companies like [prospect's company], we understand the unique challenges faced by businesses in [prospect's industry].

At [your company's name], we have developed [product name], a cutting-edge solution designed specifically for [prospect's industry]. Our product offers a range of features and benefits that can help streamline operations, increase efficiency, and drive growth for companies like yours.

I would love the opportunity to discuss how [product name] can support the specific needs of [prospect's company]. Can we schedule a call or meeting to further explore this?

Looking forward to connecting with you.

Best regards,

[Your Name]

Why it works:

This prospecting email example shows that you're not just reaching out with a generic message but are genuinely interested in the prospect's industry and challenges. By highlighting your expertise and offering insights specific to their industry, you establish credibility and relevance. 

3. The Personalized Demo Sales Prospecting Template

This template can be useful to show how your product can solve the prospect's pain point and intrigue them to explore further.

Here's an example: 

Subject: See How [Your Company] Can Boost Your [Pain Point]

Hi [Prospect Name],

I came across [Their Company] and noticed you're in the [Their Industry] industry. Like many companies in your space, I understand you might be facing challenges with [Their Pain Point].

At [Your Company], we help businesses like yours overcome this by offering a solution that [Benefit of Your Product].

Here's the exciting part: I'd love to show you exactly how it works!

Embedded in this email is a short, interactive demo that lets you explore the features of our product at your own pace. Click through the hotspots to see how it can streamline [Specific Task] for your team.

If the demo piques your interest, I'd be happy to schedule a call where we can delve deeper into your specific needs and showcase how our solution can be customized for [Their Company].

Just let me know what time works best for you!

Cheers,

[Your Name]

Pro Tip:

Use Storylane's Gmail Plugin to embed demos in your emails as GIFs or links directly from Gmail, making navigation easier and faster. To see how this works, start a free trial!

Why it works:

This template demonstrates that you've done your research and are proactively offering a tailored solution to address the prospect's specific challenges. A walk thorough of your product also let’s the prospect visualize how the solution directly benefits them. 

Interactive product demo encourages engagement and facilitates the next steps toward exploring the solution further.

4. The Value Proposition Sales Prospecting Email Template

This template is ideal when you want to tailor your outreach to prospects who are actively seeking solutions that align with their company's objectives and challenges. 

Here's an example: 

Subject: [prospect's company]: Unlocking value with [your solution]

Hi [Prospect's Name],

I wanted to reach out to you because I believe [prospect's company] could benefit significantly from [your solution]. Our solution specializes in [highlight key features or benefits], which align perfectly with [prospect's company]'s goals of [mention specific goals or challenges].

For instance, [brief example or case study illustrating value proposition].

I'd love the opportunity to discuss how [your solution] can add value to [prospect's company]. Would you be available for a brief call to explore this further?

Looking forward to your response.

Best regards,

[Your Name]

Why it works:

This template effectively communicates the value of your solution to the prospect by highlighting key features or benefits that address their specific goals or challenges. This approach makes it easier for the prospect to understand the benefits of your solution and motivates them to engage further.

5. The Congratulations Sales Prospecting Email Template

Use this template when targeting individuals who have recently assumed new roles or received promotions within their organization. It's particularly effective for reaching out to decision-makers who may be seeking support or solutions to help them excel in their new position.

Here's an example: 

Subject: Congratulations on Your New Role at [prospect's company]

Hi [Prospect's Name],

Congratulations on your recent [new role/promotion] at [prospect's company]! I wanted to reach out and offer my support as you settle into your new responsibilities.

At [Your Company], we specialize in [mention relevant support or solutions], and I believe we can provide valuable assistance to you in your new role. Whether it's [mention specific challenges or pain points], we have the expertise to help you succeed.

I'd love to discuss how we can support you in your new position. Would you be open to a brief call to explore potential opportunities for collaboration?

Looking forward to your response.

Best regards,

[Your Name]

Why it works:

This prospecting email example establishes a personal connection with the prospect by acknowledging their recent achievement and offering relevant support. This approach opens the door for further discussions about potential collaboration or partnership opportunities.

6. The Referral Sales Prospecting Email Template

Use this template when leveraging referrals from mutual connections to establish initial contact with prospects. It's particularly effective for reaching CXOs who may be more receptive to your outreach due to the endorsement from someone they trust.

Here's an example: 

Subject: [mutual connection]'s Recommendation: Exploring Opportunities with [prospect's company]

Hi [Prospect's Name],

I hope this email finds you well. I recently had a conversation with [mutual connection], and they spoke highly of both you and [prospect's company]. Based on their recommendation, I wanted to reach out and introduce myself.

At [your company], we specialize in [mention relevant solutions or expertise], and I believe there may be opportunities for collaboration between our organizations. I'm particularly interested in learning more about [mention specific area of interest or potential synergy].

Would you be open to a brief call to explore potential ways we can work together for mutual benefit?

Looking forward to the possibility of connecting.

Best regards,

[Your Name]

Why it works:

This template capitalizes on the power of referrals to establish credibility and trust with prospects. When you mention a mutual connection who has recommended you, you immediately establish common ground and increase the likelihood of a positive response. 

7. The Content Approach to Sales Prospecting Email Template

You can offer valuable content related to your prospect’s industry and subtly showcase your expertise using this template.

Here's an example: 

Subject: [industry trend] Report: Insights for Your Business

Hi [Prospect's Name],

I hope you're doing well. I wanted to share an insightful industry report on [industry trend] that I thought would be valuable for you and [Prospect's Company].

In this report, we delve into key trends and challenges shaping the [prospect's industry] landscape, along with actionable insights to navigate these changes successfully. As someone deeply entrenched in the industry, I believe you'll find the data and analysis provided to be both informative and actionable.

Additionally, I wanted to highlight how our solutions at [your company] align with the goals discussed in the report. We specialize in [mention relevant solutions or expertise], and I'm confident that our expertise can complement your efforts in achieving your business objectives.

Would you be interested in discussing how we can tailor our solutions to address your specific needs and challenges? I'd be happy to schedule a call at your convenience.

Looking forward to your response.

Best regards,

[Your Name]

Why it works:

This email prospecting template demonstrates your commitment to providing value to the prospect by sharing relevant industry insights and offering actionable recommendations. This approach positions you as a trusted advisor and increases the likelihood of further engagement with the prospect.

8. The Social Proof Sales Prospecting Email Template

Use this email prospecting template when you want to leverage social proof to establish credibility and relevance with the prospect. Your prospects may be more receptive to your message when presented with evidence of past success stories from similar clients.

Here's an example: 

Subject: How [similar company] Achieved [desired outcome] with [your company

Hi [Prospect's Name],

I trust this email finds you well. I wanted to share an inspiring success story with you—one that I believe holds relevance to [prospect's company] and its objectives.

Recently, we had the pleasure of working with [similar company], a leader in [prospect's industry], to address challenges similar to those you may be facing. Through our partnership, they were able to achieve [desired outcome], resulting in [quantifiable result or benefit].

Their journey serves as a testament to the impact our solutions at [your company] can have on businesses like yours. We understand the nuances of [prospect's industry] and are committed to delivering results that align with your goals.

I'd be thrilled to discuss how we can replicate this success for [prospect's company]. Would you be available for a brief call to explore potential synergies?

Looking forward to your response.

Best regards,

[Your Name]

Why it works:

Quantifying the results achieved by similar clients reinforces the tangible benefits your solutions can deliver. This makes your offering more compelling and enticing to the prospect.

9. The Limited-Time Offer Sales Prospecting Email Template

You can create a sense of urgency with a time-bound offer to encourage quick action. It's particularly effective for prospects who are actively seeking solutions and can be nudged by the opportunity for a limited-time offer.

Here's an example: 

Subject: Exclusive Opportunity: Limited-Time Offer for [Prospect's Company]

Hi [Prospect's Name],

I hope this email finds you well. I wanted to reach out with an exclusive opportunity for [prospect's company] to take advantage of a limited-time offer from [your company's name].

For a limited period, we are offering [specific discount or incentive] on our [product/service]. This is a unique opportunity for [prospect's company] to access our industry-leading solution at a highly discounted rate.

We believe that [product/service] can significantly benefit [prospect's company] by [specific benefit]. This limited-time offer allows you to experience the full value of our solution while saving costs at the same time.

I would be happy to provide more details and discuss how this offer can align with your goals. Please let me know if you would like to schedule a call or meeting to explore this opportunity further.

Looking forward to connecting with you and discussing the potential of [product/service] for [prospect's company].

Best regards,

[Your Name]

Why it works:

The time-bound nature of this prospecting email example creates a sense of urgency, motivating the prospect to take immediate action to avoid missing out on the opportunity. Positioning the offer as exclusive reinforces its value and makes the prospect feel privileged to have access to it.

10. The Humor Approach Sales Prospecting Email (Use with Caution)

This template adds a bit of lightheartedness to your emails to grab people's attention in a friendly way. Just be careful—you want your jokes to match your company's style.

Here's an example: 

Hi [Prospect's Name],

I know, receiving yet another email about [industry topic] probably isn't the highlight of your day, but I promise this one's different.

Why did the [industry] expert bring a ladder to the meeting? Because they heard the stakes were high! 🎲

Okay, I'll spare you the cheesy jokes from here on out. But seriously, at [your company], we understand that [industry topic] discussions can sometimes feel like climbing a mountain. That's why we're committed to making it easier for you.

We offer [mention relevant solutions or expertise], designed to simplify the complexities of [industry topic] and help you reach new heights of success. Let's turn those mountains into molehills together!

If you're up for a chat (sans cheesy jokes, I promise), I'd love to learn more about your [industry topic] challenges and explore how we can lend a hand.

Looking forward to hearing from you, and thanks for indulging me in a moment of humor!

Best regards,

[Your Name]

Why it works:

Adding a bit of humor to your email can make it stand out in a sea of serious messages. It catches people's attention and makes them more likely to read what you have to say. Using humor shows that your company has a fun and friendly side. It helps people see you as more than just another business—they see you as real people they can relate to.

11. The News Hook Approach to Sales Prospecting Email Template

In this approach, you connect your email to a recent industry news story and offer your perspective.

Here's an example: 

Subject: [Industry news] - What it Means for Your Business

Hi [Prospect's Name],

I hope you're doing well. I wanted to bring your attention to a recent industry news story that I believe has significant implications for businesses like yours.

[Summarize the industry news story briefly]

At [Your Company], we've been closely following these developments and reflecting on how they might impact businesses in [Prospect's Industry]. In light of this news, I wanted to offer our perspective on how [mention relevant solutions or expertise] can help navigate the challenges and opportunities it presents.

[Offer your perspective and solution]

I'd love to discuss this further with you and explore how we can tailor our solutions to address your specific needs in light of this industry news. Would you be available for a brief call to delve deeper into this topic?

Looking forward to your response.

Best regards,

[Your Name]

Why it works:

Offering your perspective on how the news story affects the prospect's business shows that you're not just delivering information but also providing valuable insights and solutions. 

This prospecting email example creates a natural entry point for further discussions about how your solutions can address the prospect's needs in light of these developments.

12. The Survey Approach to Sales Prospecting Email Template

The survey approach is a great way to engage potential customers and gather valuable feedback. The key to a successful survey email is to make it short, concise, and easy to complete. 

Here's an example: 

Subject: Quick Survey: Help Us Understand Your [industry/topic] Challenges

Hi [Prospect's Name],

I hope this email finds you well. At [your company], we're committed to understanding the unique challenges and pain points faced by professionals in [prospect's industry/topic].

To that end, we're conducting a brief survey to gather insights directly from industry experts like yourself. Your input will help us tailor our solutions to better meet the needs of businesses in [prospect's industry/topic].

[Provide a brief overview of the survey's purpose and what respondents can expect.]

Completing the survey will only take a few minutes, and your answers will be kept confidential. As a token of appreciation for your participation, I'd be happy to share the survey findings with you once they're compiled.

[Include a call-to-action button or link to the survey.]

Thank you in advance for your valuable input. We look forward to hearing from you!

Best regards,

[Your Name]

Why it works:

Conducting a survey shows that your company is genuinely interested in understanding the challenges and needs of prospects in their industry. This helps build rapport. 

After prospects complete the survey, it provides an opportunity for follow-up conversations to discuss the survey findings and explore how your solutions can address their identified challenges or pain points.

13. The Event Invitation Sales Prospecting Email Template

You can invite prospects to a relevant webinar or industry event you're hosting. This email template is an effective way to engage potential customers and create a sense of exclusivity. Particularly, for engaging mid-manager-level prospects who are interested in expanding their knowledge and skills in a specific area related to their industry.

Here's an example: 

Subject: Join Us for a Free Webinar: Mastering [Industry Skill]

Hi [Prospect's Name],

I hope this email finds you well. I'm reaching out to invite you to an exclusive event that I believe will be incredibly valuable for professionals in [prospect's industry].

At [your company], we're passionate about empowering individuals like yourself with the knowledge and skills needed to succeed in [prospect's industry]. We're excited to announce our upcoming webinar: "Mastering [industry skill]."

In this free webinar, industry experts will share insider tips and strategies to help you excel in [industry skill]. Whether you're looking to [specific goal or outcome], or simply want to stay ahead of the curve, this webinar is designed with you in mind.

Here are the event details:

Title: Mastering [industry skill]

Date: [date]

Time: [time]

Duration: [duration]

Location: [Online/Zoom/Webinar platform]

[Include any additional relevant information or special guests.]

This webinar is completely free to attend, but spaces are limited. Secure your spot now by registering [link to registration page].

We look forward to having you join us for an insightful session filled with actionable takeaways.

Best regards,

[Your Name]

Why it works:

This offers prospects the opportunity to attend a free webinar or industry event positions your company as a valuable resource that provides relevant and actionable insights.

This prospecting email example also creates a natural entry point for further engagement and follow-up conversations. This allows you to continue nurturing the relationship and moving them further along the sales funnel.

14. The Thank You & Follow-Up Approach to Sales Prospecting Email

This template is a powerful way to nurture relationships with potential customers and move them further along the sales pipeline. You can express gratitude for their time or engagement and provide a recap of your previous conversation or interaction.

Here's an example: 

Subject: Following Up: How Can We Help You Achieve [desired outcome]?

Hi [Prospect's Name],

I hope this email finds you well. I wanted to take a moment to express my sincere gratitude for the opportunity to connect with you recently [mention where/how you interacted, e.g., at the [event/conference], over the phone, etc.].

Our discussion left me impressed with your insights into [relevant topic or industry], and I'm genuinely excited about the possibility of exploring ways we can collaborate to help you achieve [desired outcome or goal].

As we discussed, [briefly mention any key points or topics from your previous interaction]. It's clear that [reiterate the prospect's challenges or goals], and I believe our solutions at [Your Company] could be instrumental in addressing these needs.

I'd love to continue our conversation and explore how we can tailor our offerings to meet your specific requirements. Are you available for a brief call sometime this week to discuss this further?

Thank you again for your time and insights, [Prospect's Name].

Best regards,

[Your Name]

Why it works:

Referencing specific points or topics discussed in the previous interaction shows that you were actively listening and reinforces your understanding of the prospect's needs and challenges. This builds trust and credibility, increasing the likelihood of further engagement and collaboration.

15. The Case Study Sales Prospecting Email Template

You can share a case study or success story that highlights how your offering has helped a similar company or client overcome challenges and achieve their goals. This email prospecting template provides social proof and builds credibility.

Here's an example: 

Subject: [Industry] Case Study: How [client company] Increased [metric] by [percentage]

Hi [Prospect's Name],

I hope this email finds you well. I wanted to share an inspiring success story with you that I believe holds great relevance to [Prospect's Industry] and could potentially benefit [prospect's company].

We recently worked with [client company], a leading player in [prospect's industry], to address [specific challenge or goal]. Through our partnership, [client company] was able to achieve remarkable results, including increasing [metric] by [percentage] within [timeframe].

In our detailed case study, you'll learn how [client company] leveraged our solutions to overcome [challenge or obstacle], streamline [process or operation], and ultimately drive impressive outcomes. 

I believe that the insights gained from this case study could be highly valuable for [prospect's company], especially as you continue to navigate [relevant industry trends or challenges]. 

Please let me know if you'd like me to send over the case study or if you have any questions. I'd be happy to discuss further and explore how we can help [Prospect's Company] achieve similar success.

Looking forward to hearing from you!

Best regards,

[Your Name]

Why it works:

Case studies offer valuable insights and lessons learned that can help prospects gain a deeper understanding of how your solutions can address their pain points. 

The success story of a peer in the prospect's industry can inspire confidence and encourage the prospect to envision similar results for their organization.

16. The Poll Sales Prospecting Email Template

This is an engaging way to gather feedback, learn more about your potential customer's preferences and create a sense of involvement. In this email template, you can invite recipients to participate in a poll or survey related to their industry or specific pain points.

Here's an example: 

Subject: Poll: What's Your Biggest Challenge in [industry area]?

Hi [Prospect's Name],

I hope this email finds you well. At [your company], we're always striving to better understand the needs and challenges of professionals in [prospect's industry area]. That's why we're reaching out to invite you to participate in a quick industry-related poll.

Your input will help us gain valuable insights into the current landscape of [prospect's industry area] and enable us to tailor our solutions to better meet the needs of professionals like yourself.

[Include the poll questions here. Keep it short and focused on their industry challenges.]

As a token of appreciation for your participation, we'd be happy to share the poll results with you once they're compiled. These insights could offer valuable benchmarks and trends that may inform your strategic decisions moving forward.

Please take a moment to complete the poll by clicking on the link below:

[Insert Poll Link]

Thank you in advance for your valuable input. We look forward to sharing the results with you.

Best regards,

[Your Name]

Why it works:

Offering to share the poll results with the prospect in exchange for their participation provides a tangible benefit and incentivizes them to take part in the poll.

After sharing the poll results with the prospect, you can follow up and continue the conversation based on the insights gained from the poll.

17. The Customer Story Sales Prospecting Email Template

Use this template if you have a personal story from a satisfied customer that resonates with the prospect's challenges and showcases the positive impact of your solution. 

Here's an example: 

Subject: [Customer Name]'s Success Story: How [your company] Helped Them Achieve [desired outcome]

Hi [Prospect's Name],

I hope this finds you well. I wanted to share an inspiring success story with you. Meet [customer name], a client who faced challenges similar to yours. Through our tailored solutions, they achieved remarkable results, successfully [describe the outcome or goal achieved].

I'd love to share more about [customer name]'s journey and discuss how we can help you achieve similar success. Interested in learning more?

Best regards,

[Your Name]

Why it works:

This is a powerful way to build trust, establish credibility, and demonstrate the real-world impact of your product or service. Personal stories also have the power to evoke emotions and create a deeper connection with prospects, making them more receptive to your message.

18. The Challenge Approach to Sales Prospecting Email 

This is a persuasive way to present a hypothetical scenario related to their industry and offer your solution. Using the Challenge approach in your sales prospecting emails shows empathy and understanding.

Here's an example: 

Subject: Imagine [industry challenge] Happening to You. How Would You Respond?

Hi [Prospect's Name],

Imagine a scenario where [industry challenge] strikes your business unexpectedly. How would you respond to ensure minimal disruption and maintain your competitive edge?

At [your company], we understand the importance of being prepared for such challenges. That's why we've developed a solution that equips businesses like yours with the tools and strategies needed to navigate [industry challenge] effectively.

[Present your solution and how it addresses the hypothetical scenario.]

I'd love to discuss how we can help you stay resilient in the face of such challenges. Are you available for a brief call to explore potential solutions?

Looking forward to hearing from you!

Best regards,

[Your Name]

Why it works:

Presenting your solution within the context of a hypothetical scenario helps prospects visualize the benefits of using your product or service in real-world situations. 

The scenario-based approach piques the prospect's curiosity and encourages them to envision themselves using your solution to address potential challenges.

19. The Stat/Data Sales Prospecting Email Template

Use this template when you have a compelling statistic that highlights a significant challenge in the prospect's industry. This approach is effective for industries where data-driven insights can underscore the urgency of the problem and the value of your solution.

Here's an example: 

Subject: Did You Know? [surprising stat] About [industry area]

Hi [Prospect's Name],

Did you know that [surprising stat] about [industry area]? This statistic highlights a significant challenge that many businesses like yours are facing today.

At [your company], we specialize in helping companies tackle this very issue. Our solution [briefly describe your solution] is designed to address [specific challenge], ensuring that you can [benefit or outcome your solution provides].

I'd love to discuss how we can help your company overcome this challenge. Are you available for a brief call next week to explore this further?

Looking forward to hearing from you!

Best regards,

[Your Name]

Why it works:

Leading with a surprising statistic captures the prospect's attention immediately, making them more likely to read the rest of your email. By focusing on a statistic related to a common industry challenge, you show that your solution is directly applicable to their needs.

20. The Question Approach to Sales Prospecting Email

Engage your prospect by starting with a thought-provoking question. This template draws them in by addressing a key industry challenge and inviting them to consider their situation. Use this template when you want to engage prospects who have probably not heard of your product before.

Here's an example: 

Subject: Is [industry challenge] Hindering Your Growth?

Hi [Prospect's Name],

Have you ever wondered if [industry challenge] is holding your business back? It's a common issue in [prospect's industry], and many companies struggle to find effective solutions.

At [your company], we specialize in helping businesses like yours overcome [industry challenge]. Our solution [briefly describe your solution] is designed to [specific benefit or outcome your solution provides], ensuring that you can focus on growing your business.

I'd love to discuss how we can help you tackle this challenge and achieve your goals. Are you available for a quick call next week to explore this further?

Looking forward to hearing from you!

Best regards,

[Your Name]

Why it works:

Starting with a question immediately engages the prospect and encourages them to think about their own situation. This email prospecting template also opens the door for a two-way conversation, making it easier for the prospect to respond and engage with you.

By introducing your solution in response to the question, you position your company as a problem-solver.

21. The Last Follow Up Email Template

This is a last attempt to re-engage potential customers who have shown little or no interest in your previous emails or communications. In this email template, you can acknowledge the lack of response or engagement and provide a final opportunity for the recipient to take action. It's suitable for any industry and can be tailored to different decision-makers and roles.

Here's an example: 

Subject: Are you still looking to tackle [Their Pain Point]?

Hi [Prospect Name],

I haven't heard back from you in a while, and I wanted to follow up on our previous conversations about [Your Product/Service] and how it could help with [Their Pain Point].

I understand that finding the right solution takes time and consideration. Perhaps [Your Product/Service] isn't the perfect fit right now, and that's totally fine!

Here's my final offer:

  • If you're still interested in exploring options:  Would you be open to a quick 5-minute call to discuss your specific needs and see if we can tailor a solution that works for you?
  • If you've decided to go in a different direction:  Would you mind sharing what made you decide against [Your Company]? Your feedback is valuable and helps us improve our approach.

No pressure either way! But before we part ways, I wanted to offer one last chance to see if there's a way we can be of assistance.

Just hit reply and let me know your thoughts.

Best regards,

[Your Name]

Why it works:

This email prospecting template respects the prospect's time and decision, showing that you understand they may be too busy or not interested. By mentioning that you will close their file, you create a subtle sense of urgency that might prompt a response if they are still interested.

The tone is polite and professional, leaving a positive impression even if the prospect does not respond.

How to Follow up on a Sales Prospecting Email

Even if you are using one of the above best prospecting email templates, you cannot ignore the power of follow-ups. Sending a first follow-up email can increase reply rates by 220%. Follow-up emails usually get better responses than the first email because the prospect is more familiar with you and your message.

That said, it's important to follow up strategically to avoid being too pushy or annoying.  Here are some tips on how to effectively follow up on a sales prospecting email:

1. Timing is key

Determine the appropriate time to send a follow-up email based on your industry and the recipient's expected response time. Generally, waiting 3-5 business days before sending a follow-up email is a good practice.

2. Personalize the follow-up email 

Refer to the previous email or conversation to show that you remember the recipient and their specific needs or interests. This personal touch can help re-engage the recipient and make them more likely to respond.

3. Provide additional information or value

In the follow-up email, offer something of value such as a relevant article, case study, or resource that aligns with the recipient's interests or challenges. This shows that you are invested in their success and can provide solutions to their problems.

4. Keep the email concise and to the point 

Be respectful of the recipient's time by keeping your follow-up email focused and easy to read. Use bullet points or short paragraphs to highlight key information and make it easy for the recipient to understand.

5. Include a clear call to action

End the follow-up email with a clear call to action that prompts the recipient to take the next step, whether it's scheduling a call, requesting a demo, or providing feedback. Make it easy for them to respond by providing specific instructions or links.

6. Be persistent, but not pushy

If you don't receive a response to your initial follow-up email, it's okay to send a few more follow-ups spaced out over a reasonable period. But avoid being too pushy or aggressive in your tone. Respect the recipient's decision if they are not interested or don't respond.

5 Things to Avoid When Writing a Sales Prospecting Email

When writing a sales prospecting email, it's important to avoid common mistakes that can hinder your chances of success. Here are five things to avoid when crafting your sales prospecting emails:

1. Being too generic 

Avoid using generic templates or mass email approaches. Personalize your emails by addressing recipients by their names and tailoring the content to their specific needs or pain points. 

2. Overusing jargon or technical terms 

Keep your language simple and easy to understand. Avoid using excessive industry jargon or technical terms that may confuse or alienate the recipient. Use plain language that clearly conveys the value and benefits of your offering.

3. Focusing solely on your product or service 

While it's important to showcase the value of your product or service, avoid making your email solely about yourself. Instead, focus on the recipient and how your offering can solve their specific challenges or meet their needs. Make it about them (and not just about selling your product).

4. Neglecting to proofread and edit

Before sending any sales prospecting email, make sure to proofread and edit it for grammar, spelling, and formatting errors. Sloppy emails can create a negative impression and reduce the recipient's trust in your professionalism and attention to detail.

5. Ignoring spam filters

Be aware of common spam trigger words or phrases that can cause your email to be flagged as spam. Avoid using excessive capitalization, exclamation points, or salesy language. Craft your email in a way that is genuine, informative, and respectful.

Frequently Asked Questions

How can I personalize emails at scale?

Personalizing emails at scale can be achieved through automation and customization. Use email prospecting templates that allow for dynamic fields, such as recipient names, company details, or specific pain points. You can leverage automation tools to automate the personalization process and send targeted emails based on recipient data or behavior.

How to write a prospecting email?

When writing a prospecting email, start with an attention-grabbing subject line that highlights the value proposition. In the opening line, personalize the email and mention the recipient's pain points or challenges. Clearly state the purpose of the email and end with a strong call to action that prompts the recipient to take the next step.

How often should I send prospecting emails?

The frequency of sending prospecting emails depends on your sales cycle and the level of prospect engagement. It's important to find a balance between staying on top of their mind and avoiding being too pushy. Generally, spacing out prospecting emails by a few days to a week is a good practice.

When should I send a prospecting email?

When sending a prospecting email, it is important to consider the best time to maximize open rates and response rates. Factors such as the recipient's time zone and their email habits can impact the effectiveness of your email.

"Previously, there was scope for error and we’ve gone from a process that could be time consuming and painful to a process that’s super quick."
—CHRIS LANCASTER, SUPPLY CHAIN PROJECT
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What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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"Previously, there was scope for error and we’ve gone from a process that could be time consuming and painful to a process that’s super quick."
—CHRIS LANCASTER, SUPPLY CHAIN PROJECT

"Previously, there was scope for error and we’ve gone from a process that could be time consuming and painful to a process that’s super quick."

—CHRIS LANCASTER, SUPPLY CHAIN PROJECT

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