31 Best Sales Email Templates for Prospecting

31 Best Sales Email Templates for Prospecting

Pat Walls

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Updated: January 19th, 2023

31 Best Sales Email Templates for Prospecting

If you're looking for a way to make your prospects feel special, look no further. The following email template examples, Below show you how to create insider content that builds relationships with your prospects and gets them excited about your product or service.

Sales emails are an art and a science, especially if you want your emails to convert. So many organizations have poor email communication which results in lost sales or just not even getting a response. This guide has some best practices for email templates and tips on how to get more responses from prospects.

Here are 31 free sales email templates to use in 2022 that will save you time and help you with your email marketing efforts.

Tie your B2B sales emails to a recent event

title=Congratulation! Hi [[name]],

Just saw the news about [[trigger event]]. Congrats!

Usually when this happens, [[insert value prop]] becomes a priority. So, I thought you might be interested in finding out how we helped [[similar company]] [[benefit]].

I know things at [[company name]] must be crazy now, but If you’d like to learn more, let’s set up a quick call.

How does [[specific day and time]] look on your calendar? Alternatively, here’s a link to my calendar, or feel free to send me yours.

Regards,

[[ Your Name ]]

Offer help

title=Offer help Hi [Prospect],

Welcome to town. My family and I enjoyed a nice dinner at your new Sudbury location last month. I really enjoyed the scallops and risotto. I'll be back.

I drove by your restaurant last night fairly late and thought you were closed at first glance. I saw a few people sitting at the bar, but the light in front of the restaurant was really dim.

This isn't my area of expertise, but I know a good sign guy. Would you like an intro?

Regards,

[Your name]

Provide immediate value

title=Brilliant Design Hello [Prospect],

Your website's design is absolutely brilliant. The visuals really enhance your message and the content compels action. I've forwarded it to a few of my contacts who I think could benefit from your services.

When I was looking at your site, though, I noticed a mistake, i.e., search engine optimization. It's a relatively simple fix. Would you like me to write it up so that you can share it with your web team? If this is a priority, I can also get on a call.

Regards,

[Your name]

Boost their target

title=New Role Hi [Prospect],

Congratulations on your new role as VP Marketing. Based on your LinkedIn profile, it looks like you've done an amazing job developing your career at [company].

If there are ways I can help you get your message out to my network of [title of people they're trying to reach], please let me know. I'm a fan and I want to help.

Do you have a PR or content person on your team?

Regards,

[Your name]

Be as direct as you can

title=Idea Hello [[name]],

I have an idea that I can explain in 10 minutes that can get [[company]] its next 100 best customers.

I recently used this idea to help our client [[SaaS company/competitor]] almost triple their monthly run rate.

[[Name]], let’s schedule a quick 10-minute call so I can share the idea with you. When works best for you?

Yours,

[[ Name ]]

Congratulate them

title=Congratulations Hi [Prospect Name],

Congratulations on your recent round of funding.

What you are doing is going to impact the law profession in a major way.

I look forward to seeing how you'll deploy your new resources to do it even faster.

Regards,

[Your name]

Motivation with Offer

title=Offer Motivation Hello [Prospect],

Today might be a day where you’re wondering how you’re going to get through it all. I’m here to tell you that you’re more than capable of doing anything you put your mind to.

The rest of the day is in your control. Make the most of it.

When you need a word of encouragement, you’ve got my email.

You’ve got this,

[Your name]

Invite to participate

title=Invitation Hello [[ Prospect Name ]],

Thank you for your assistance in designing this survey. Will you take the survey now that it's ready? It's five questions long and should take you five minutes.

As soon as we have 100 respondents, I'll send you the preliminary results.

[Your name]

Create rapport using common interests

title=Common Interests Hello [Prospect],

I was browsing through LinkedIn. Looks like you and I are both in [industry], and we're both snowboarding fans. Have you ever dreamed of having an industry conference at a ski resort? I have.

Have you gotten out this year? I got out to Loon last month. The powder was amazing.

Regards,

[Your name]

Ask for an introduction

title=Quick Intro Hi [[ Name ]],

I was looking to get introduced to [[the person you’re trying to connect with]] from [[that person’s company]], and saw you were connected to them. I’m not sure how well you’re connected to them, but if the relationship is strong, I’d really appreciate an introduction to chat about ways they can work with [[your company]].

Please let me know if you feel comfortable doing this and I’ll forward a proper request for the introduction that you can forward to them.

Regards,

[[ Your Name ]]

Congratulate the new hire

title=Congrats on your new role Dear [Prospect],

Congrats on your new role with XYC Recruiting. I’ve heard amazing things about the company and trust you’ll enjoy working there.

I work with [Your company name] helping teams like yours increase employee retention by up to 35%. I'd love to talk with you about how your company could achieve the same results — and help you make a splash in your first few months.

Here's a link to my calendar, if you'd like to book some time: [Calendar link]

Regards,

[Your name]

Compliment Sales Email

title=Great Work Hi [Name],

Thank you for sharing your wisdom with the world.

I love your wit and humor. I find myself nodding in agreement with your advice as I'm laughing out loud.

Your article the other day with the three email templates really inspired me. I forwarded it to a few of my clients. One of them has really been struggling to connect with key prospects and we've implemented your advice. A prospect they've been trying to reach for a year now responded within an hour.

Would you like to see how my client applied your advice?

Best,

[Your name]

Communicate with prospect's vendors

title=Are you interested? Hello [Name],

Your commercial real estate broker, [name], suggested I reach out to you. Someone in your organization told them conference room booking is a real challenge. Everything is always booked — even when people aren't in the room.

This is an easy fix if you're interested in solving this problem once and for all. Interested?

Best,

[Your name]

Mention a competitor’s product

title=Consider this product Hello [[Name]],

Just ran across your website and noticed you were using [[Your competitor’s product]]. How are you liking it? I run a [[service]] called [[your company]].

It’s just like [[your competitor’s product]], only [[key differentiator]]. If you’re up for it, I would love to jump on a quick call with you and get your opinion on how we could make [[prospect’s company]] better (and see if it would make sense for us to work together).

Would [[date and time]] be a good time for you? (If not, I’m flexible, just let me know).

[[ Your Name ]].

Talk to lower-level team members

title=Improve Ability Hi [Team Member Name],

Your salespeople seem to be struggling with acquiring new clients according to an informal survey I did. Specifically, they are struggling to initiate a dialogue with prospects like they used to.

Is it a priority for you to improve their ability to put new opportunities in the funnel?

Regards,

[Your name]

Communicate with someone unknown

title=Willing to meet up Hi [Prospect],

My friend, [name], told me that you'd be willing to meet up with me to discuss my business and see if we might work together.

I reviewed your website and am particularly interested in learning more about your [service].

Do you have time in the near future? Here's a link to my calendar to make scheduling easier.

Regards,

[Your name]

Respond to content

title=Ways to reduce expenses Hi [[ Name ]],

Your CEO posted an article about expanding globally which speaks highly of the work you're doing. Judging from a quick LinkedIn search, I can see you're the guy who is probably making that happen. Congrats on the success. I know it's hard to duplicate the success of the home office.

Usually, managing directors are involved with setting budgets and are under pressure from CFOs to minimize startup costs. I'm an expert at helping companies minimize these types of expenses.

I talk to people like you all day. Would you be interested in a checklist of ways to reduce expenses?

Regards,

[Your name]

Send your company's content

title=Take a look Hello [[ Name ]],

Your blog article about [topic] was excellent. Your ebook on the topic was even better. The part about [section] was amazing because [reason].

But, I had to click around your website quite a bit to find the ebook. Have you ever thought about putting a call to action on the blog post that encourages visitors to download your whitepaper on the same subject?

Here's an article on how and why to do this: [link]

Let me know what you think,

[Your name]

Send other people's content

title=Resource to help Hi [Prospect],

Congrats on closing your seed funding. That means you're probably starting to think about how you'll raise your A round.

Other founders report that it's 100x easier to raise money if they've already figured out how to profitably acquire customers.

I've found that [[ Name ]] articles on unit economics are an amazing resource to help with that.

Here's one: [[ Link ]]

Have you read them?

Regards,

[Your name]

Ask for advice

title=Need your favor Hi [[ Name ]],

From your LinkedIn profile, it looks like you've been working in aerospace for 20 years. I'm guessing you've been involved in many engineering advancements in that timeframe.

I'm only two years into the aerospace industry, so I lack some of the historical contexts I imagine you have.

I'm working on a new product right now. If I shared some of my findings, would you be willing to give me feedback?

Regards,

[Your name]

Put their name in lights

title=Thanks for connecting Hello [Prospect],

Thanks for connecting with me on LinkedIn. From looking at your impressive career advancement from salesperson to sales director in just five years, I'm guessing you have some really valuable advice.

I read a few of your testimonials and I noticed that many of them said you put people first. Many of them said that you always drop what you're doing to listen to the concerns and ideas of your front-line salespeople.

Would you be willing to contribute to an article I'm writing on that subject?

Regards,

[Your name]

Ask for a recommendation

title=Recommendation Any Hi [Prospect],

A colleague of mine is investigating solutions for predictive lead scoring. I've been following you online for a bit.

As an expert at sales, I'm wondering if you have any experience with these platforms or know anyone who does?

[Your name]

Offer an introduction

title=Introduction Hello [Prospect],

On LinkedIn, you posted a request for introductions to salespeople who successfully practice social selling.

I have a few that I could recommend. Would you like an introduction over email?

[Your name]

Ask if you've got the right person

title=Need Advice Hello [[ Prospect Name ]],

I'm trying to reach the person who's in charge of implementing marketing software at your company.

I've helped businesses like yours increase marketing qualified leads by as much as 25%.

Could you help me get in touch with the right person?

Thanks for your time,

[Your name]

Seek referrals

title=Need Favor Hi [[ Name ]],

It looks like we both sell to CIOs in the Boston area. I meet with a handful of successful salespeople every week to talk about accounts, and we help each other with introductions to prospects. During some months, my networking group books me more meetings than my SDR.

Would you be interested in meeting for coffee to talk about how we might be able to help each other?

[Your name]

Run a custom analysis

title=Custom analysis Hi [Prospect],

I used some software to evaluate the search rankings of the top 50 B2B accounting firms in the Boston area. Although your firm ranks in the top 25 according to the Business Journal, your search rankings are worse than the top 40.

Would you like to view the report?

[Your name]

Provide insights

title=Do you know? Hello [Prospect],

Looks like you started a blog, but have stopped publishing. Oftentimes, companies stop prioritizing blogging when results don't come immediately.

But did you know that companies that blog regularly generate 67% more leads than those that don't?

[Your name]

Send Gift

title=Gift for you Dear [Prospect],

Don’t forget to break for lunch today. Today’s meal is on me, courtesy of [link team and company name here].

[insert e-gift card link]

Enjoy!

[Your name]

Want access to market research

title=Market Research Hi [Prospect],

Your quarterly report shows an impressive growth rate, especially at your scale.

Fast growth companies like yours usually dedicate significant resources towards recruiting. We have some market research that shows how companies allocate resources to different parts of the recruiting process.

Would you be interested in seeing the report, so you can benchmark yourself?

Regards,

[Your name]

Ask what they want to learn from peers

title=Some Questions Hello [Prospect],

You look like you have an impressive amount of experience doing X. I'm designing a survey and will be asking 100 people with similar experiences in [role] and [industry] about their thoughts on Y.

If you had the opportunity to ask any question of 100 peers, what would you ask?

[Your name]

Get someone's opinion

title=Give your opinion Hello [Prospect],

Looks like your marketing efforts support a pretty big sales team.

At HubSpot, we recently completed a survey of B2B buyers. We asked them to give one word that best describes salespeople. The most popular answer by far was "pushy."

Do you agree or disagree with this? Do you think your buyers think your salespeople are too pushy? Do you think this reduces the effectiveness of your marketing?

Regards,

[Your name]

25 Sales Prospecting Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for your sales business

I found you through [referral name]
We have [insert fact] in common ...
So nice to meet you, [Prospect]!
Feeling [insert emotion]? Let me help
Hoping you can help.
This is a sales email
Your yearly [X] target
[Situation] at [Company]
Who is in charge of X at [company]?
Have you tried [restaurant in prospect's town]?
So, you speak sign language?
Will cut to the chase
Might be off-base here, but ...
If you're struggling with [common pain point], you're not alone
Can I make your life 20% easier?
[Name], saw you're focused on [goal]
Will I see you at [event]?
Can I help?
Tired of salespeople who never give up?
[Name] suggested I reach out
Contacting you at [Referral]'s suggestion
[Referral name] loves us & thought you might, too
Fellow [University] grad here!
Did you get what you were looking for?
Hoping to help
A [benefit] for [prospect's company]

FAQ

Below we detail the most common questions as it relates to sales prospecting for email.

How do you write a sales prospect email?

Research Your Prospects.
Personalization is Key.
Use an Engaging Subject Line.
Keep it Short.
Focus on Benefits.
Provide Social Proof.
Include a Signature.
Be Clear on Your Mail's Purpose.

How do you structure a prospecting email?

Talk like a real person. If a subject line sounds like spam, it will be treated as spam.
Be on a first-name basis.
Keep it nice and short.
Make it personal.
Tell recipients what's in it for them.
Hit the word-count sweet spot.

How do you reach out to a prospect?

Email Outreach.
Give them a Call.
Social Media Outreach.
Forget Cold Outreach.
More Conversation, Less Selling.

Conclusion

Having sales email templates consistently set you up for success. It increases the chances you'll be able to close deals and keep the sales coming.

This is where we'll send a few prospecting emails using our new sales templates. In this case study, I'll show you how our sales process went and share some tips along the way. You can then use these techniques to create your own sales templates and quickly start generating leads.

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Pat Walls

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