How to Write a Sales Email [+20 Sample Templates]

Companies send cold sales emails to potential and regular clients to promote products and services and generate revenue and profits. Sales emails also help enhance brand loyalty among its customers.

Research conducted by Email Analytics indicates that:

• 33% of email recipients open emails influenced by the subject line.
• A mere 9% of sales emails are opened.
• Quick response time of within an hour increases the success rate by 700%.

These figures above highlight some critical factors determining sales emails' success. But how to get recipients to open the sales mail and respond? It is essential to master the art of writing sales emails that produce results.

This blog details how to write good sales emails, when to send them, and strategies to improve response rates. This guide also provides sales email templates that suggest ideas for writing sales emails that evoke interest and elicit responses.

Tips to write perfect sales emails

It is time to write a compelling sales email based on a lead received. The challenge is to craft a mail that gets the recipient's attention, enhancing the chances of a sale.

Successful sales emails focus on the customer and their needs. In other words, the mail is personalized in all aspects, including the subject line and CTA (Call to action). It is essential to be competent in targeting the right customer with the right strategy.

Key components of ideal sales emails are:

1. Write an engaging subject line

Email analytics further reveal that the subject line of emails influences 30% of mail recipients to open sales emails. Composing subject lines that present data-based insights, relates to a pain point, ask questions, or present an idea specific to their needs, helps receive the desired response to the sales emails.

Examples:

• Mr. Murthy, I loved your yesterday’s tweet on ’Prospects for 2023’
• Our mutual friend Tim Hortans, recommended that I get in touch with you

2. Use non-generic sentences

An appealing subject line is the 1st important step that will help take the sales email past the 1st stage. A personalized opening line sustains the interest by the recipients persuading them to keep reading. Avoiding generic terms and keeping them personalized draws the attention of the customer.

Opening lines like "I like your blog post" or "I was impressed to know of the products launched by your company" give that distinct personalized flavor and draw attention leading to a response from the customer. Sometimes, researching the customer's latest interests or achievements can be vital to positively referring to it and dispelling the notion of mail appearing automated and general.

Examples:

• Congratulations on the Innovation award at the Business Conference!.....
• I loved your post on LinkedIn. …..

3. Avoid talking about yourself

It is important not to overdo mail pitching for products or services. Instead, it is productive to suggest how your products/services can help provide a cost-effective solution or value add to the customer's growth plans.

Prior research of the mail recipient's website and social media pages will help learn about their needs and interests, enabling customized sales mail accordingly. Based on this opening line, one could subtly suggest readiness to provide specific details and come down for an in-person presentation/talk.

This approach would help engage the customer without being 'in the face' and create ground for the sales email to elicit a favorable response leading to a possible sale.

Examples:

• ‍I am very interested in your Business’s plans for 2023.

4. Include a clear and concise call to action

After the customary courtesy and opening on why the mail and a brief about your products & services, the sales email should provide the contact with a possible next course of action if there is interest. In other words, the connection should not be left wondering what to do next.

CTAs are meant to create actionable emails; the chosen phrase tells the recipient what to do and how to do it. The Call to Action persuades the prospect to take a specific action.

The email can end by suggesting a readiness to make a call to discuss further details or readiness to come down for a demo on a day of their convenience. This way, a direction is being given to keep the engagement active. There is a clear focus on a call to action that encourages the prospect towards an actionable next step.

The closing line can end with a CTA question.

Examples:

• Please let me know if there are any questions that I can respond to.
• Will you be available tomorrow (or a suggested day) for a 15 minutes call?
• Kindly let me know the best next step if any.

5. Send an email at the right time.

Timing is everything for a sales email. Research and track the happenings in the prospective company, and time the sales email to:

• A particular event or milestone – Company Anniversary, New funding, New acquisitions, Leadership changes, the launch of a new product
• The recipient's promotion or assuming a new role

More often than not, timing a sales email appropriately dramatically influences the type of outcome and its probability of success.

When to send sales emails?

Sending sales emails at the right time is critical in determining getting the desired response. Hubspot carried out a study of 20 million emails over 10 months to find out the ideal time to send sales emails. The number of emails opened on each weekday was analyzed to determine which day correlates with the highest number of email opens.

The study findings concluded that:

• Tuesday, with 20% Opens, was the best weekday to send a sales email
• Monday and Wednesday, with 18% Opens, were the next best days for sales emails
• Further, 10 am-12 noon was the best time for email Opens and responses

List of 20+ sales email templates

Below given are some of the best templates that you can use for your sales prospects

1. Cold outreach sales email template

Subject: Available for a chat/call?

Hi [Contact’s first name]

I like what you’re doing at [Prospect’s business]. Considering all the business associates you work with, do you need assistance with [pain point]? With good accounting software tools available, your business associates can better organize and monitor expenses.

Would you be available for a 10-minute call this week?

Thanks much for your time.

[Your name]

[Designation, ‘Name’ Accounting Software]

[Phone Number]

2. Trigger event email template

• ‍Template 1 - Congratulatory mail on event suggesting value addition possibilities

Subject: Congratulations on [Event]!

Hi [Contact’s first name]

Just saw the news about your [event].

[Value proposition] becomes a priority for such [event]. So you may be interested to know how we helped [company name] benefit [mention some benefits].

I’d be happy to set up a call to take this forward.

Thanks, and best regards

[Name]

[Designation]

[Phone no]

• ‍Template 2 - Mail about event suggesting how your Co. can help boost sales

Sub: Congratulations!

Hi [Contact’s first name]

Your presentation on [Co; and Title] in yesterday’s [Business Conference name] was very interesting, especially the debate it generated. Your growth plans particularly struck me.

My Company [Name] Sales Boosting Tool [Name] continues to receive excellent reviews from happy clients. I would be happy to explain the salient features of how it can boost your business sales.

Will you be available to connect over the phone anytime this week?

Looking forward to hearing from you

Best wishes

[Name]

3. Researched outreach template

Subject: Solutions offered by our [product] s

Hi [Prospect’s first name]

I recently came across [blog post title] that you wrote/shared/posted on [social media platform]. I am happy to share that the [Blog topic] is of particular interest to me.

[Referral] recommended that I reach out to you highlighting the comprehensive solutions that [your product] offers to [briefly narrate the problem that your product addresses] typically faced by MSMEs.

I am pleased to share that I lead the [Dept] at [company name]. I’ll be happy to explain how [your product] can make a qualitative difference, and also discuss about [Blog topic]. Will you be available for a 20 minute call on [date] or an alternative date of your convenience?

Look forward to talking to you soon.

Best

4. Referred outreach template

Subject: Solutions for enhanced Customer Relations

Hi [Prospect’s first name]

I work with [company name]. We are working with the MSME sector in offering Customer Relations solutions.

[Referral] recommended that I reach out to you with ideas in [solution that your product provides], to enhance the satisfaction levels of your customers.

Can we connect sometime later this week so that I can share the key features of our product?

Look forward to your response

Best regards

5. Sales introduction email template

Subject: Key features of our Accounting Software

Hi [Recipient’s First Name]

I noticed your query in the [Social Media platform] about the best accounting software in the market.

I thought I’d reach out to you. Investing in the right accounting software is important for Startups like yours. They require [brief list of criteria].

Our customers, like [Company 1] and [Company 2], have given excellent feedback on the impact of our accounting tool.

I would love to explain how the accounting tool can help your finance operations. Please let me know if I can come for a brief chat later this week.

Best regards

[Name]

[Designation]

[Phone No]

6. Website visitor email template

Subject: Business interest

Hi [Prospect’s first name]

Let me introduce myself – I’m heading the Sales division at [Your Company Name]. I work with businesses in the MSME sector in [Prospect’s company’s] space and noticed that your colleagues had recently stopped by our website.

I have looked up your website and noticed a few areas of opportunity and felt compelled to approach you directly.

We are working with companies like [company1], and [company2], helping them with our Software tool to manage their operations.

I would like to explain the salient features of our Tool briefly. Can we connect for 15 minutes sometime this week?

Thanks, best regards

7. Linkedin sales email template

Subject: Business interest

Hi [Prospect’s first name]

The article shared on LinkedIn yesterday addresses a challenge I heard Sales Teams mention last week. Your perspective would immensely benefit them.

We help sales teams succeed with a similar strategy. Will you have 10 minutes to connect over the phone this Thursday or Friday?

8. Networking sales email template

Subject: Blog posts related to [pain point]

Hi [Name]

I am sharing these blog posts that relate well to your [pain point]

· [Resource 1]

· [Resource 2]

· [Resource 3]

They provide good direction on aspects that will interest you. Please let me know what you think.

Best regards

[Name]

9. Follow-up sales email template

• Template 1

Subject: Your interest in our email tracking tool

Hi [Name]

What an interesting [Name] Conference. I hope you liked the sessions and our email tracking tool that helps boost sales.

I’m sure improving the productivity of your Sales Team is a top priority. I thought it would be good to send you the five best ways of boosting sales through email tracking. If you’d like additional information on the tool, I’d be happy to schedule a call to explain the salient features.

Just let me know. I’m here whenever you need me.

[Name]

[Designation]

[Phone No]

• Template 2

Subject: Did you like the Accounting S/W trial version?

Hi {Name]

I am sure your team had a good experience using our Accounting S/w trial version and the expense monitoring features it offers to Managers.

I will be happy to discuss your interest in procurement for your business. Can we connect this Wednesday-11 am or any other day/time of your convenience?

Thanks, and looking forward to your response

Warm regards

[Name]

10. Free trial sales email template

Subject: Free trial of Accounting Software

Hi [Recipient’s First Name]

I hope you / your team can peruse the features of our Accounting software.

My company would be happy to provide a free trial of [Name] Accounting software that will provide more insights into its functionality and possible impact on your finance operations. Key benefits of the software include

• Periodic report generation for managers to monitor expenses
• Data entry security that ensures post-entry changes is doable only with pre-authorized manager’s consent
• Auto data backup

Kindly let me know if you would like to give it a try.

Best regards

[Name]

[Phone No]

11. Sales email to a potential customer template

Subject: [Vertical solutions for clients’ challenge area]

Hi [Name]

I’m [name], leading the Sales Team at [Company name]. We specialize in [primary vertical OR vertical of your experience] that addresses [client’s challenge area].

I would like to know if you are open to an initial chat to gauge the fit.

We have worked with [2-3 clients pertaining to the vertical] to [typical client objective].

Kindly let me know if you would be available for a tele-conversation this Tuesday or a suitable day of your convenience.

Thanks and best regards

[Name]

(Company name]

12. Sales pitch email template

• Template 1 - Sales pitch mail highlighting solutions offered by product

Subject: [Type of solutions for the specific problem areas]

Hi [Prospect name],

As I've learned more about your [client’s company name], I believe our services align well with your company's immediate needs and ultimate goals.

We can offer [types of solutions] that can help solve [specific problems they're facing]. We use vastly different tactics than our competitors, including [specific differentiators from competitors in your sector].

We've consistently been recognized by [Industry Association] for our exceptional outcomes and service, especially [specific accomplishments]. For example, we could assist one of our customers [cite a specific, relevant customer story briefly].

Considering how well our service suits your needs, we could do some great work together.

Would love to explain the finer details through a brief presentation at a date/time of your convenience.

Look forward to hearing from you,

Kind regards

[Your Name]

• Template 2 - Product Intro mail with market feedback

Subject: Introducing our [product name]

Hi [Prospect name],

I’m reaching out to introduce you to our new product [Product name]. It’s a CRM tool for the Sales team that helps them [brief list of benefits].

Our clients like [3-4 past/current client names] have experienced some great success so far, with a 30% increase in their average sales since they started using [product].

We are super excited about the potential of this [product] and want to share it with your company. Would you be interested in knowing more?

Best

[Name]

13. Sales email for closing a deal

• Template 1 - Sales Closure mail flagging specific next steps

Subject: Ready to address [pain point]

Hi [Prospect name],

I’m delighted to know that you’re considering [brand name] Accounting software for [Prospect Company]. As discussed earlier, our Accounting Software can bring higher accounting efficiency. For the [price of X], [Prospect Company] will receive [list of benefits].

Kindly let me know if any more information is required or if doubts are to be clarified.

The next steps will involve signing the Sale & Services contract, having our Customer Support Team install the Software tool, and training your Finance personnel in its optimal usage.

Warm regards

[Name]

• Template 2 - Closure mail flagging on any queries arising

Subject line: [Prospect Name], following up

Hi [Prospect Name],

It is good to follow up with you, as I have not heard since our last phone conversation.

Is [Company Name] still in need of Accounting software? Please do let me know if there are any concerns you have or queries that I can respond to.

Thank you,

[Your Name]

• Template 3

Subject: Proposal

Hi [Prospect name],

As assured, I have attached the info on the pricing of the Accounting software. The package would include the following:

• Functionality
• Versatility
• Price

Please let me know what you think. The next steps would be contract papers, installation, and onboarding. I plan to follow up on these in a few days.

Best wishes

[Name]

14. Customer engagement email template

Subject: Welcome to [Name] Accounting software

Hi [Contact Name]

I’m delighted that your company is now using our Accounting software. I’ve CCd the Customer support Manager on this email to assist you with installation/onboarding. I’m still here to address any concerns that you may have.

We look forward to helping [company name] leverage the full potential of our [name] accounting software.

Best

[Your Name]

15. Sales meeting invitation email sample

Subject: Sales strategy session

Dear Team

I’d like to thank everyone for their hard work this last year. We have seen exciting sales results throughout the festive season. We look forward to the April Strategy session as we seek to leverage this experience and scale up our client outreach targets for the next year.

Join us Tuesday, April 5th at 10 am in the Conference room. Two presentations are planned, and we plan to wind up by 5.30 pm. Enjoy the informal interactions over lunch organized for the day.

Look forward to seeing the entire team

Best wishes

[Name]

(Designation]

16. Sample thank you email after the sales meeting

• Template 1 - Post sales meeting thank you mail with meeting notes

Subject: Notes of our sales meeting

Hi [Prospect name],

Thank you so much for the opportunity to meet with you and your team earlier today. I had an interesting and insightful learning of your company and its growth story. I hope to do my best to help you overcome the current challenges.

I am attaching the summary of our meeting points for our mutual reference. Please do not hesitate to call me for any comments and clarifications.

Can we meet next Wednesday/Thursday -the first half, during which we discuss ideas to tweak the marketing strategy for desired results?

Thanks again, it will be my pleasure to work with you in the future.

Best regards

[Name]

• Template 2 - After sales meeting appreciative note with lunch invite

Subject: We have done it!

Hi Team,

Just a quick note to let you all know that the project [name] has delivered excellent results. Each of you contributed enthusiastically and worked hard for its success, and I express my sincere appreciation and thanks.

As a token of my appreciation, allow me to invite you for lunch together at [Place, Date, Time]

Thanks much, and wishing all of us the best

[Name]

17. No response when opening email template

Subject: Gentle reminder

Hi [Prospect name],

Wanted to make sure that you got my earlier message. I’d like to learn more about your company's package tracking difficulties.

If you are the appropriate person to speak with, will your calendar permit us to connect with you next week? If not, who would you recommend that I speak to?

Thanks much

18. Discount offer email template

Subject: New Technology

Hi [Prospect name],

Thanks so much for being a loyal company all these years. As a token of our appreciation, we are pleased to offer you a discount on any sales promotion event that you plan for the last quarter of this year.

Just reply to see this mail, and the rest will be taken care of by my team.

With best wishes

[Name]

19. Start-up sales email template

Subject: New Technology

Hi [Prospect name],

I’m the CEO of [company]. My company has developed a new technology that reduces team integration time in a Startup company.

Given your growth plans, this might be of interest to you.

I’d love to explain the efficacy of our technology. Can we meet in your office at a suitable time, either on Tuesday or Wednesday?

Look forward to hearing from you

Warm regards

[Name]

20. Breakup sales email template

Subject: Thanks from [company]

Hi [Prospect name],

I am reaching out to you again regarding the utility of our [product] to your operations.

If I don’t hear back from you, I’ll assume that the timing wasn’t right and won’t contact you again.

However, if I can be of any assistance in the future, you can always contact me at the number below.

With best wishes

[Name]

[Phone no]

Strategies for email follow-ups

The strategies for effective email follow-up include:

• Communication medium aligned to customer preference
• Citing the reason for contact
• Make fast contacts
• Personalized subject lines
• Make trigger events
• Track lead activity & follow up
• Add value frequently
• Stand out
• Every conversation has a defined next step

Conclusion

Sales emails are an important channel for companies to make pitches on their products and services to customers- both potential and current. However, the success of sales emails depends on key factors of timing, email content, and strategies that impact responses. These sample sales email templates are very handy for sales leaders and professionals to model their emails and reap benefits.

FAQs

Here are answers to some frequesntly asked questions for your help.

1. How to start a sales pitch email?

A sales pitch email should start with an engaging subject line. This creates the right framework for the rest to follow, which includes:

• Making a value proposition
• Including a Call to Action
• Claims backed by data
• Keeping the pitch brief and effective

2. How to respond to a sales rejection email?

The response to the sales rejection email should have a sense of empathy and be marked by a thoughtful tone. This will ensure that the response is effective and keeps everyone on good terms.

3. What are the 5 parts of a professional sales email?

The five parts of a professional sales email are:

1. Engaging subject line
2. Use of non-generic, pointed opening lines
3. Short and to-the-point emails
4. Focus on the products/services and how they can help the client in a certain context
5. Inclusion of Call To Action