In this blog, we share the best tips for writing cold emails that get opened and answered.

We've put together a simple guide covering email structure and the best length. We’re excited to share it with you!

Best things first, we made a list of cold email templates ready to implement: List of 37 cold email templates

Key Principles of Cold Email Outreach

Before we get into the details of writing cold emails, let’s go over some key rules to make your outreach more effective:

🟣 Reach the right people → Even the best email won’t work if it’s sent to the wrong audience. Focus on your Ideal Customer Profile (ICP).

🟣 Make it relevant → Your offer should match what your prospect cares about right now. Timing and context matter.

🟣 Focus on solutions, not products → People don’t care about what you’re selling—they care about how you can fix their problems or help them succeed.

🟣 Don’t push too hard → Cold emails should start a conversation, not close a deal right away. Be curious and respectful.

🟣 Set up your email system correctly → Make sure your domain, inbox, sending limits, and email settings are all optimized so your emails actually get delivered.

🟣 Avoid sounding too aggressive → Surprisingly, a friendly and natural tone often gets better responses.

🟣 Use polite and casual language → Instead of a direct call to action like: “Let’s schedule a call”

Try something softer and more open-ended like:

Example:

"Worth a chat?"

“Would you be open to a quick chat?”

Following these tips will improve your chances of getting more replies and building real conversations. But the real secret is in the finer details—keeping emails short, personalizing them, and sending them at the right time.

Now, let’s break down how to write cold emails that lead to real sales conversations.

Cold Email Framework

A well-structured cold email increases the chances of engagement. Make sure your email includes these key components:

🟣 Subject Line

🟣 Greeting

🟣 Introduction

🟣 Reason for Outreach

🟣 Value Proposition

🟣 Call to Action (CTA)

🟣 P.S. or Icebreaker

🟣 Signature

Now, let’s explore the best practices for each of these elements to craft a compelling cold email.

Subject Line

Your subject line is the first thing people notice, so make it clear and brief.

🟣 Keep it short, 1 to 5 words work best, especially on mobile.

🟣 Don’t use ALL CAPS. It looks like spam.

🟣 Adding numbers can make it more convincing (e.g., "Increase sales by 30%").

🟣 Don’t trick people with Re: or Fwd: fake replies hurt trust.

🟣 Always include a subject line, blank ones get ignored.

🟣 Skip unnecessary punctuation (?! can look unprofessional).

🟣 Avoid clickbait. Keep it honest and professional.

Greeting

Start with a greeting—it’s a universal social norm and sets the tone for your email.

🟣 Stick to “Hi” or “Hello”—they're friendly and widely accepted.

🟣 Avoid outdated formalities like “Dear Sir” or “Dear Madam”, they feel impersonal.

🟣 Never use “Hi there”, always personalize with {{FirstName}}.

Introduction

Your introduction should feel friendly and personal, like you're meeting someone face-to-face.

Example:

"Hi {{FirstName}}, Rijk from Seleqt here! We’re a sales engagement tool for startups.

This method helps:

🟣 Let them know who you are (they might know your name).

🟣 Introduce your company (they may already have heard of it).

🟣 Explain what your company does.

Reason for Outreach

This part of your email is the most important. Why are you reaching out? Make sure your message feels relevant and personalized.

To create a genuine reason, start with phrases like: "I saw..." "I read..." "I heard..."

Example:

"I noticed you're growing your SDR team. How are you handling compensation plans as you expand?"

"I read about your new startup. Have you thought about using sales automation for long-term growth?"

This approach helps make your message feel intentional and not random.

Value Proposition

Your value proposition is the core of your email. Why should they care?

🟣 Keep it short: 1-2 sentences.

🟣 Address a specific pain point (e.g., slow revenue growth).

🟣 Show how your product or service solves the issue.

🟣 Highlight the expected outcome (e.g., more meetings booked).

🟣 Include social proof where possible (e.g., “We helped a similar company land 50+ meetings in one month”).

Example:

"We help small SaaS organisations automate their outbound efforts, making it easier to book high-quality sales calls"

Call to Action (CTA)

Your CTA is one of the most crucial parts of a cold email, it determines whether the conversation moves forward.

🟣 Keep it simple: One clear action is better than multiple choices.

🟣 Use soft CTAs that invite a response (e.g., “Worth a quick chat?”).

🟣 Limit to one question max—or none at all.

🟣 Avoid being too pushy. Focus on starting a conversation, not booking a meeting immediately.

🟣 Be clear and direct. Your prospect should instantly understand what you want them to do.

P.S. or Icebreaker

Adding a P.S. line or icebreaker isn’t mandatory, but it can make your email more memorable and boost reply rates.

Mention a recent post: 

Example:

“Loved your insights on AI tools in your last LinkedIn update.”

This show that your outreach is thoughtful and tailored, making your email stand out.

Email Signature

Your email signature plays a crucial role in cold outreach. A clutter-free signature improves deliverability and ensures professionalism.

🟣 Stick to simple sign-offs like “Kind regards” or “Regards”.

🟣 Keep formatting minimal. Avoid HTML-heavy signatures, excessive images, or multiple links.

🟣 A plain-text signature is best to avoid spam filters.

How Long Should a Cold Email Be?

In a world of shrinking attention spans, brevity is your best friend when crafting an effective cold email.

The golden rule? Get straight to the point.

But how short is too short? And when does an email become too long to keep engagement high?

🟣 Aim for under 80 words

🟣 Keep one thought per paragraph (ideally one sentence)

🟣 Write the CTA as a separate paragraph

🟣 Make sure the email takes 15 seconds or less to read

🟣 Keep it light, conversational, and easy to digest

Final Checklist Before Hitting Send

You’ve crafted a cold email. Now let’s make sure it’s ready to send.

Pre-Send Checklist:

🟣 Double-check for typos and formatting errors.

🟣 A/B test key elements like subject lines and introductions.

🟣 Ask yourself: Do I like this email? Would I respond to it?

🟣 Get feedback from a colleague or friend.

If everything checks out, go ahead and launch your outreach! 🚀