Vatsal Shah A realistic problem I faced when scaling my outreach was making sure my emails stayed relevant.
The more people I wanted to reach out to, the more generic my emails were getting!
The replies stopped, and worse, my emails started landing in spam.
So I kept testing using different styles, tones, structures, and frameworks.
Some failed. Some worked.
But the ones that worked really well… I gatekept them for myself!
In this blog, I’ll share the 25 proven sales email templates that actually brought me results.
Keep reading to find the ones that can help you achieve your sales goals.
Sales Email Templates – TOC
25 Proven Sales Templates That Can Help You Close More Deals
I’ve been sending outreach emails for over a decade.
Throughout this time, I’ve created and perfected this set of 25 email templates that have consistently delivered results.
- Cold Outreach with Value Proposition
- Referral Introduction
- Personalized Icebreaker
- Initial Product Intro
- Problem-Recognition Outreach
- Mutual Connection Hook
- Follow-Up After a Call/Meeting
- Lead Re-engagement (Cold to Warm)
- Demo Invitation
- Case Study or Social Proof Offer
- Post-Demo Follow-Up
- Feature Spotlight
- Pricing/Proposal Introduction
- Final Touch: Ready to Move
- Break-Up Email (Last Chance)
- Cross-Sell/Upsell Offer
- Post-Sale Thank You
- Win-Back Cold Prospect
- Loyalty/Referral Request
- Survey/Feedback Request
- Reminder: Upcoming Call/Meeting
- Introduction to a New Feature/Update
- VIP Customer Offer
- Limited-Time Offer/Discount
- Seasonal Greetings + Offer
1. Cold Outreach with Value Proposition
Use this when:
You’re reaching out to a new prospect for the first time and want to highlight your product’s main benefit upfront.
Cold Outreach with Value Proposition
Let’s [Achieve Specific Outcome]
Hi [First Name],
I noticed that [Company Name] is [specific action or challenge].
At [Your Company Name], we’ve worked with businesses in [industry or similar company type] who have faced similar challenges and achieved [specific result].
I’d love to understand more about your goals at [Company Name] and see if there’s an opportunity for us to collaborate in tackling [specific challenge].
Would you be open to a quick chat to explore?
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
2. Referral Introduction
Use this when:
A current client, colleague, or connection has introduced you to the prospect.
Referral Introduction
[Referral Name] Suggested I Reach Out
Hi [First Name],
I hope you’re doing well! I was speaking with [Referral Name], and they mentioned that [Company Name] might benefit from [something relevant to your product/service].
I wanted to introduce myself and see if you’d be open to a brief chat.
At [Your Company Name], we’ve helped businesses like yours [achieve specific outcome or solve specific problem], and I’d love to explore how we might be able to assist you as well.
Would you be available for a quick conversation?
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
3. Personalized Icebreaker
Use this when:
You’ve researched the prospect or company and found a relevant hook (news, funding, launch, milestone).
Personalized Icebreaker
[Company Name]’s Recent [Action or Event] Caught My Eye
Hi [First Name],
I saw that [Company Name] recently [specific action or event], and I thought it was impressive. At [Your Company Name], we work with businesses like yours to [solve a related challenge or achieve a result].
Would you be interested in discussing how we might be able to support [Company Name] in [achieving a specific goal]?
Let me know if you'd be open to a brief chat.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
4. Initial Product Intro
Use this when:
You want to address a known pain point in their industry or highlight an inefficiency your product can fix.
Initial Product Intro
Quick Intro: How [Your Product/Service] Helps [Company Name]
Hi [First Name],
I want to get straight to the point—[Your Product/Service] helps companies like [Company Name] [specific benefit, e.g., "save time on manual tasks" or "boost customer retention"].
We’ve seen great results with clients in [industry/field], helping them [achieve specific result, e.g., "improve productivity" or "increase sales"]. If you’re open to it, I’d love to show you how it could work for you.
Let me know if you have time for a quick chat.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
5. Problem-Recognition Outreach
Use this when:
The prospect has shown interest or engagement and you want to move them to a product demo.
Problem-Recognition Outreach
[Specific Problem] Is a Bigger Deal Than You Think
Hi [First Name],
I’ve noticed that many businesses in [industry] struggle with [specific problem, e.g., "inefficient workflows" or "customer churn"].
It's a challenge that can impact [specific negative outcome, e.g., "productivity" or "revenue"].
At [Your Company Name], we’ve helped companies like [Company Name] solve this by [brief solution or approach].
I’d love to discuss how we could support you in tackling this issue.
Do you have time for a quick call to explore?
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
6. Mutual Connection Hook
Use this when:
You have a shared connection or referral who can vouch for you and make the introduction warmer.
Mutual Connection Hook
[Mutual Connection] Suggested I Reach Out
Hi [First Name],
[Mutual Connection] spoke highly of you and suggested that I connect.
We’ve worked with similar companies to [Company Name] and helped them [achieve specific outcome or solve problem].
I’d love to see if there’s an opportunity for us to collaborate. Would you be open to a brief conversation?
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
7. Follow-Up After a Call/Meeting
Use this when:
You’ve already had a conversation or meeting and want to summarize key points or define next steps.
Follow-Up After a Call/Meeting
Great Speaking with You – Next Steps
Hi [First Name],
It was great speaking with you earlier today!
As discussed, I’m following up to provide more details on how [Your Product/Service] can help [Company Name] [solve specific problem/achieve benefit].
Please let me know if you have any questions or if you’d like to schedule another call to dive deeper into the details.
Looking forward to hearing from you.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
8. Lead Re-engagement (Cold to Warm)
Use this when:
You’re re-engaging a lead who went silent but had shown interest earlier.
Lead Re-engagement (Cold to Warm)
Still Interested in [Product/Service]?
Hi [First Name],
I wanted to check in and see if [Company Name] is still interested in exploring how [Your Product/Service] could help with [specific challenge/goal].
We’ve worked with companies like yours to [achieve result], and I’d love to see if we could collaborate.
Let me know if you’re open to a quick chat.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
9. Demo Invitation
Use this when:
The prospect has shown interest or engagement and you want to move them to a product demo.
Demo Invitation
See How [Your Product] Can Benefit [Company Name]
Hi [First Name],
I’d like to invite you to a personalized demo of [Your Product/Service]. This will give you a chance to see how it can help [Company Name] [achieve specific outcome/solve problem].
Would you be open to a quick demo call? I think it could be a valuable conversation.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
10. Case Study or Social Proof Offer
Use this when:
You want to build credibility using real-world results or success stories from your existing clients.
Case Study or Social Proof Offer
How We Helped [Similar Company] Achieve [Result]
Hi [First Name],
I wanted to share a recent success story with you. We worked with [Similar Company] and helped them [achieve specific result].
Based on this success, I believe we could help [Company Name] achieve something similar.
Would you be open to a quick chat to explore how we can work together?
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
11. Post-Demo Follow-Up
Use this when:
You’ve already given a demo and want to follow up with next steps or clear action points.
Post-Demo Follow-Up
Next Steps After Our Demo
Hi [First Name],
Thanks for attending the demo earlier today! I hope it gave you a good understanding of how [Your Product/Service] can help [Company Name].
Please let me know if you have any follow-up questions, or if you’d like to schedule another call to discuss the next steps.
Looking forward to your feedback.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
12. Feature Spotlight
Use this when:
You’re introducing a new or improved feature that aligns closely with your prospect’s pain points.
Feature Spotlight
New Feature: [Feature Name] Could Benefit [Company Name]
Hi [First Name],
I wanted to let you know about a new feature we’ve added to [Your Product/Service] – [Feature Name]. This feature is designed to help companies like [Company Name] [specific benefit or outcome].
Would you be interested in a quick call to learn more?
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
13. Pricing/Proposal Introduction
Use this when:
You’re ready to share a pricing proposal or plan details after initial discussions.
Pricing/Proposal Introduction
Proposal for [Company Name] – [Your Product/Service]
Hi [First Name],
I’m excited to share our proposal for [Your Product/Service] that I believe will help [Company Name] [achieve a specific goal/benefit]. The proposal includes details on how we can [specific solution or benefit], along with pricing.
Please let me know if you have any questions or would like to discuss further.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
14. Final Touch: Ready to Move
Use this when:
The prospect is at the decision stage, and you want to give a gentle nudge to close the deal.
Final Touch: Ready to Move
Ready to Take the Next Step?
Hi [First Name],
I just wanted to check in one last time to see if you’re ready to move forward with [Your Product/Service]. We’re excited to help [Company Name] [achieve a specific outcome].
If you’re ready, let me know, and we can get everything set up. If not, I’d love to hear your feedback.
Looking forward to your response!
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
15. Break-Up Email (Last Chance)
Use this when:
A prospect has gone cold after multiple follow-ups and you want to close the loop respectfully.
Break-Up Email (Last Chance)
Last Chance to Connect
Hi [First Name],
I wanted to reach out one final time to see if you’re still interested in [Your Product/Service]. I understand if now isn’t the right time, but I’d love to help [Company Name] [achieve a specific goal].
If you’re ready to talk, let me know. Otherwise, I’ll assume it’s not the right fit for now.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
16. Cross-Sell/Upsell Offer
Use this when:
You’re reaching out to an existing customer with a relevant upsell or cross-sell opportunity.
Cross-Sell/Upsell Offer
[New Product/Feature] Could Benefit [Company Name]
Hi [First Name],
I wanted to let you know about a new [product/feature] that we believe could further benefit [Company Name]. It’s designed to [solve a related challenge or enhance current processes].
Would you be open to a quick conversation to explore how this could work for your team?
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
17. Post-Sale Thank You
Use this when:
A new customer signs up or purchases, and you want to thank them while reinforcing your relationship.
Post-Sale Thank You
Thank You for Choosing [Your Company Name]!
Hi [First Name],
Thank you for choosing [Your Product/Service]! We’re thrilled to have you on board and look forward to supporting [Company Name] in [achieving a specific goal or benefit].
If you have any questions or need assistance, feel free to reach out. We’re here to help!
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
18. Win-Back Cold Prospect
Use this when:
A previously engaged lead has gone completely cold, and you want to reignite the conversation.
Win-Back Cold Prospect
Still Interested in [Product/Service]?
Hi [First Name],
I wanted to check in and see if you’re still interested in discussing how [Your Product/Service] could help [Company Name]. We’ve worked with similar companies to achieve [specific result], and I believe it could be valuable for you as well.
Let me know if you'd like to reconnect.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
19. Loyalty/Referral Request
Use this when:
A satisfied customer can refer you to others, and you want to encourage word-of-mouth introductions.
Loyalty/Referral Request
We’d Love Your Referral!
Hi [First Name],
We truly appreciate your business and are grateful to have [Company Name] as a client. If you’ve had a positive experience with us, would you consider referring us to others in your network who might benefit from [Your Product/Service]?
Thanks in advance for your support, and let me know if you need anything!
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
20. Survey/Feedback Request
Use this when:
You want to collect valuable customer feedback to improve your product or experience.
Survey/Feedback Request
We’d Love Your Feedback on [Your Product/Service]
Hi [First Name],
We’re always looking for ways to improve, and your feedback on [Your Product/Service] would be invaluable. If you have a few minutes, could you fill out this short survey? [Insert survey link]
Thank you for your time, and we appreciate your input!
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
21. Reminder: Upcoming Call/Meeting
Use this when:
You’ve scheduled a meeting and want to send a polite reminder to ensure attendance.
Reminder: Upcoming Call/Meeting
Reminder: Our Call on [Date/Time]
Hi [First Name],
Just a quick reminder about our upcoming call/meeting on [Date/Time]. I’m looking forward to discussing how [Your Product/Service] can help [Company Name] [achieve a specific goal/solve a problem].
Let me know if anything changes or if you need to reschedule.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
22. Introduction to a New Feature/Update
Use this when:
You’re announcing a new feature, update, or improvement to your product.
Introduction to a New Feature/Update
Exciting New Update – [Feature Name]
Hi [First Name],
I’m excited to introduce a new feature—[Feature Name]—that’s now available in [Your Product/Service]. This feature will help [Company Name] [solve a problem or achieve a benefit].
Would you like to learn more? Let me know if you have time for a quick chat!
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
23. VIP Customer Offer
Use this when:
You want to reward loyal customers with early access, an exclusive offer, or special treatment.
VIP Customer Offer
A Thank You for Being with Us
Hi [First Name],
I just wanted to thank you for being such a great customer. To show our appreciation, we’d like to offer you [a new feature or benefit, e.g., "early access to a new feature" or "an exclusive upgrade"].
If you’re interested, just let me know!
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
24. Limited-Time Offer/Discount
Use this when:
You’re running a limited-time discount or promotional campaign.
Limited-Time Offer/Discount
A Quick Chance to Save on [Your Product/Service]
Hi [First Name],
For a limited time, we’re offering [X% off] on [Your Product/Service]. If this is something you’ve been considering, it’s a great opportunity to save.
Let me know if you’d like more details!
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
25. Seasonal Greetings + Offer
Use this when:
You want to combine a festive greeting with a light, timely promotional offer.
Seasonal Greetings + Offer
Enjoy the [Season] with a Special Offer
Hi [First Name],
I hope you’re enjoying the [season]! To make this time even better, we’re offering [a small benefit or discount] on [Your Product/Service].
If you're interested, just let me know how I can help you with this offer!
Best wishes,
[Your Name]
[Your Job Title]
[Your Contact Information]
Best Practices to Follow When Sending Sales Emails
As I said at the start of the blog, I’ve tested various approaches to maximize the effectiveness of my email outreach.
Through trial and error, I’ve found that certain best practices have helped me build trust, engage prospects, and ultimately close more deals.
Here are the key practices I follow:
- Personalize Your Emails
- Keep Your Emails Short and To The Point
- Use a Soft CTA
- Politely Follow-Up
- Know When To Stop
1. Personalize Your Emails
Personalization is one of the most important factors when it comes to cold email outreach.
From my own experience, personalized emails are far more likely to get replies.
Which is the whole point of me sharing these proven templates!
Take the time to customize your emails by including details specific to the recipient,
such as their name, company, or recent activities.
Why It Works:
It shows your prospect you’ve done your research and understand their specific needs.
This builds trust and makes your outreach feel more like a meaningful conversation than a generic pitch.
Plus, personalized emails are less likely to land in spam folders.
2. Keep Your Emails Short and To The Point
No one wants to read a long, rambling email, especially busy professionals.
When I keep my emails brief and focused, I’ve seen significantly better engagement.
So, just stick to the essential information:
- what you offer
- why it’s valuable
- and what action you want the recipient to take.
Basically, do not waste your prospect’s time and get to the bottom of what you are trying to say.
3. Use a Soft CTA
A hard push for a response is a definite turn-off.
I mean, think about it.
Someone you don’t know emails you, asking to book a 15-minute call right away.
That’s too pushy!
I would recommend taking a softer approach, like
“Would you be open to a quick chat?” or “Let me know if you’d like more info.”
A soft CTA feels more respectful and less intrusive.
It allows your prospect to decide when they’re ready to engage,
which makes them more likely to respond on their own terms.
4. Politely Follow-Up
Not everyone will reply to your first email, and that’s okay.
I’ve found that politely following up can significantly increase response rates.
I space out my follow-ups over a few days or a week,
always adding value or offering something new.
For example:
I might share a useful article or ask if they have any questions about what I offered.
This way, if they’re busy, you’re keeping your emails in front of them.
And if they weren’t interested before, a gentle follow-up might spark their attention now.
5. Know When To Stop
If a prospect hasn’t responded after a few follow-ups or has clearly stated they’re not interested, I stop.
Knowing when to stop is just as important as knowing when to follow up.
Respect your prospect’s decision.
Maybe they are not interested, or they just do not have the time.
Plus, it helps you focus on leads that are more likely to convert.
Frameworks That You Can Use to Create Your Own Sales Email Templates
If you want to create your own templates, I’ve got you covered.
You can use these proven frameworks to craft emails that get results.
Here are some that helped me create the 25 templates I shared above:
- Problem-Agitate-Solution (PAS) Framework
- AIDA (Attention, Interest, Desire, Action) Framework
- The 4P Framework (Promise, Picture, Proof, Push)
- The 3R Framework (Relevance, Reciprocity, Request)
1. PAS Framework
This framework is perfect for addressing your prospect’s pain points right from the start.
It follows a simple yet effective structure:
- Problem: Identify the challenge or pain point your prospect is facing.
- Agitate: Highlight the frustration or consequences of not solving this problem.
- Solution: Present your product or service as the ideal solution to their issue.
Here is how it works:
- You use your prospect’s pain point to grab their attention.
- Then, you agitate the issue by explaining how it negatively impacts their business or life.
- Finally, you offer your product or service as the solution, making it clear how it’ll help them overcome the challenge.
I used this framework to create templates like Cold Outreach with Value Proposition and Problem-Recognition Outreach, where empathy and clarity make all the difference.
2. AIDA Framework
The next one is AIDA, which stands for Attention, Interest, Desire, and Action.
This framework is designed to guide your prospect through a journey that leads to conversion.
How It Works:
- First, capture the prospect’s attention. This could be with an intriguing subject line or a compelling opening sentence.
- Next, build their interest by showing how your solution directly addresses their needs.
- Then, create desire by emphasizing the benefits.
Help them visualize how life will improve with your solution. - Finally, encourage them to take a positive action with a clear call to action.
I often use this framework for Referral Introduction, Demo Invitation, and Post-Demo Follow-Up templates.
It’s direct, persuasive, and easy to adapt.
3. The 4P Framework
The 4P Framework is great for building trust and moving your prospect toward a decision.
It’s structured to start strong, back up your claims, and finish with a clear nudge to act.
How It Works:
- Promise: Begin by offering a benefit or solution that addresses the prospect’s core need.
- Picture: Paint a vivid picture of what their life or business could look like after using your product or service.
- Proof: Back up your promise with case studies, testimonials, or statistics that demonstrate real-world results.
- Push: End with a call to action that encourages them to take the next step.
It’s especially effective for templates like Case Study or Social Proof Offer, Feature Spotlight, and Pricing/Proposal Introduction.
Ideal when you need to reinforce belief before the ask.
4. The 3R Framework
The 3R Framework has been incredibly useful for me when I want to make my outreach feel more personal and valuable.
This approach is perfect when I need to engage a prospect without sounding overly salesy.
How It Works:
- Relevance: I start by showing the prospect why my email is relevant to them. I focus on their specific needs or interests to make it clear why I’m reaching out.
- Reciprocity: I offer something valuable upfront, whether it’s an insightful article, helpful resource, or piece of advice. This builds goodwill and encourages the prospect to engage with me.
- Request: I end with a simple and clear request, like scheduling a call or replying with thoughts.
This framework works best for Personalized Icebreaker, Follow-Up After a Call/Meeting, and Lead Re-engagement (Cold to Warm) templates.
I go for it when warmth and authenticity matter more than a hard pitch.
Start Sending And Book More Meetings
You now have everything you need to create and send sales emails that actually get replies.
These 25 templates, along with the frameworks and best practices I shared,
are the same ones I use in my own outreach campaigns.
But remember, templates alone won’t do the job!
How you use them matters.
Personalize each message, track your results, and keep refining based on what works for your audience.
If you’re ready to scale your outreach, start using a cold email tool like Saleshandy.
It lets you automate follow-ups, personalize emails at scale, and track every reply so you can focus on closing, not chasing.
It’s time to hit send and start booking more meetings.
FAQs
1. Why Should I Use Sales Email Templates?
As someone who’s tested and refined these strategies over time, I can tell you that templates help you save time and maintain consistency.
They provide a tested structure that maximizes your chances of getting a response, based on real-world results.
2. How Do I Personalize My Sales Emails Effectively at Scale?
If you want to send personalized emails at scale, you should use tools that allow for dynamic personalization, such as inserting the recipient’s name, company, or other relevant details.
I have a list of cold email software that can automate this process, making it easier to scale while keeping each email personal.
3. How Often Should I Follow Up After Sending a Sales Email?
I recommend sending 3 or 4 follow-ups.
Make sure you space them out over a few days, with each follow-up offering more value or a different angle.
This way, you keep the conversation going without overwhelming the prospect.
4. How Do I Know if My Sales Emails Are Working?
The only way to know if your templates are working is by tracking key metrics like reply rate, positive reply rate, click-through rates, and meetings booked.
5. Can I Automate My Follow-Up Emails?
Absolutely! Automation can save you a ton of time.
You can use a tool like Saleshandy to automate follow-up sequences while keeping each email personalized.
6. What Is the Best Time to Send My Sales Emails?
I analyzed data from over 1 million email sends and found that sending on:
- Tuesday and Thursday
- Between 10 AM to 11 AM
- And 1 PM to 3 PM
Gave me the best results.
For more insights, you can check out my blog on the best time to send emails.
7. Should I Include Links and Attachments in My Sales Emails?
Both links and attachments can trigger spam filters.
I recommend avoiding them entirely unless you have consent from the recipient. If you do include links, ensure they lead to relevant, valuable content like case studies or resources.
Also Read: 11 Reasons Your Emails Are Going to Spam + How to Fix Them
8. How to Make Sure My Emails Land in My Recipient’s Inboxes?
If you’re using new email accounts, you should start by warming them up gradually.
You can use email warm-up tools to automate this process entirely.
Also, before starting your campaigns, run inbox placement tests to know where your emails will land.
