Cold Email Copywriting

The prospect cares about their problems and goals, not your company.

• ❌ "We are a leading AI-powered CRM platform founded in 2019..."
• ✅ "I noticed [Company] recently expanded to three new markets — managing that pipeline manually gets painful fast."

Every use of "I" or "we" should be offset by more uses of "you" and "your." If the first sentence is about you, rewrite it.

2. Be radically specific

Specificity signals homework and builds credibility. Generic claims are invisible.

• ❌ "We've helped many companies improve their sales process."
• ✅ "We helped a 40-person SaaS team in fintech cut their sales cycle from 47 to 28 days."

Use numbers, company names, timeframes, and concrete outcomes.

3. Keep it short

Target 75–150 words for the email body. Upper ceiling: 200 words for complex B2B sales. Anything longer will not be fully read.

Remove sentences that:

• Restate something already said
• Explain company history or backstory
• Qualify or hedges the main claim unnecessarily
• Could be cut without losing the core message

4. Write like a human, not a marketer

Aim for the tone of a thoughtful colleague, not a campaign.

• No exclamation points
• No ALL CAPS
• No marketing jargon: "synergy," "leverage," "game-changer," "revolutionary," "cutting-edge," "best-in-class"
• No filler phrases: "I hope this email finds you well," "I wanted to reach out because..."
• No formal sign-offs in casual emails
• Use contractions (you're, we've, it's)
• Write at a 5th–8th grade reading level

5. One email, one ask

Each cold email should have exactly one call to action. Multiple options create decision paralysis and reduce replies.

Anatomy of a Cold Email

Subject Line

Write it last, after the body is complete.

Data-backed rules:

• Keep it to 2–5 words (6–7 at most); shorter outperforms longer
• Use lowercase — reads as personal, not promotional
• Personalize it with recipient's name, company, or relevant detail; ~46% open rate vs ~35% without
• Ask a question — question format averages 46% open rate
• Avoid: urgency words ("ASAP," "last chance"), generic greetings, hype adjectives, your company name
• Never mention AI, "quick call," or sales pitch language in subject

High-performing patterns:

[first name], quick question
[company]'s [specific challenge]?
idea for [company]
[mutual connection] suggested I reach out
[specific trigger event reference]
[number] ideas for [their goal]

Opening Line (The Hook)

First sentence must be 100% about the recipient. Reference something specific that proves you've done research.

Hook types (in order of effectiveness):

1. Trigger event — Recent funding round, new hire, product launch, job posting, LinkedIn post, podcast appearance, company milestone
2. Observation — Specific, informed observation about their business, website, content, or market position
3. Compliment (use sparingly) — Genuine, specific compliment about their work. Avoid generic praise.
4. Pain-based — Problem statement highly specific to their role, company size, or industry

Examples:

• ✅ "Saw your post last week about scaling outbound without burning out your SDR team — that's exactly the problem we work on."
• ✅ "Congrats on the Series B — companies at your stage usually hit a wall with manual CRM data entry right around now."
• ✅ "Noticed [Company] has six open SDR roles on LinkedIn. Scaling a team that fast usually creates a data hygiene mess."
• ❌ "I came across your profile and was really impressed by your work."

Body (Value Proposition)

State your offer in one to three sentences. Lead with the outcome, not the feature or the process.

Structure:

1. State the problem you solve (in their language)
2. State the outcome you deliver (specific, quantified if possible)
3. Add one piece of social proof (relevant company name, stat, or result)

Examples:

• ✅ "We help B2B SaaS companies cut time-to-close by automating the research and personalization reps currently do by hand. One team we worked with went from 47 to 28 days average sales cycle in 90 days. We've done this for [Competitor] and a few others in [their space]."
• ❌ "Our platform uses AI to streamline your sales workflow through intelligent automation and machine-learning-powered insights that integrate seamlessly with your existing tech stack."

Call to Action (CTA)

Most cold emails fail here. Ask for too much (30-minute demo) or too vague ("let me know if you're interested") kills replies.

Best practice — use a "soft" or "interest" CTA: Ask for a signal of interest, not a commitment. This dramatically lowers friction and increases replies.

• ✅ "Worth a quick conversation?"
• ✅ "Open to hearing how it works?"
• ✅ "Is this something [Company] is working on?"
• ✅ "Would it make sense to connect?"
• ❌ "Can we schedule a 30-minute demo next Tuesday at 2pm?"
• ❌ "Let me know if you'd like to learn more."
• ❌ "I'd love to connect and explore potential synergies."

Give an opt-out: Offering a graceful exit ("if this isn't a priority, no worries") paradoxically increases replies by removing pressure.

Copywriting Frameworks

Use one of these frameworks to organize the email body.

AIDA — Attention, Interest, Desire, Action

Best for: introductory emails with clear offer and strong social proof.

PAS — Problem, Agitate, Solve

Best for: pain-aware audiences, competitive replacements, urgent business problems.

1. Problem — Name the specific pain point plainly.
2. Agitate — Deepen by articulating downstream consequences the reader feels but hasn't named.
3. Solve — Present your solution as the relief.

Example:

"Running paid ads at [Company] without unified attribution means you're flying blind on which channels are actually working. That's budget that compounds in the wrong direction, month over month. We build attribution stacks that give teams like yours a single source of truth — usually in under three weeks."

BAB — Before, After, Bridge

Best for: awareness-stage prospects, or when you want to paint a clear transformation.

1. Before — Describe the current frustrating reality.
2. After — Paint the desirable future state.
3. Bridge — Present your product or service as the path between the two.

Example:

"Right now, your team probably spends hours each week manually pulling contact data and writing one-off personalized emails. Imagine having that process automated so reps spend their time on conversations, not research. That's what [Product] does — [Company] went from 4 hours of prep per rep per week to 20 minutes."

One-Liner + CTA (The Goated Approach)

Best for: very senior recipients (C-suite), highly targeted micro-lists, or strong mutual context.

Write one sentence that delivers the full value proposition, followed immediately by the CTA.

Example:

"We help fintech companies like [Company] reduce churn by 15–20% in the first 90 days using behavioral email triggers — want to see how it works for your use case?"

Personalization Tiers

Match personalization depth to opportunity size and value.

Minimum personalization for any email:

• Recipient's first name
• Company name
• One specific, research-backed reference (trigger event, observation, or pain point)

Using only a name and company name is not sufficient personalization.

Social Proof Principles

Social proof converts interest into replies. Use it surgically — one strong proof point beats three weak ones.

Hierarchy of social proof (most to least effective):

1. Named company the recipient will recognize (competitor, industry peer, aspirational brand)
2. Quantified result with timeframe ("23% reply rate increase in 60 days")
3. Specific customer count in their vertical ("We work with 40+ B2B SaaS companies at Series A–B")
4. Case study reference ("Similar to how we helped [Company]...")
5. Generic social proof ("hundreds of customers") — last resort only

Common mistake: Using social proof from a completely different industry. Match the proof to the audience.

Follow-up Sequences

Most replies come from follow-ups, not the first email. A single unanswered email is not a failed campaign.

Sequence structure:

• Email 1 — Full cold email (Day 1)
• Email 2 — Short bump, add new angle or resource (Day 4–5)
• Email 3 — Shorter still, different value angle or case study (Day 8–10)
• Email 4 — Breakup email — give them an easy out (Day 14–18)

Follow-up rules:

• Send as a reply in the same thread (not new email), simulates personal conversation
• Each follow-up must add something new — case study, content, different framing, or value angle
• Never just say "bumping this to the top of your inbox" or "just following up"
• Breakup email performs surprisingly well — "I'll assume the timing isn't right, but if things change..." often generates late replies

Data point: First follow-up boosts reply rates by ~49%. Sequences of 3–5 follow-ups outperform single emails by 65.8%.

Timing Guidance

• Best days to send: Tuesday, Wednesday, Thursday
• Best time windows: 9–11am or 2–4pm in recipient's timezone
• Avoid: Monday mornings, Friday afternoons, holidays, last two weeks of December

Common Mistakes to Avoid

Spam Avoidance (Copy-Side)

Technical deliverability aside, these copy choices affect whether you land in the inbox:

• Keep emails under 200 words; shorter emails have better deliverability
• Use plain text formatting — avoid HTML, images, and excessive links in cold emails
• Limit links to zero or one per email
• Avoid spam trigger words: "free," "guarantee," "no obligation," "click here," "earn money," "limited time," "act now," "risk-free," "winner"
• Avoid ALL CAPS in the body
• Use a real reply-to address, not no-reply
• Never use deceptive subject lines that don't match email content

Quality Checklist

Before sending any cold email, verify:

• Opening line is 100% about recipient, with specific reference
• Email is 75–150 words
• Exactly one CTA
• CTA asks for interest, not commitment
• Email could not be sent verbatim to 100 different people
• Value proposition leads with outcome, not features
• Social proof included and relevant to recipient
• No hollow filler phrases
• Reading level is appropriate (5th–8th grade)
• Subject line is 2–6 words and lowercase
• Email reads naturally out loud

Example: Bad vs. Good

❌ Bad Cold Email

Subject: Exciting Opportunity to Partner with Us!

Hi Sarah,

I hope this email finds you well! I'm reaching out because I believe there's a fantastic opportunity for us to collaborate. At AcmeCorp, we're a leading provider of innovative AI-driven marketing solutions that leverage cutting-edge technology to revolutionize your sales process and drive unprecedented growth.

Our platform has helped hundreds of companies improve their marketing ROI significantly. I'd love to schedule a 30-minute call to discuss how we can help Acme achieve its goals.

Looking forward to connecting!

Best, John

✅ Good Cold Email

Subject: SDR scaling at [Company]

Hi Sarah,

Noticed you have eight SDR roles open on LinkedIn — congrats on the growth, and that's a painful hiring crunch to manage at the same time.

We help SaaS companies ramp new reps 40% faster by automating their first 30 days of prospecting workflow. [Competitor] used it when they scaled from 10 to 25 reps last year.

Worth a quick conversation?

— John

Output Format

When generating a cold email, output in this format:

SUBJECT: [subject line]

[email body — no greeting line, start directly]

— [sender first name]

When generating a sequence, label each email clearly:

EMAIL 1 (Day 1):
...

EMAIL 2 (Day 5, reply in thread):
...

EMAIL 3 (Day 10, reply in thread):
...

BREAKUP EMAIL (Day 16, reply in thread):
...

Before Writing: Always Ask

Always ask (or infer from context) the following before writing:

1. What does the sender offer?
2. Who is the specific recipient (name, title, company)?
3. What is one recent trigger event or specific observation about the recipient?
4. What is one quantified result or relevant social proof point?
5. What action does the sender want the recipient to take?