How To Write the Best Outreach Email? [10+ Templates]

Why?

Because most people don’t know how to write cold outreach emails that stand out and actually get replies.

Cold emails work, when they're sent by interesting people.

Sahil Lavingia,Founder, Gumroad

In this article, I’ll show you how to fix that. You’ll learn how to write emails that get opened, read, and answered.

I’ll share:

1. Key elements of a cold email
2. How to write an outreach email copy that converts?
3. Are cold email templates effective?
4. Best cold outreach email frameworks with templates

But first, let me explain what exactly is an outreach email?

What is an outreach email?

The goal is simple: grab their attention and get a response.

Whether you’re trying to build a relationship, find a new client, or collaborate on a project, outreach emails help you start the conversation.

Typically outreach emails can be broken down into two main types:

1. Warm emails
2. Cold emails

Warm emails

Warm emails are sent to people you’ve already had some interaction with.

Maybe they’ve engaged with you on social media, worked with you before, or you’ve spoken to them at an event before.

Because there’s some familiarity, these emails are easier to personalize and get a response.

Warm emails work well for:

1. Following up with leads
2. Reconnecting with past clients
3. Asking for referrals or recommendations

Cold emails

Cold emails are sent to people who don’t know you. There’s no prior relationship or interaction, so you’re starting from scratch.

The goal is to introduce yourself, build interest, and open the door to a conversation.

Cold emails are great for:

1. Reaching out to potential clients
2. Connecting with people in your industry
3. Exploring partnerships

In this article, I’m focusing on cold emails, because that’s where most people mess up.

But is cold emailing different from traditional email marketing?

Well, cold emailing is considered part of email marketing, but it’s a little different from traditional marketing emails.

What is the difference between cold email outreach and traditional marketing emails?

Cold emails and marketing emails might look similar, but they’re actually quite different in how they work and what they’re used for.

Here are some key differences between cold emails and traditional marketing emails.

But is cold emailing even legal?

Is cold email outreach legal?

But you need to follow some rules to stay compliant.

1. Use accurate sender and subject info
2. Don’t use misleading subject lines
3. Let people know if it’s an ad
4. Add your physical address at the end
5. Include an easy way to unsubscribe

If you don’t follow these rules, you could face fines of up to $46k+ per email.

To stay compliant:

1. Have a valid reason to email
2. Be clear about who you are and why you’re emailing
3. Let people unsubscribe easily
4. Delete their data if they ask

Breaking GDPR rules can lead to fines up to €20 million or 4% of your annual revenue, whichever is higher.

But does cold emailing still work?

Does cold email outreach actually work?

But to get results from your cold emailing campaign, you need focus on 3 key elements:

1. Great email list
2. Good cold emailing software
3. Solid email copy

How to build a great email list?

Your list is your foundation.

Social media is fun, but if you want to build an online business, focus on growing your email list.

David Perell,Founder and CEO, Write of Passage

Target the right people who are likely to care about your offer.

Segment your audience, and always verify your email addresses to avoid bounces and spam complaints.

You can use tools like Sales Navigator to find B2B leads and Lobstr.io to enrich your lead data with verified work emails.

What should you look for in email outreach tools?

While choosing a cold emailing tool, you need to look for these key features.

1. Personalization
2. Tracking
3. Automated follow-ups
4. Spam testing
5. 3rd party integrations
6. Analytics
7. Warm-up features

But the most important thing is – a killer cold email copy.

How to write the best outreach email?

Most people fail at outreach emails because they send generic, copy-paste, one-size-fits-all messages. It’s the biggest mistake you can make.

Why?

Because nobody wants to read something that feels like it was written for “just anyone.”

Sending 100 copy-pasted cold emails in one hour: 1% conversion rate. Sending 10 unique cold emails in one hour: 80% conversion rate.

Sahil Lavingia,Founder, Gumroad

To get results, you need to show the recipient that your email is for them—and them alone. Let me show you how.

Every outreach email has these key parts:

1. Subject line
2. Opening statement
3. Body
4. Closing statement

Why is email subject line important?

The subject line is the first thing your recipients see. People get tons of emails every day. A boring or generic subject line will get ignored.

To make sure your email gets opened, you should keep your subject line short, personal, and interesting enough to make them want to open it.

P.S. Don’t lie or try to mislead the recipient in the subject line. It’s illegal, unethical, and people hate it.

Nasty dark pattern: Sending a cold sales email w/ a subject that starts with “re:” suggesting we’ve talked about this topic before. Tricking and misleading people isn’t sales - it’s shit.

Jason Fried,Founder and CEO, Basecamp

What difference does the opening statement make?

The opening line is your chance to hook them. It’s where you show you’ve done your homework and make them feel like this email is just for them.

A generic “Hi, I hope this email finds you well” feels lazy and will likely be ignored. A strong opening shows you care and builds trust.

So how do I get my opening statement right?

You don’t need to see alternate futures.

How closing statements impact response rate?

The closing is your final push. It’s where you tell them what you want them to do next and make it easy for them to say yes.

You can play-around with the closing part, include a CTA, or even use a P.S. to improve your chances of getting a response even more.

Why P.S.?

But wait!

Did I miss the email body?

Yup, I forgot to tell you about the most important part of a cold outreach email — the main body.

Let me tell you how to write your main email copy.

How to write an outreach email copy that converts?

Well it’s not difficult. All you have to remember is; it’s not just about what you say—it’s about how you say it.

Complicated right? Well remember these 4 ingredients:

1. The reciprocity principle
2. Personal vs personalized
3. The shorter the better
4. Play with reading patterns

The reciprocity principle

The reciprocity principle is simple: give something first, and people will feel like giving back. It’s human nature.

When you offer something of value upfront, people naturally feel inclined to give back.

But how do you apply it in a cold email?

How to use the reciprocity principle in cold emails?

Using the reciprocity principle in cold emails is simple: give value first, and then make your ask.

You just need to:

1. Do your homework
2. Offer real value
3. Connect it to your ask

Learn about the person or business you’re emailing. Check their LinkedIn, website, or recent work to find something specific to mention.

Share something useful and relevant. It could be a free resource, a quick tip, or an insight into their business or industry.

Your offer doesn’t have to be big—it just has to show thought and effort.

Tie your value to why you’re reaching out. This creates a natural transition to your request.

Make your offer feel like a friendly gesture, not a favor you’re cashing in on. Keep it conversational and avoid making them feel obligated.

If reciprocity doesn’t suit your email’s tone, you can use other principles of persuasion too. My personal favorites are authority and consensus (social proof).

Personal vs personalized

Every cold email guide out there will tell you to personalize your emails. And they’re right—it’s important.

Personalizing means doing your homework, finding something specific about the prospect, and tying it to what you’re offering.

It shows you’ve done your research and makes your email feel less like a template.

How to do it?

Dig into their LinkedIn, blog, website, or recent news about their company. Look for achievements, pain points, or areas where your product or service could help.

It’s great if you’re planning to send only 3 emails a day or 10 emails a week. Homework is a lot easier.

But what if I have 100 prospects or I can’t find anything at all?

That’s where being personal comes in.

The problem is, people think they need to do the homework on every prospect after finalizing them.

He defines “personal” as: something truthful, that you can observe, that's based on a situation that the prospect is going through.

So I thought, what if I narrow down my search around the “truth or situation”. Let me give you an example.

The scraper helps you collect all public details about local business listings from Google Maps, including emails.

How do I give my email a personal touch?

What if I only target people who recently got promoted or joined as head of sales or marketing?

Now I have a common “truth/situation” about all my prospects, which is indeed a personal achievement too.

The next steps are simple – just enrich the data with business emails using Lobstr.io and write an email copy.

You can use ChatGPT to help you write an email copy. Actually, let’s write an email before moving forward.

But it’s too long.

Why is that a problem? Brings me to my 3rd ingredient.

The shorter the better

Long emails lose attention fast. The shorter your email, the easier it is for them to read and reply.

Someone should make Twitter, except for email. Bounce any email that is more than 280 characters, unless we've emailed before. I'd pay a lot for that.

Andrew Wilkinson,Co-founder, Tiny

According to studies, the ideal length for cold emails is between 75-125 words.

But how do I write a short email when I have so much to address?

How to keep your emails short but effective

Writing short email copies is actually more challenging than writing long ones.

I didn't have time to write a short letter, so I wrote a long one instead.

Mark Twain,Famous American writer, humorist and essayist

For starters, focus on 3 main things.

1. Focus on a single message
2. Cut the fluff
3. Make it skimmable

Firstly, stick to one goal per email. Don’t try to introduce yourself, pitch your service, share your portfolio, and ask for a meeting all at once.

Choose one focus and save the rest for follow-ups.

Secondly, cut the fluff. Don’t waste words on unnecessary phrases or long introductions. Be direct but polite.

Use short sentences and paragraphs to make your email easy to read. Avoid cramming everything into a single chunk of text.

You can break down a big sentence into 2 or 3 shorter sentences. I personally break every sentence which has more than 18 words into 2 or 3 sentences.

Apply the same on paragraphs as well.

Keep your paragraphs short. I personally never add more than 3 sentences in a single paragraph.

But what if you feel like you have to use more than 120 words?

Make your email copy skimmable. Remember I told you the majority of people skim through email instead of reading it all.

Just add the most important information in areas where they’ll most likely see it.

But how do I do that?

Play with reading patterns

Through various eye-tracking studies, NN group researchers observed that users often scan web content in an F-shaped pattern, focusing on the top and left areas of a page.

In simple words, instead of reading every word, they focus on certain areas, creating a pattern that looks like the letter “F.”

To put it to the test, I observed my own reading pattern. To get accurate results and remove confirmation bias, I read promotional emails in my inbox that I usually ignore.

From this study and my personal experiment, we learned 2 really cool insights about email copywriting.

1. The first line rule
2. Bullets are real killers

If someone is skimming your email, they’re most likely to read the first line of each paragraph.

Make the first line of your paragraphs count. Use it to grab their attention by addressing a problem or hinting at a solution.

What I like to do is highlight the problem in the first line of my opening paragraph and hint at the solution in the first line of the second paragraph.

Bullet points are a writer’s best friend. They break up text, make your email visually appealing, and help highlight the most important information.

Use them for key details or benefits, and keep each point short and snappy.

But isn’t it easy to use a template instead of putting this much effort?

Indeed it is! But is it as effective?

Are cold email templates effective?

When it comes to writing cold emails, you’ll often hear about templates. While templates can save time, they’re often not effective.

Why?

1. Too generic
2. Overused
3. Not so flexible
4. Easy to spot

Templates are often one-size-fits-all. Recipients can usually tell when an email is a template, and it makes your message feel impersonal and robotic.

Once a template becomes popular, it gets used by everyone. Recipients see the same structure and phrases repeatedly, which can hurt your credibility.

They lock you into a specific format. If your prospect doesn’t fit the mold the template was designed for, it can fall flat.

Also recipients are savvy. If they sense your email is a copy-paste job, they’re less likely to take it seriously—or even respond.

But I’m not a skilled copywriter, how can I write super engaging emails without any formula or template?

You can create your own unique templates using copywriting frameworks!

Best cold outreach email frameworks with templates

In simple words, frameworks are like blueprints for your email. They give you a structure to follow, but you get to fill in the details in your own way.

There are a lot of copywriting frameworks, like hundreds of them.

But for cold emailing, I’m going to cover the 5 most effective frameworks recommended by industry experts.

1. The AIDA framework
2. The PAS framework
3. The 3-B framework
4. The BAB framework
5. The 4P framework

Let me explain each framework a little bit and create my own templates.

1. The AIDA framework

The AIDA framework is a simple structure to write emails that grab attention, build interest, create desire, and get action.

It’s been around for ages in marketing because it works. AIDA stands for:

1. Attention – Get them to stop and read your email
2. Interest – Keep them interested by talking about something they care about
3. Desire – Make them want what you’re offering
4. Action – Tell them what to do next

Here’s an AIDA focused cold outreach email template you can take inspiration from.

f

Subject: Struggling with [specific problem]?

Hi [Name],

Your [specific issue] might be affecting your [specific outcome].

I’ve helped businesses like [Company A]:

Fix [specific problem].

Boost [specific benefit].

Improve [specific metric].

Would you like to see how we can do the same for you?

Let me know if you’re free this week for a quick 10-minute chat.

Best,

You don’t have to stick to this format. Here’s an example email I curated for a Lobstr.io product.

But what about follow-ups?

Here’s a follow-up template.

f

Subject: Quick follow-up on [specific topic]

Hi [Name],

I wanted to follow up on my last email—your [specific problem] might be holding back [specific outcome].

Here’s what [Company A] achieved after working with us:

[Result 1].

[Result 2].

[Result 3].

I’d love to help you achieve similar results. Are you available for a quick call this week?

Looking forward to hearing from you!

Best,

I changed it according to my needs.

2. The PAS framework

The PAS framework stands for Problem, Agitate, Solution. It’s a powerful way to write emails that connect with your prospect’s pain points and show how you can help.

It works because it focuses on what matters most to your prospect—their problem—and makes your solution feel essential.

Here’s how to use PAS in cold emailing.

1. Problem – Highlight the challenge they’re facing
2. Agitate – Point out the risks or consequences of not solving it
3. Solution – Show how you solve the problem and deliver results

Here’s a sample template:

f

Subject: Struggling with [specific problem]?  

Hi [Name],  

I noticed your [specific issue] might be slowing down your [specific outcome].  

If left unresolved, this can [negative consequence], impacting [additional issue].  

That’s where I can help. Our [product/service] has helped businesses like [Company A] solve this by:  

- [Benefit 1].  

- [Benefit 2].  

- [Benefit 3].  

Would you like to see how we can do the same for you?  

Let me know if you’re free for a quick 10-minute chat this week.  

Best,

Here’s a follow-up template:

f

Subject: Quick follow-up on [specific topic]  

Hi [Name],  

Just checking in—your [specific problem] might still be holding back your [specific outcome].  

When [Company A] faced a similar issue, they solved it with our [product/service] and achieved:  

- [Result 1].  

- [Result 2].  

- [Result 3].  

If you’d like to explore how we can help, let’s schedule a quick chat. Are you free this week?  

Looking forward to hearing from you!  

Best,

3. The 3-B framework

The 3-B Plan stands for Buffer, Bridge, and Benefit. It’s a conversational and approachable way to write emails that feel natural and engaging.

Here’s how to use it in cold emailing:

1. Buffer – Start with a relatable or friendly opener
2. Bridge – Connect the opener to your offer
3. Benefit – Highlight how your offer helps the recipient

Here’s a sample email template:

f

Subject: Saving time on [specific problem]  

Hi [Name],  

Managing [specific task or role] comes with its fair share of challenges, doesn’t it?

That’s why I’d like to introduce you to [product/service name]. It’s designed to make [specific task] faster and easier.

With our tool, you can:  

- Save hours by automating [specific task].  

- Access [specific benefit or data].  

- Achieve [desired outcome] effortlessly.  

Are you free for a quick 10-minute chat this week to explore how this could help you?  

Best,  

[Your Name]

Follow-up email sample:

f

Subject: Quick follow-up on [specific topic]  

Hi [Name],  

I know how overwhelming [specific task/problem] can get sometimes.  

That’s why teams like [Company A] use [product/service name] to simplify the process and hit their goals faster. 

Here’s what they achieved:  

- [Result 1].  

- [Result 2].  

- [Result 3].  

Do you have 10 minutes this week to chat about how we can help you achieve similar results?  

Looking forward to hearing from you!  

Best,  

[Your Name]

4. The BAB framework

The BAB framework stands for Before, After, Bridge, and it’s perfect for painting a clear picture of transformation.

This framework shows the prospect their current state, the desired future state, and how your solution gets them there.

How to use it in an outreach email?

1. Before – Highlight their current pain point or challenge
2. After – Show the ideal outcome they could achieve
3. Bridge – Explain how your product or service makes that transformation possible

Here’s a BAB template for cold email:

f

Subject: Stuck with [specific problem]?  

Hi [Name],  

Right now, [specific problem or challenge] might be slowing down your [specific outcome]. 

Imagine being able to [desired outcome] effortlessly and hit your targets faster.  

Our [product/service name] can help you get there by:  

- Automating [specific task].  

- Saving [specific time or resources].  

- Achieving [specific measurable result].  

Are you available for a quick 10-minute chat this week to explore how this fits your goals?  

Best,  

[Your Name]

Follow-up template:

f

Subject: Quick follow-up on [specific challenge]  

Hi [Name],  

Struggling with [specific challenge] can feel overwhelming—it holds back [specific result]. 

Imagine what you could achieve if this process was fully automated and stress-free. 

That’s exactly what our [product/service name] does:  

- Eliminates [specific problem].  

- Saves [specific time or cost].  

- Helps teams like [Company A] achieve [specific result].  

Do you have 10 minutes this week to chat about how we can make this work for you?  

Looking forward to hearing from you!  

Best,  

[Your Name]

5. The 4P framework

The 4P stands for Picture, Promise, Prove, and Push. It’s a storytelling technique often used in content marketing.

It paints a vivid picture of a problem and the benefits of your solution, backed by proof and ending with a strong call-to-action.

How to use it in cold emailing?

1. Picture – Describe the problem or challenge they’re facing
2. Promise – Offer a solution and highlight the benefits they’ll gain
3. Prove – Share proof, such as results or testimonials
4. Push – End with a clear and actionable CTA

Here is a sample email:

f

Subject: Struggling with [specific problem]?  

Hi [Name],  

Picture this: [specific problem] slowing down your team, eating up hours, and holding back [specific result]. 

Our [product/service name] promises to fix that. It helps businesses like yours:  

- Save time by automating [specific task].  

- Boost [specific metric].  

- Hit targets faster.

For example, [Company A] used our tool to [specific result].

Would you be open to a quick 10-minute chat this week to explore how this could work for you? 

Best,  

[Your Name]

Follow-up email can be like this:

f

Subject: Let’s fix [specific problem]  

Hi [Name],  

Imagine this: [specific problem] gone, your team running smoother, and hitting targets faster. 

That’s what [product/service name] delivers. It:  

- Automates [specific task].  

- Saves [specific time or cost].  

- Boosts [specific measurable result]. 

For instance, [Company A] used it to achieve [specific result] in just [timeframe].  

Do you have 10 minutes this week to see how this can help?

Looking forward to your reply!  

Best,  

[Your Name]

But which framework would fit my campaign best?

Which framework is best for my cold outreach email campaign?

The truth is, there’s no one-size-fits-all answer. What works for one audience might flop with another.

That’s why I suggest A/B testing. It helps you figure out which framework works best for your audience.

Send the same email using different frameworks—like AIDA to one group and PAS to another—and compare the results.

Look at open rates, replies, or booking rates. The data will show you which framework gets the job done.

Also, you don’t have to stick to just one framework.

Mix and match frameworks in a sequence using AI

A smart way to keep your emails fresh and engaging is to rotate frameworks in your sequence.

You can use tools like ChatGPT to create amazing cold outreach sequences.

I created this sequence using all 5 frameworks I just discussed.

1. Email 1 (AIDA): Introduces the solution and get them curious
2. Follow-Up 1 (PAS): Agitates the problem and shows how we’re the fix they need
3. Follow-Up 2 (3-B Plan): Uses a friendly tone to re-engage and highlight benefits
4. Follow-Up 3 (BAB): Paints the “before” and “after” picture and bridge it with solution
5. Follow-Up 4 (4P): Paints the problem, promise a solution, prove it works, and push for action

You can play around in ChatGPT to get the best sequence and also merge it to A/B testing to compare data and find the best fit for your business.

And that’s it. Let me answer some FAQs before wrapping up.

FAQs

Why do outreach emails go to spam?

Outreach emails go to the spam folder when spam filters flag bad email sending practices, like unauthenticated domains, spammy content, or sending too many emails too fast.

How can I improve my email deliverability for outreach campaigns?

To improve email deliverability, optimize your email sending by verifying your prospect's emails to reduce bounce rate.

Use a trusted domain, avoid spammy content, and personalize your outreach to keep your emails legit and engaging.

How can I improve my email outreach response rate?

To improve your email outreach reply rate, focus on personalization, write clear and engaging subject lines, and offer value upfront.

Keep your emails short, address your prospect’s pain points, and include a clear call-to-action. Following up strategically also makes a big difference.

How can I track the success of my email outreach campaign?

You can track the success of your email outreach campaign by monitoring key metrics like open rates, click-through rates, response rates, and bounce rates.

Conclusion