There has been a lot of debate on the time and day of sending emails. While the research says the best days to send out emails are Wednesday and Thursday, I believe salespeople will not completely depend on two days.
So, what exactly do we need to ensure the highest open rates of our sales emails?
The answer is your emails.
I can explain.
All the research on the best days and times to send out sales emails is really helpful. But, the prospect will open the email purely on the basis of your email.
The prospect is not going to open up your email because it’s Tuesday. He is going to click on the email because your subject line is click-worthy! He is not going to read the email because it was sent in the evening, he is going to because it is engaging.
This goes without saying – you have to target the right people!
In this article, we will have a glance at different situations and the best sales email templates for the same.
Best sales email templates for your sales team
1. Cold email templates
When the marketing team forwards the sales team a list of prospects, you just have a tiny possibility in your head – the prospect might be interested in your offerings.
In such cases, your first email is the only chance to make a connection with prospects. If you fail to do so, there is hardly any luck!
Here are sales prospecting email templates for cold emailing:
Template 1
Subject: Solving the biggest problem of the manufacturing industry Hello John, I hope you’re doing awesome today! I can see that you own a manufacturing business that produces plastic products. According to our database, contact management is the biggest issue a majority of manufacturing firms are facing. If that’s the same case with you, Salesmate can bring a lot to your business. And yes, similar companies in your niche like XYZ, ABC, and CDF are also using Salesmate. Let me know your thoughts, so we can schedule a meeting or a call. Cheers! Kay Salesmate CRM |
Template 2
Subject: We have helped over 10000 businesses overcome manual sales data entries Hi Jason, My name is Jordan, and I am the sales lead at XYZ. Till now, we have helped over 10000 businesses overcome with manual sales data entries with our automation software. [Add the USP of your company] Could you kindly connect me with the right person at your company so we can explore the opportunity and see how XYZ can assist you in automating almost every sales task. Thanks for your time, Jordan, Sales Lead at XYZ |
Template 3
Subject: 42% of salespeople don’t have enought data! Hello Adam, Did you know that 42% of salespeople feel they don’t have enough information before making the first call? Is this something you relate to? ABC is a sales prospecting tool that helps reps in enriching the prospect profile by 26%. If you’re looking to grow your sales like our clients [mention your high-end client’s name] did, then let’s connect and discuss how ABC can help you improve your prospecting journey. Regards, Abby, Sales Manager at ABC |
Template 4
Subject: 37% businesses in IT industry face project management issues Hello Paula, We recently found out that 37% businesses in IT industry are facing issues with project management and time management since the pandemic hit us hard. Our product is developed to provide a seamless user experience with high-end customer support. We help businesses improve their productivity by offering minimal calendar and task management features. If you’re available next week, our team can set up a 15-minute meeting and we can enlighten you on why companies such as Company 1, Company 2, and Company 3 moved from [competitor’s company] to our company. Regards, Julie, Sales Manager at XYZ |
2. Follow up email templates
There is a high probability that the prospect will not answer your email. According to Woodpecker statistics, adding a follow up email can give you a 13% response rate, compared to a 9% of rate if not added.
So, following up is crucial because people are so busy and they might have missed your first email. In so many cases, the prospects read your first email when you send out a follow up email.
Template 1
Subject: Am I going in the wrong direction? Hey John, I tried reaching you a couple of days back but haven’t heard back. According to our customer base, 67% of manufacturing businesses are facing issues with contact management. Have I identified your problem correctly? If that’s not the case, we can discuss your business on a 10 minutes call and see if we can help you or not. Let me know your thoughts! Cheers! |
Template 2
Hello Tyler, As per our last conversation, you had asked me to check back after a month. So, I figured I’d check in with you. Have you given any thought to my last email? I’d be happy to answer any questions you have over a call or email. How does your calendar look like to schedule a meeting? I look forward to hearing from you. Regards, Pearl, Sr. Sales Executive at ABC |
Template 3
Hi Jadon, Three of your teammates were looking at our software this week. I dropped an email about the values we can provide two days back. I’m just checking if you got a chance to look at my last email. Do you have 15 minutes to discuss which tools your sales team requires to boost productivity? Please let me know your availability 🙂 Cheers, Misha, Sales Ex. at ABC |
3. Sales prospecting email template
Want to build connections when prospecting? Start off your email the right way by focusing on their pain points and later provide solutions!
Hey Dave, We attended the same webinar yesterday. Wasn’t that amazing? Anyway, as you were talking, I realized that you have been facing a difficulty in scheduling meetings and managing your contacts. I believe most of your revenue-driven problems can be solved with this solution. We have recently launched a meeting scheduling tool that can help you centralize your database. Would you like to catch up this week on how the tool can help you out? I’ll be thrilled to discuss the other topics in the webinar also 🙂 Best, Tina Co-founder at ABC |
4. Sales pitch email templates
One of the most important steps in a sales process is a sales pitch. Convey your value proposition clearly with sales pitch emails.
Template 1
Hello Richard, I have been following your posts on LinkedIn for a long time, and a week back I read your article which shed a light on challenges that many sales managers are facing while remote working. We offer time tracking software that has benefited many sales managers. If you’re available on Monday this week, we can set up a quick call. Kindly let me know your availability. Kind regards Brandon Founder at ABC |
Template 2
Hi David, I became aware of your (company issue) when it was mentioned during our sales call last week. Those are the challenges that every small business has faced, so I want to introduce you to our advanced CRM software. We’ve helped 1000+ clients scale their business with our intuitive CRM without any hassle. I’m sharing the (company resources and guide), so you can take a look at what we offer to our users. If you’d like to discuss it over a call, I can set up a meeting. Will you be available on (mention day and time)? Best, Jay Sales Head at ABC |
5. Finding the decision-maker
In sales, you don’t have exact leads all the time. You have to carve your way to the right person. You have a teeny-tiny lead about prospect needs, but you still don’t know who is the decision-maker.
This is the sales email template you can use for such cases:
Subject: Can you guide me in the right direction? Hey there, This is Jey from HireNow Consultancy. I can clearly see the growth of JL Tech, and I know you guys are constantly hiring for developers and marketers. HireNow can definitely help you meet the right workforce. If you can guide me to the right person with whom I can discuss this matter further, I would be really really grateful. If this email is completely irrelevant, do notify me, so I can stop being inconvenient 🙂 Cheers! |
6. Appointment sales email template
Getting appointments is not an easy task; it requires lots of determination and persuasion to actually score an appointment. Now, send appointment emails without any hassle with our exclusive templates.
Template 1
Hi Dharmesh, My name is Jason and I am writing to you on behalf of ABC. I had a chat with Tom and Brand throughout this week, and they shared your contact with me. My company helps businesses in their social media growth with compelling designs since last six years. I have a personalized plan ready for your company. As Tom and Brandon already like the design ideas, I’d like to extend our conversation. Let’s connect whenever you find space in your calendar. Regards, Mark |
Template 2
Hello Brook, Thank you for connecting with us through our contact form. I am Liam – I reach out to businesses and understand the challenges they are facing with their sales cycle. You specifically mentioned about the dropping sales call quality in your request. I believe out VoIP and Call Analysis features can potentially solve your problems. But before making any theories, I would like to understand the nature of your sales problems. Can we get on a call this week to discuss that? My calendar link is below, please feel free to book a slot (I work on Sundays also). [Calendar link] I look forward to see you on our call. Best, Liam |
7. Setting up a meeting
There are a lot of businesses that completely depends upon face to face meeting. In fact, a majority of their sales results are meeting driven – the pharmaceutical business is one such example. Sales reps taste the real sweat and blood of the market and pitch the product one-on-one.
But, you can’t just show up to someone’s doors and sell your stuff. That era has gone! You have to confirm the meeting on call or email first.
Here’s the sale email template you can use:
Subject: Best alternative to existing paracetamol! Hello Dr. Gordon, We have joined hands almost 12 years ago, and still going strong together. We have always suggested the best products for your patients throughout these years, and we would like to do so for many years ahead. With the same thought, we have developed a paracetamol drug that will be equally effective and affordable compared to the current products in the market. I would love to show you our test results and discuss the scope of our business. What would be the right time for us to meet? Schedule a meeting Looking forward to seeing you! |
8. Asking for a demo
A software demo is a solid conversion tool. You want more and more people to know about your product, and demos can do that! The idea is to spread the knowledge of your product to the audience, whether they become your customers or not. The more you give out demos, higher the chances of conversion.
Template 1
Hi Dharmesh, My name is Jason and I am writing to you on behalf of ABC. I had a chat with Tom and Brand throughout this week, and they shared your contact with me. My company helps businesses in their social media growth with compelling designs since last six years. I have a personalized plan ready for your company. As Tom and Brandon already like the design ideas, I’d like to extend our conversation. Let’s connect whenever you find space in your calendar. Regards, Mark |
Template 2
Subject: Would you like to know more about Salesmate? Hey Jacob, I can see you have signed up for Salesmate 15-days free trial a day ago. Although our CRM is very simple to use, I would like to know if you’re facing any issues. I’ll be sharing some tips and feature-driven articles in the following emails. But feel free to reach out to me or any of our support members using our email address. Cheers! |
Template 3
Hello Brook, Thank you for connecting with us through our contact form. I am Liam – I reach out to businesses and understand the challenges they are facing with their sales cycle You specifically mentioned about the dropping sales call quality in your request. I believe out VoIP and Call Analysis features can potentially solve your problems. But before making any theories, I would like to understand the nature of your sales problems. Can we get on a call this week to discuss that? My calendar link is below, please feel free to book a slot (I’m working on this Sunday also). [Calendar link] I look forward to see you on our call. Best, Liam |
9. Sales reminder email templates
The modern sale heavily dependent on reminding your prospects about the appointments, webinars, events – basically anything that can your prospect gain knowledge about your brand.
Presenting some reminder scripts that’ll help you along the way.
Template 1
Subject: I tried calling you but… Hey Rhonda, This is Kay from Salesmate. I tried connecting with you today around 10 to discuss how Salesmate can help improve your sales pipeline. I strongly believe, Salesmate can really help you in a lot of areas because XYZ, ABC, and JKL (competitors of Rhonda) are currently using our CRM. Let me know your availability, so we can discuss this over a call. You can schedule our call time from the link below: Schedule our call Looking forward to our fruitful conversation. Cheers! |
Template 2
Hello Oliver, I’m writing to thank you for allowing me to speak to you on last Tuesday. In our last conversation, we decided to talk on Friday at 4, but couldn’t. I’m sure you were occupied with much more important issues. Would you like me to save a slot for Tuesday at 9 PM? Let me know if you find any other time suitable. [Calendar Link] Thank you, Jess |
Template 3
Hi Emma, Thank you for registering to our Weekly Webinar last week. However, I noticed that you couldn’t make it the weekly webinar. As it’s a “Weekly” webinar, we would be doing the same this Wednesday. Would you like me to book your slot? Just say the word, I’ll save a seat for you 🙂 Cheers! Brandon |
10. Explaining the features of your product
This can be a support email or a sales email, depending on the prospect’s current position in the sales funnel. Whether they’re prospects or customers, they deserve to know every bit of your product.
This is the sales email template we’re currently using at Salesmate. Have a look:
Subject: Important features of Salesmate you must know! Hey Ron, This is Kay from Salesmate. This email is purely dedicated to making you more familiar with Salesmate features. I’m going to add links to our support articles, so you can better understand your CRM. 1. Contact Views: Do you know how many customers you have not spoken with this month? or what customers you have on Mars? Use custom views to segment and list your contacts. 2. Visual Sales Pipeline: No deal left behind. Enjoy a visual sales pipeline and customize it to fit your unique sales process. 3. Sales Activity: You don’t snooze, you never lose! Create and assign sales activities, set reminders, and send calendar invites. 4. Workflow Automation: Sit back, relax. Let Salesmate do the hard work. Automate follow-ups, assign tasks, sales stages using workflows. And hey, if any question is vexing your head, feel free to drop a reply on my email. Cheers! |
11. We have a mutual connection
In sales, if you share a mutual connection with your prospect – that’s a goldmine!
Now, it’s time to use the connection effectively to convert the prospect into the customer. Here’s the perfect sales email template for such scenarios:
Subject: JLM’s director Mr. Tony referred your name Hey Jennifer, I just finished a call with Mr. Tony from JLM Inc. and he suggested your name for our services. My name is Don from Apex Advertising. We’re New York’s finest advertising agency with clients like ABC, DEF, and JKL (companies similar to Jennifer’s). Your business advertises a wide range of products on different channels, and Apex can definitely help in every segment. If we can schedule a call, I can explain how you can keep track of every advertisement with us. What would be the best time for you? Cheers! |
12. Free to paid conversion email
This is a very important email. The exact point where prospects turn into paying customers. This email has to be convincing. Without a doubt, your product is the very base of your conversion, but this doesn’t make this email any less important.
This is the email template we use to send out to our free trial users and works amazingly well for us. Have a look:
Subject: Let’s find the right Salesmate plan for you! Hey Zack, This is Kay from Salesmate. I can see you have been using Salesmate for almost over a week now. In the free trial, we make sure that you can use our every feature, with no limits. So you can decide which set of features is the best for your business. We have created two simple pricing plans – Starter & Growth. You can find every detail of what’s included in these plans from the link below. You can pick the right plan for you and officially start using Salesmate. Check out Salesmate Pricing Cheers! |
13. When an action is needed
There are some situations in sales where you have to push prospects into taking some kind of action. One such example is when the free trial is about to finish, and the customer has to make a purchase.
This would be a helpful sales email template for such practices:
Subject: We don’t want you to leave, Pick the right plan! Hey Jeena, I can see you have been using our tool for 14 days, how has been your experience? Are you facing any issue or do you need a feature to be added? Use the link below to share your feedback. We like compliments as well 🙂 Share your feedback If you think our tool is adding value to your business, pick the right plan using the link below. You can find everything from the link below. Check out our pricing |
14. Thank you emails
An acknowledgement email with a small thank you note goes a long way in nurturing customers and prospects. It shows how important they are for the organization.
Template 1
Hi Ava, Thank you for becoming a valuable customer to Salesmate. Now you’re a part of 4000+ happy members family. Our weekly emails will keep guiding you as you utilize Salesmate throughout your journey. But I personally want to ask if you are facing any issues. You can drop a “Hi” or contact our support team if in need. Also, our marketing team is constantly creating useful industry-specific guides. I’ll make such resource reach to you 🙂 Regards, Noah |
Template 2
Hello Pearl, Thank you for your amazing speech at our Conference. It was a real pleasure connecting with you today. Your speech on Lead Nurturing was excellent and we all learned a lot from you. In order to organize such quality events in the future, we need your honest feedback. Please let us know what you liked (so we can continue doing that), and what we should improve. Your feedback would mean world to us 😊 [Feedback Form Link] Cheers! Henry |
15. Break up email template
Is your lead no longer responsive? Don’t let it get you down! Shoot these break up emails to cut the tie, which might also work in your favor and get a response.
Hello Charlie, I wanted to check in as I haven’t heard back from you in a while. I apologize if my previous emails seem persistent. If you still want to discuss the possibilities of working together to resolve your cross-channel sales issues, just let me know and we can definitely arrange a chat. If you have found another solution, I wish you find success in solving your business problems 🙂 Regards, Harper |
Bottomline
At Salesmate, we have used these sales email templates in more than one way, and we’ve got a tremendous response. I hope these templates will bring value to your sales as well.
If you’re looking for a system that can have predefined sales templates and can also send emails using automated sequences, be sure to check out Salesmate CRM.
Salesmate is available free for 15 days where you can try all our features with no restrictions. Don’t miss out on the opportunity to scale your business and try Salesmate now!
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Dhara Thakkar
Dhara Thakkar is a seasoned marketer at Salesmate. She thrives on trying new organic strategies to improve traffic & conversions, and has in-depth knowledge on how search works. When she's not working, you will find her travelling or binge watching F.R.I.E.N.D.S