How To Write A Sales Email

Writing the perfect sales email is all about grabbing attention and addressing the prospect's needs right away. It starts with a catchy, compelling subject line, and a clear value proposition that speaks to their pain points. This guide gives you practical tips to improve your emails, boost response rates, and create better connections with potential customers.

If you're struggling with low engagement or missed opportunities, these insights can help you create follow-up emails. Keep reading for simple, actionable advice and templates that will help you craft emails that get results.

How To Write The Perfect Sales Email

Writing the best sales email templates, a great sales email is all about connecting with your prospect in a way that feels personal and relevant. Whether you're reaching out to existing customers or trying to land a new client, a well-crafted email can make all the difference in moving them along the sales pipeline. Here's how to write a sales email that gets results:

Subject line

Your sales email subject line is your first chance to grab a prospect's inbox attention, so make it count. Keep it short, intriguing, and relevant to your audience. Personalizing it with something specific to the prospect’s company or addressing a problem can make it stand out. Skip the generic lines to write sales emails and go for something that speaks to the prospect’s needs. Test out a few different subject lines to see what gets the best click-through rate.

Use nongeneric opening lines

Start your email with something that draws your reader in. Instead of the usual “Hi there,” try something that feels more personal or speaks directly to their situation. You could mention a mutual connection, reference a recent conversation, or bring up something specific about their company that shows you’ve done your homework. This is your chance to make a connection right off the bat.

Body copy

Once you’ve got their attention, keep it there. In the body of your sales email, focus on the value you're offering. Don't just talk about your product - explain how it solves a specific problem for them. Your goal is to show how your solution fits their needs, whether it's saving time, reducing costs, or solving a problem. A good proposition goes a long way here. Personalize your sales email templates and make it clear why they should care.

Closing

End with a call to action that feels natural and easy. Instead of just saying “Let me know if you’re interested,” try something like, “Would you be open to a quick call to discuss this further?” Or, offer to send more information or resources to help them make a decision. If they don’t respond, don’t worry. You can always follow up with an email. Just keep it friendly and not too pushy.

Signature

Your email signature should be simple but professional. Include your name, job title, and a link to your company name, website, or LinkedIn profile. This gives the prospect a way to learn more about you and your company, making your email feel more credible and approachable, and making you seem like a sales professional.

Examples Of Sales Emails Templates

Here are some sales email templates to help you push up your response rates.

The initial outreach email example

The follow-up email example

The proposition email example

The social proof email example

The pain point email example

The referral or mutual connection email example

Sales Follow-Up Email Strategies

Following up is a crucial part of the sales process. Whether you’ve just sent your initial sales email or had a great conversation with a potential customer, a well-timed and thoughtful sales follow-up email template backup email can make all the difference. Here are some strategies to make your follow-ups feel natural and get the response you’re looking for:

1. Be timely

Don’t wait too long to follow up. If a prospect hasn’t responded to your first email, send a follow-up within a few days—ideally 3-5 business days. You want to stay top of mind without coming across as too eager. A quick follow-up shows you’re serious about working with them and helps keep the conversation going.

2. Personalize it

Avoid sending generic follow-up emails. Take a moment to personalize your message based on your previous interaction. Mention something specific about their company or a pain point they shared. Personal touches can go a long way in building a genuine connection and making the prospect's interest again feel valued.

3. Keep it simple and direct

Don’t beat around the bush. Get straight to the point of why you’re following up. Remind them of the value you offer and how your product or service can help solve their specific problem. A simple, call to action (like scheduling a quick call) is key to moving things forward.

4. Offer something new

In your follow-up, try adding value that wasn’t in your previous message. Maybe share a helpful case study, an insightful blog post, or even a free template. Offering something new can help keep the conversation fresh and show the prospect you’re invested in helping them, not just pushing for a sale.

5. Be brief

Keep your email short and to the point. Prospects are busy, and lengthy emails can be overwhelming. A short, well-crafted follow-up that’s easy to read will be much more effective than one that rambles on. Respect their time by getting straight to the point.

6. End with a clear next step

Always include a clear call to action in your follow-up. Whether you’re suggesting a quick chat, sending over additional information, or offering a demo, make sure they know exactly what you want them to do next. Phrases like “Let’s hop on a brief call” or “Would you be open to seeing a demo?” work well here.

7. Don’t be afraid to follow up more than once

Sometimes, you need to follow up more than once. If you don’t get a response after your first follow-up, send another one—maybe a week later. Keep it polite and light. Just a friendly nudge to keep things moving without sounding pushy.

8. Be courteous

Always keep things respectful, even if the prospect doesn’t respond or isn’t interested. Thank them for their time and let them know you’re happy to connect in the future if their needs change. You never know when they might come back to you or refer you to someone else.

When To Send A Sales Email

Timing plays a huge role in the effectiveness of how you create emails. Sending your message at the right moment can make a big difference in whether your prospect opens it or not. Here’s a quick guide on when to send that sales email to increase your chances of success:

1. Early in the week (Monday or Tuesday)

Emails sent early in the week tend to get better responses. Monday and Tuesday are great days to reach out, as people are usually fresh and organized after the weekend. They’re more likely to check and respond to emails early in the workweek when they’re just getting started.

2. Mid-Morning (Around 10 AM)

When you send your email matters, too. 10 AM is often the sweet spot for sending emails. By then, most people have settled into their day and are checking their inboxes. Early morning emails can get buried, and those sent later in the afternoon might be overlooked as people wind down for the day.

3. Before Lunch (Around 11 AM)

If you want to catch someone’s attention, try sending your email just before lunch. Around 11 AM, people are more likely to take a quick break and check their emails. It’s a great time to send a cold email or follow-up email before the lunchtime rush hits.

4. After lunch (Around 1:30 PM - 2 PM)

People are often more alert and ready to tackle their inboxes after lunch. If you’re following up with a sales rep to pitch or checking in, sending an email around 1:30 PM to 2 PM can be a great time to get their attention. They’re back at their desks and ready to dive back into work.

5. Mid-week for existing customers (Wednesday)

For your existing clients, Wednesday can be a perfect time to reach out. By this time in the week, people are typically in their groove and more likely to respond. It’s a great opportunity to offer new products, check in, or just send a friendly reminder.

6. Avoid weekends and holidays

In general, try to avoid sending sales emails on weekends or during holidays. People are less likely to check work emails during this time, and your message might get lost in a sea of others. If you’ve had a conversation earlier in the week and haven’t heard back, follow up the next business day instead.

7. Match the right timing to the process

Your sales email timing also depends on where you and your loyal customers are in the sales pipeline:

• Initial outreach: Send your first email soon after you identify a potential lead.
• Follow-ups: If you haven’t heard back, follow up within 3-5 business days.
• Closing: As you move closer to closing, be ready to send multiple emails at key moments—like after a meeting or demo.

8. Time zone matters

If your prospect’s company is in a different time zone, make sure you’re sending your emails at a time that works for them. You want your email to land in their inbox when they’re most likely to see it, so take time zone differences into account.

Conclusion

Writing the perfect sales email is all about getting the timing, value, and messaging just right to drive better engagement. But when it comes to emails, Bluedot takes things to the next level. It’s not just about transcribing sales calls - Bluedot is one of the best sales tools to use, and also helps you record meetings, especially when someone is sharing their screen. 

This ensures that you don’t miss any important details. Plus, Bluedot securely saves your recordings and transcription, so you can revisit them whenever needed. With features like transcription, auto-generated emails, sales meeting templates, note-taking, and even an AI chat feature, Bluedot makes staying on top of your communication and follow-ups easier than ever. 

It’s the perfect tool to help you streamline your outreach and keep your conversations flowing.

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