Cold email structure: Cold Email That Actually Works

January 23, 2024
minutes
Cold email structure: Cold Email That Actually Works

Instant communication in business has become the norm, and email remains a powerful tool in the business world. Among its varied uses, one stands out for its potential to unlock opportunities and foster business connections - cold email structure.

Cold emailing often receives a bad reputation and is misunderstood as an intrusive form of communication. However, when done correctly, it can be a game-changer. It can facilitate valuable relationships, generate leads, and open doors to otherwise closed possibilities. It's a delicate skill requiring the right balance of tact, relevance, and timing. 

The key to successful cold emailing lies in its structure. A well-structured cold email is like a well-constructed building - each element serves a purpose, contributes to the overall strength, and enhances the aesthetic appeal. It grabs attention, holds interest, and, most importantly, prompts action. 

In this article, we will dissect the anatomy of a successful cold email, highlighting its crucial components and demonstrating how to structure it for optimal results. We'll also delve into common mistakes to avoid, best practices for email deliverability, and steps to craft your compelling cold email.

Understanding Cold Email Campaign 

Cold emailing is an outreach strategy that involves sending spontaneous emails to someone without prior contact with you. The basic purpose of doing so is to initiate a conversation and potentially build a relationship with recipients. 

Well-crafted cold emails can be your ticket whether you want to land a job, pitch a product, or promote your brand. But does it sound spammy to you?

A common misunderstanding is equating cold emailing with spam.

Both spam and cold emails indeed involve unsolicited messages. Still, there is a clear difference between them. Spam emails are usually irrelevant and unselective and often sent in bulk without regard for recipients' interests or needs. Conversely, cold email is personalized, targeted, and crafted with a clear understanding of the recipient's pain point. Cold emails usually offer a solution or opportunity, generally beneficial for the recipient, instead of just pushing the hard sale. 

Cold emailing has an important role in sales and marketing. Most sales teams use it to reach out to potential customers. Marketers leverage it to promote content, products, or services.

A successful cold email campaign can generate new leads, boost sales, and significantly expand a business's reach. Cold emailing is also a potent tool for networking. It allows you to connect with professionals and influencers in your industry, opening doors to collaborations, partnerships, and valuable learning opportunities.  

Crafting the perfect cold email structure involves several key elements. It requires a compelling subject line to grab attention, a personalized introduction to establish relevance, a concise body to outline your proposition, and a clear call to action to prompt a response. Numerous cold email templates and email examples are available online to guide you in structuring your message. 

However, take some time and effort and learn how to create custom-tailored cold emails. 

Research your recipient thoroughly, understand their pain points, and craft your message to address them. The templates should only be a starting point to make things easier. If you want to keep your cold email effective, you should tailor it to your recipient's specific needs.  

A cold email is a great opportunity to make a positive impression on your brand and business. It can pave the way for a fruitful relationship with recipients when it is done right.

Elements of a Successful Cold Email Structure 

Crafting a cold email structure that drives results is an art that requires careful attention to several crucial elements. Every element has its unique role in making the mail successful – one can capture recipient interest, and the other will convey your message or prompt a response. 

Here are the main elements of a successful cold email:

1. Subject Line: The subject line is the first thing your recipient sees, and it greatly influences the recipient's decision to open or skip your email. A great cold email subject line piques curiosity, creates urgency, or offers value. It should be concise, clear, and compelling. Avoid generic phrases like "business proposal" or "quick question" and instead aim for something more specific and intriguing. Remember, your email subject line aims to spark interest, not to tell the entire story. 

2. Opening Line: Once your recipient has decided to open your email, the opening line is your next chance to hook them in. This is where you need to make a strong first impression. An effective opening line is personalized, relevant, and immediately resonates with the recipient. It could reference their recent achievement, a mutual connection, or a shared interest. 

3. Personalization: Personalization goes beyond just using the recipient's name. It involves demonstrating that you've taken the time to understand their needs, challenges, or interests. A personalized cold email shows that you're not just sending out mass emails but are genuinely interested in the recipient. Having readers who want to hear what you are saying can significantly increase the effectiveness of your cold email. Also, they will be more likely to respond. 

4. Value Proposition: Value proposition is the core of your email. This is where you clearly state what you're offering and why it matters to the recipient. Your value proposition should be concise, captivating, and centered around the recipient's pain points or goals. Ensure your email highlights the benefits they'll gain from your product, service, or proposition rather than just listing features or capabilities. 

5. Call To Action (CTA): The CTA is possibly the most important part of your cold email. It's what makes the recipient want to take the next step. That step can be anything you want - replying to your email, scheduling a call, or checking out your product. CTA should be clear and compelling. It guides the recipient on what to do next, making it easier for them to engage with you. Mastering these elements is key to crafting cold emails that get responses. 

Remember, email marketing, especially cold emailing, is not about just selling. It is the best tool to initiate a conversation, build a relationship, and provide value to your customers and subscribers. Each cold email you write should respect your recipient's time and provide relevant information. Always make it easy for them to respond. This approach will ensure your cold email campaign is a success.

How to Structure a Perfect Cold Email (Step-by-Step Guide) 

Creating an effective cold email structure that works involves more than just writing compelling content. It requires you to learn how to write and have a strategic approach, from understanding your recipient to crafting a professional sign-off. Here's a step-by-step guide to help you structure your cold email: 

Step 1: Research Your Recipient 

Before you start writing the email, you must understand who you're emailing. There are many ways to research potential clients, including checking out their LinkedIn profile or reading recent articles about their company. Your goal is to identify their needs, challenges, or interests and use that information to align them with your offering. 

Step 2: Write a Compelling Email Subject Line 

The subject line of your cold email is your first impression, significantly impacting your open rate. Your goal is to make your email stand out in a crowded inbox. So, craft a subject line that sparks curiosity and makes them interested in opening the mail. It should convey value or create a sense of urgency. Of course, the subject should be short but specific and relevant to the content of your email. 

Step 3: Personalize Your Introduction

In your cold email introduction, make sure to show that you've done your homework. Reference something specific about the recipient or their work that prompted you to reach out. Avoid generic phrases like "Hope this email finds you well" and opt for a more personalized opening. 

Step 4: Present Your Value Proposition 

Here's where you get to the heart of your message. Clearly state what you offer and why it's relevant to the recipient. Always remember that a cold email's goal is not to sell immediately but to initiate a conversation. You can focus on how your offering can solve a problem, provide a benefit, or offer a unique opportunity for the recipient. 

Step 5: Include a Clear Call to Action 

Your CTA guides the recipient on what to do next. Whether you want them to reply, schedule a call, or check out your website, make sure your CTA is clear, concise, and easy to follow. Also, limit yourself to one CTA to avoid confusing the recipient. 

Step 6: Sign Off Professionally 

Your sign-off and email signature are an opportunity to leave a lasting impression. Be courteous, keep it simple, and include a professional email signature. Your professional signature should include your full name, position, company name, and contact information.  

Step 7: Postscript (Optional) 

A postscript (P.S.) can be a powerful tool in your cold outreach arsenal. It draws attention and can be used to share additional information, offer a bonus, or reinforce your CTA. Use it wisely. 

Remember, writing the perfect cold email requires practice and patience. Use the responses you get to refine your approach continuously.

Best Practices To Write a Cold Email for Email Deliverability

Delivering a cold email is just as important as crafting it. You could write the best cold email, but if it lands in the spam folder or gets lost in the recipient's inbox, your efforts will be in vain. Here are some best practices to ensure your cold email doesn't just get delivered but also gets noticed: 

1. Avoiding Spam Filters: Spam filters are becoming increasingly sophisticated, and they can easily flag your cold email as spam based on various factors. To avoid this, keep your subject line and content clear and professional. Don't use excessive capitalization, multiple exclamation marks, or spam trigger words like "free," "guarantee," and similar. Also, ensure that your emails are professional and well-formatted. Check all links or images and make sure none is broken. 

2. Verifying Email Addresses: Before sending out your first cold email, ensure all email addresses in your email list are valid. Sending emails to invalid addresses can harm your sender reputation and decrease your deliverability rate. You can use email verification tools and strategies to ensure the accuracy of your email list. 

3. Following Up: You will probably not receive a response from everyone to your first cold email. But don't be disheartened. People are busy, they tend to keep stuff for later, or your email might have been overlooked. In that case, you can send a polite follow-up email. It could increase your chances of getting a reply. But be respectful of their time and follow up at most two or three times. Everything more than that could be considered spammy. 

4. Maintaining Professional Tone and Language: A professional tone is crucial when writing a cold email. Avoid slang, jargon, and overly complex sentences, and make sure your email is professional. Your language should be simple, direct, and courteous. Also, keep in mind your brand tone of voice. If your organization is professional, use a strictly professional tone. If your brand is more relaxed, you can use a more casual tone but remain professional. 

5. Automating Your Cold Email Campaigns: If you're sending cold emails at scale, consider using an email automation tool. This will help you manage your email list, schedule your emails for optimal times, and automate follow-ups. However, ensure each email is personalized and doesn't feel like an automated message. Segmentation of your email list could help you create more personalized automated emails. 

Consider these best practices, and you can optimize your cold email deliverability. Also, they can help you increase your chances of getting a response. Remember, cold emailing is a long game. It might take time, but with patience and persistence, your cold email will help you connect with potential clients, partners, or influencers and drive your business growth.

Common Mistakes to Avoid in Cold Emailing

Cold emailing is a powerful tool for reaching out to potential clients, partners, or influencers when it's done the right way. Some common mistakes people make when sending cold emails can undermine your efforts. Here are some of them you should avoid in a cold email: 

Too Long or Too Short Emails 

Striking the right balance in email length can take time and effort. People can lose interest before getting to your value proposition if your email is too long. They might not fully understand what you're offering if it's too short. The simple rule is to keep the email concise yet informative. Make sure every sentence serves a purpose and moves the conversation forward. 

Lack of Personalization when Writing Cold Emails

Don't forget you're reaching out to a real person when you send a cold email. If you don't personalize your email, it will feel generic and impersonal. That will reduce the chances that the recipient will engage with it. So, take the time to research your recipients and tailor your email to their needs, interests, challenges, or behaviors. This ensures your cold email is relevant and resonates with them. 

Weak or No Call To Action 

The goal of your cold email is typically to prompt the recipient to take a specific action. Whether you want them to reply, schedule a call, or check out your product, you need a clear and compelling CTA. A weak or missing CTA can leave the recipient unsure about what to do next, decreasing the likelihood of a response. 

Sending Your Email at the Wrong Time 

Timing matters in cold email outreach. If you send your cold email late at night or over the weekend, it might get buried under other emails. Try to send your emails during working hours and consider the recipient's time zone. 

Not Proofreading Your Email 

Typos, grammatical errors, or broken links can make your email look unprofessional and hurt your credibility. Always read your email before hitting send. This is especially crucial when writing your first cold email to a potential contact. 

Avoiding these common mistakes can significantly improve the effectiveness of your cold emails.

Cold emails that get responses

The art of cold emailing is a delicate balance of research, personalization, and professionalism. It's about understanding your recipient's needs and interests first. After that, follow with crafting a compelling subject line that piques their curiosity and introducing yourself in a personal and relevant way. 

Your value proposition should be clear and tailored to the recipient, showcasing what you offer and why it matters to them. A strong call to action is also crucial, guiding your recipient on what steps to take next. And, of course, signing off professionally leaves a positive, lasting impression. 

Ensuring your email gets delivered and read involves careful attention to details like avoiding spam filters, verifying email addresses, timing your emails correctly, and following up respectfully. Avoiding common mistakes, such as overly long or short emails, lack of personalization, weak CTAs, and not proofreading, will greatly increase your chances of success. 

Cold emailing is both an art and a science, requiring patience, persistence, and practice. But with these strategies, you're ready to craft compelling cold emails that open doors and drive business growth. So, don't wait - send your first cold email and apply these insights to your cold email structure strategy today.

Subscribe to our newsletter
Arrow
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.

Video blogs

Why Senders?
10s of millions of emails sent and successfully delivered across thousands of target markets for hundreds of clients.
GET STARTED
Our Clients
From venture-backed startups, SaaS leaders, B2B companies, to B2C brands looking to grow through higher email deliverability and better outreach – we’ve had the pleasure of helping them all.
Erol Toker
CEO,
Truly.co
Testimonial rating
The core of any outbound email motion is the ability to send emails at a high enough volume and actually have those emails delivered to a target’s inbox - that's what Senders does for us.
Ravi Saini
Business Development Manager,
Software Mind
Testimonial rating
We've been working with Senders for about two years so yeah we're happy. You guys have a good set of people in your team and we like this setup around weekly meetings.
Bilal Memon
Founder,
Lovers of Data
Testimonial rating
There's a lot of really really awesome things. I would say the team is just very open for us. Testing things out - different segments, different copy and they turn around time is just very, very quick which I really, really appreciate and that's been consistent since day one.
Testimonial ratingTestimonial - text
Sending a few emails here and there is easy -- sending at a consistently high volume and having them delivered every time is really really hard. Senders handles that for us in spades.
JP Bertram
Vice President of Marketing, ChangeEngine
Our Case Studies
SUSO Digital
Industry - Marketing & SEO
Project length - 2 years
Key result - Market growth, funnel saturation
GROWRK
Industry - Information Technology & Services
Project length - ongoing
Key result - New market penetration
Pangea.io
Industry - Fintech
Project length - Ongoing
Key result - Safely scaled email outbound, moved off of Google, improved processes 
Case Study 04
Industry - Staffing Industry
Project length - Ongoing
Key result - Safe cold email outbound, moved off of Google
Arc
Industry - Fintech
Project length - Ongoing
Key result - Scaled cold outreach, expanded market footprint
Stitchroom
Industry - Interior Design
Project length - Ongoing
Key result - Revenue growth, reaching more valuable clients
All Case Studies