January 11, 2022

How to Write Best Prospecting Emails: Tips & Tricks For Your Next Mailing!

Email marketing is a great tool for building and retaining relationships with clients, but how do you make sure your prospects open your emails? The best prospecting emails can help you build a better relationship with your prospects and customers. This article discusses how to write a prospecting email that will get the best results.


How to write the best prospecting emails? As a lead generation specialist, you will have many leads to follow up. If your email strategy is not on point, the leads may never reach out to you. 

This is why there are very few follow-up strategies that work well for a company like yours. In this article we will be discussing strategies for writing best prospecting emails.

What Are Sales Prospecting Emails?

Sales prospecting emails are the kind of email that you send to potential customers. These types of emails can be a bit tricky because they need to grab your recipient’s attention right away, but at the same time, it needs to provide enough information so that they will want to read on and learn more about what you have offered them.

The best way is by providing valuable content in these kinds of emails as well as using calls-to-action (CTA) buttons which direct people towards other pages or forms where they can take further actions with regards their business relationship with yours.

For example, if you are selling a product that is related to health and fitness, then the best way of making prospects interested in your offer would be by providing them with some useful information about what they can gain from using your products. 

You could also use CTAs such as “Get more details” or “Start buying now!” so that people will want to click on these buttons which takes them through different pages where they can learn more about how their business relationship with yours might work out for them. 

Most importantly though, you need to make sure not to spam people with these types of emails, because it will only end up annoying them and make them want to block you from their email inbox.

How To Write Best Prospecting Emails

A prospecting email is a tool that can be used to generate new leads.

It’s an important part of your sales process, and it should be written with the following in mind: 

1. Make it personal- Be sure to include some information about yourself and your business in the first few lines of the email, so that you don’t come across as a faceless company with no personality or identity. Remember, this is not an order form! 

Instead, make it feel like you are talking with someone who has similar needs and goals—someone who can help them achieve their dreams. 

Your goal should be to engage your reader by making them feel good about themselves (and their future), while also getting them excited enough to take action on what they read in your message. 

2. Be concise- Write your message quickly, so that the reader doesn’t have to spend much time reading or thinking about it before taking action. 

3. Include a proof of concept- One way to write the best prospecting emails is to include at least one real-life example in your email (such as an article you read on how someone used what they learned from you). 

This will help them feel more comfortable with making contact with you and trusting that this is something worth pursuing further down the road—and make sure there's no risk attached!


4. Keep it short and sweet-  Best prospecting emails are the ones that gets opened and read, not the one that looks like a mini-manifesto or marketing brochure. 

As such, keep your subject line to just a few words (“Hey there!”) so you can get right down to business in an easy-to-digest format without having to wade through any unnecessary details. 

The same goes for all of your other copy: make sure every sentence has only 1 idea (or 2 max). 

Try this on for size: “ Hi! I'm a recent graduate of [insert program name] and I'd love to learn more about your company/position. If you have any questions, please feel free to give me a call at (555) 555-5555 or send an email through my website: 


5. Use the right tone- There's no need for flowery language in your emails; keep it simple, straightforward and professional with very little emotion involved in what you're saying (and even less so when responding). 


There are two ways to go about this:

a. Use a formal tone and write in the third person (“Dear Prospect,” “To Whom It May Concern,” etc.)

b. Address your prospects as though they are an equal or superior to you (e.g., “Mr./Ms/Mrs./Miss [insert name], I'd like to take just a moment of your time…etc.)

This is not only more effective but will make them feel that their opinion matters – which it should!


6. Keep it short and sweet again

Don't send out long-winded emails that are just filled with your own self-aggrandizing prose. 

There's no need to include a resume, or talk about how great you were in school, or tell them all of the ways they can benefit from working with you – it's best if those things come out naturally during the conversation and not at an email exchange.


7. Use action verbs (and only 1 per sentence)- Try to avoid using words like “please” when writing your prospecting emails because these phrases make people feel obligated to respond to you. 

Instead, use action verbs like “request” and “thank you” in your emails – for example:


a. Use the word "request" instead of "ask," or if it's necessary to ask a question then do so with this kind of phrasing (e.g., 'I would love to receive more information about [insert position/company]')

b. Try using one specific verb per sentence; e g . If I had an opportunity at my disposal that was compatible with your schedule, what date(s) would be best? Or , I'd love to get together with you at your convenience.

c. Avoid using passive language (e g . "I am writing this email"). Instead, use active language like the examples above – e g . 'I would love to receive more information about [insert position/company].' 


8. Include a call-to-action- A good way to get your prospecting emails opened is by including an action verb in the subject line like "I would love to hear from you." If people don't respond, follow up with them via email and ask again if they received it. 


9. Include a personal note- Use the following sentence in your emails to put people at ease: "I hope you received my email." 

This will make them feel like they are talking directly with someone who is in charge of that particular department or position at the company – not just some faceless HR rep/manager. 


10. Use subject lines wisely!- You want to use short, one-word subject lines so that prospects have no idea what's coming next when they open your email (and this makes it seem more urgent). 


11. Send only 1–2 emails per day- If you send too many emails in one day, your prospect will probably delete them without even reading them. 

Best Prospecting Emails Template

A great way to start off is by using this template: 

Template #1

Dear Mr./Ms. _____________ , 

My name is [your name], and I am writing from [the company] . We are pleased to meet with you today because we believe our services can be very helpful for your business needs—and we would like some feedback on how well they worked out for us as well. 

As an example, here's what happened when one of our clients used our services: [Insert your real-life story here.] I think it’s important that you understand what we do, so let me give you a little background information. 

We help small businesses get more leads via social media—and with the right tools and strategies, we can make sure they're getting the most out of their efforts to grow online. 

Our main focus is on Facebook , but other networks such as Twitter are also in play (we've got an entire suite of software designed specifically for those two channels). But don't worry if you aren't using any social networking services—we can still help you. 

Now that I've given you some background information, here's my offer for you: If I were to send one of our clients your way and she used what we taught her about social media marketing, would it work out well? Let me know by emailing me at [your name]@[the company]. 

We'd like to get a sense of how effective these services are in real life before we start working together on something more formal (and if this kind of thing works well with other clients as well). So please let us know soon .

I hope this information is useful to you. If so, let me know by emailing me at [your name]@[the company].

Thanks again for your time and consideration. 

Best regards, _____________ _____________


Template #2

 "Dear [customer name], 

I wanted to let you know that [we] have been working on our new software release and we will be rolling it out over the next few weeks . I wanted to reach out and let you know so that if you have any questions, we can address them before the release. Hope all is well with your family."


Template #3

"Hello [customer name], 

Thanks for purchasing our product last week! We want to make sure everything works as expected and would love it if you could take some time today (or later tonight) to complete the following survey. 

It will only take 10 minutes of your time and really help us improve how we serve our customers in the future. Here's the link: http://www.surveymonkey/r/ [your survey] Thanks again for your business!"


Template #4

"Hi, [name]

I wanted to follow up on our conversation last week and let you know we have some exciting news about our new product release . 

We will be rolling out this feature over the next two weeks , so if there is anything specific or special that would make sense for us to include in it, please let me know right away." 


Template #5

"Hello , [customer name], 

We wanted to reach out and let you know that we have been working on a new product release, and it will be available in the next few weeks . I just wanted to make sure you were aware of this so if there is anything specific or special that would make sense for us to include in it, please let me know right away." 


Template #6

"Hi [name]! 

Thank you again for your purchase last week. As promised we have begun rolling out our new software features over the past couple days , which includes some really cool integrations with third party services. If there is anything specific or special that would make sense for us to include in it, please let me know right away."


Template #7

"Hi [customer name], 

I wanted to follow up on our conversation last week and see how everything is going. We have been working hard over the past couple days integrating some new features into our software . If there is anything specific or special that would make sense for us to include in it, please let me know right away." 


Template #8

"Hi [customer name], 

I was hoping we could talk about some updates your team has been working on with our product . Please let me know if there's anything specific or special you'd like included in this update ."

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Himangi Lohar

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