How to Write Cold Emails That Get Replies (With Templates)

Why most cold emails get ignored

The average cold email reply rate is 1-5%. That means 95-99% of your emails get ignored. But the top performers consistently hit 15-30% reply rates. The difference? How the email is written.

The 3-sentence cold email structure

The best cold emails follow a simple formula:

1. Relevance (1 sentence) — Why you're reaching out to them specifically
2. Value (1-2 sentences) — What you can do for them
3. CTA (1 sentence) — One clear, low-friction ask

That's it. No company history. No feature lists. No attachments.

5 proven cold email templates

Template 1: The observation

Subject: Quick question about [their initiative]

Hi [First Name],

I noticed [specific observation about their company — recent hire, product launch, content they published]. [One sentence connecting your observation to a problem you solve].

We help [similar companies] [specific result]. Would you be open to a 15-min call this week?

[Your name]

Template 2: The mutual connection

Subject: [Mutual connection] suggested I reach out

Hi [First Name],

[Mutual connection name] mentioned you might be dealing with [problem]. We helped [their company] [specific result with number].

Worth a quick chat?

[Your name]

Template 3: The case study

Subject: How [similar company] achieved [result]

Hi [First Name],

We recently helped [similar company in their industry] [specific measurable result]. Their situation was similar to [their company] — [brief context].

I have a few ideas that could work for you. Free to chat for 15 minutes this week?

[Your name]

Template 4: The problem-first

Subject: [Problem they likely have]

Hi [First Name],

Most [their role] at [their company size] companies struggle with [specific problem]. It usually means [consequence of the problem].

We built [your product] specifically for this. [One sentence about how it works]. Interested in seeing how it could help [their company]?

[Your name]

Template 5: The break-up

Subject: Should I close your file?

Hi [First Name],

I've reached out a couple times about [topic]. I don't want to be a pest — if [your offer] isn't relevant, just say so and I'll stop.

If the timing's just off, let me know and I'll circle back later.

[Your name]

Subject line rules

Common mistakes that kill replies

• Too long — Over 150 words drops reply rates significantly
• All about you — Nobody cares about your company. They care about their problems
• No personalization — Generic emails get flagged as spam
• Weak CTA — "Let me know your thoughts" is vague. "Free for 15 min Tuesday?" is clear
• Too many links — 0-1 links maximum. More triggers spam filters
• Attachments — Never attach files to cold emails

How AI can help (without sounding robotic)

• Describe your offer in plain language
• Specify the tone (casual, professional, direct)
• Always review and edit before sending
• Use AI for the first draft, then humanize it

HeraMail's AI generates emails based on your sequence instructions and scores them for deliverability before sending.

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Try HeraMail free — AI-generated emails with deliverability scoring: heramail.io