Cold Email Templates That Convert at Scale
The no-BS guide to writing cold emails that convert at 10K-100K+ sends per month
The Reality Check
At true scale, you can't:
- Research each company
- Wait for perfect timing
- Pretend you know them
What you CAN do:
- Segment by industry/role/size
- Write templates that sound personal
- Test everything
- Send massive volume
The math:
10,000 emails at 1% response = 100 replies
10,000 emails at 2% response = 200 replies
That 1% difference = 2x your pipeline
The Golden Rule
Read It Out Loud
Before you send ANY email:
- Read it out loud
- If it sounds like a robot → scrap it
- If you wouldn't say it in person → rewrite it
- If you stumble over words → simplify it
The test: Would you say this at a coffee shop? If no, delete it.
Proven Templates
Template 1: Problem-Solution
Hi {{first_name}},
Most {{industry}} companies lose {{metric}} because {{common_problem}}.
We help {{role_plural}} {{specific_outcome}} without {{pain_point}}.
{{segment}} companies usually see {{result}} in {{timeframe}}.
Worth 15 minutes?
Example:
Hi Sarah,
Most logistics companies lose 30% of their fuel budget because route planning is still manual.
We help ops managers cut fuel costs without adding headcount.
Fleet companies usually see 20-35% cost reduction in 60 days.
Worth 15 minutes?
Template 2: Direct Question
Hi {{first_name}},
Quick question: are you still {{doing_inefficient_thing}}?
We built {{solution}} for {{segment}}.
{{number}} companies switched in {{period}}.
Want to see how it works?
Example:
Hi Mike,
Quick question: are you still managing sales comp in spreadsheets?
We built automated commission tracking for scaling sales teams.
47 SaaS companies switched last quarter.
Want to see how it works?
Template 3: The Comparison
Hi {{first_name}},
Most {{segment}} use {{old_solution}} for {{process}}.
The problem: {{specific_pain}}.
We're the {{better_solution}} - {{key_difference}}.
{{number}} companies switched. Worth comparing?
Example:
Hi David,
Most fleet managers use legacy GPS platforms for tracking.
The problem: you're locked into expensive monthly contracts with zero control.
We're the white-label alternative - own your platform, set your pricing.
73 companies switched last year. Worth comparing?
Template 4: Stat-Lead
Hi {{first_name}},
{{surprising_stat}} in {{industry}}.
We help {{role_plural}} {{solve_problem}}.
{{proof}}.
Relevant?
Example:
Hi Jessica,
68% of cart abandonment happens at the shipping cost page.
We help store owners recover lost sales by fixing how shipping displays.
Our clients see 23% more completed checkouts on average.
Relevant?
Template 5: Cost-Savings
Hi {{first_name}},
{{segment}} companies usually overpay {{amount}} on {{expense}}.
We audit {{process}} in under 5 minutes.
Average savings: {{specific_amount}}.
Want the audit?
Example:
Hi Tom,
B2B companies usually overpay $40K-$80K annually on unused SaaS licenses.
We audit your stack in under 5 minutes.
Average savings: $67K per year.
Want the audit?
What Are The Best Cold Email Subject Lines?
5-Variant Rotation System
Why rotate? ESP spam filters detect identical emails. 5 variants break the pattern.
Set 1: Questions
- "Quick question"
- "Still using {{old_solution}}?"
- "How do you handle {{process}}?"
- "{{company}} - {{topic}}?"
- "5 minutes?"
Set 2: Value
- "Save €{{amount}} on {{expense}}"
- "{{metric}}% improvement"
- "Alternative to {{competitor}}"
- "{{outcome}} without {{pain}}"
- "Cut {{expense}} by {{percentage}}%"
Set 3: Ultra-Short
- "{{first_name}}"
- "Quick win"
- "Tomorrow?"
- "{{company}}"
- "Relevant?"
Set 4: Problem-Focused
- "{{pain_point}} fix"
- "The {{problem}} solution"
- "{{expense}} waste"
- "{{process}} problem"
- "Losing €{{amount}}?"
Pro tip: Test all 5 variants. The winner often surprises you.
How Many Emails Should Be in a Cold Email Sequence?
Most responses come from emails 2-4, not email 1.
Email 1 (Day 0): Main Pitch
Hi {{first_name}},
Most {{industry}} companies {{common_problem}}.
We help {{role_plural}} {{outcome}}.
{{segment}} usually see {{result}}.
Worth 15 minutes?
Target: 30-40 words
Email 2 (Day 4): Value Add
{{first_name}},
Sending something useful - {{resource_name}}.
Shows how {{industry}} companies {{achieve_outcome}}.
No strings. Worth a look?
Target: 20-30 words
Email 3 (Day 8): Social Proof
Quick example:
{{similar_company}} had {{pain_point}}.
Switched to us → {{specific_result}}.
Relevant for {{company}}?
Target: 15-25 words
Email 4 (Day 14): Breakup Email
{{first_name}},
Haven't heard back - assuming this isn't a priority.
Should I close your file?
(Happy to circle back in a few months if timing's off)
Words to Ban
Corporate Zombie Words
Never Use | Use Instead |
|---|---|
| Utilize | Use |
| Leverage | Use |
| Solution | Say what it does |
| Implement | Set up / Start |
| Facilitate | Help / Make easier |
| Optimize | Improve / Make better |
| Enable | Let you / Help you |
| Methodology | Method / Way |
| Infrastructure | System / Setup |
| Capabilities | Features |
| Touch base | Talk / Chat |
| Circle back | Follow up |
| Synergies | DELETE THIS |
The rule: If it sounds like LinkedIn, delete it.
Fluff Phrases to Delete
- "I hope this email finds you well"
- "I wanted to reach out"
- "Just touching base"
- "As previously mentioned"
- "At your earliest convenience"
- "Please don't hesitate to"
Before/After Examples
Example 1: SaaS Sales
BEFORE (Bad):
Hi Jennifer,
I wanted to reach out regarding your organization's current CRM utilization and customer relationship management methodology.
We've developed a comprehensive platform that enables sales organizations to optimize their pipeline management infrastructure and facilitate enhanced revenue generation capabilities.
Would you be amenable to scheduling a brief exploratory conversation?
Problems:
- • 78 words of corporate speak
- • Sounds like a robot
- • Zero personality
- Result: Delete button
AFTER (Good):
Hi Jennifer,
Quick question: are you still tracking deals in spreadsheets?
We built CRM for sales teams that actually close faster.
Teams usually cut their sales cycle by 30% in the first 60 days.
Worth 15 minutes?
Why it works:
- • 36 words
- • Sounds human
- • Clear value
- Result: Gets responses
Example 2: Fleet Management
BEFORE (Bad):
Dear Operations Director,
I am reaching out to discuss how our innovative GPS tracking solution can revolutionize your fleet management operations and deliver unprecedented ROI through our cutting-edge technology platform.
We have successfully partnered with numerous industry-leading organizations who have experienced transformative results.
Problems:
- • Generic title greeting
- • Buzzword overload
- • No specific value
- Result: Spam folder
AFTER (Good):
Hi Marcus,
Most fleet managers overpay 40% on GPS tracking because they're locked into old contracts.
We're white-label - you own the platform, set your pricing, no monthly fees.
68 fleet companies switched last year.
Worth comparing?
Why it works:
- • 35 words
- • Specific problem
- • Clear differentiation
- Result: Gets meetings
Example 3: E-commerce
BEFORE (Bad):
Greetings,
I hope this message finds you well. I wanted to introduce our innovative e-commerce optimization solution that has been specifically engineered to address cart abandonment challenges through strategic optimization of the customer purchase journey.
Problems:
- • Formal greeting
- • Vague value
- • Corporate jargon
- Result: Ignored
AFTER (Good):
Hi Anna,
You're losing about €X daily to cart abandonment - usually shipping page issues.
We fix your checkout flow to recover more sales.
E-commerce stores see 20-30% more completed purchases.
Want the audit?
Why it works:
- • 31 words
- • Quantified problem
- • Simple solution
- Result: Gets replies
Industry Templates
SaaS/Tech
Hi {{first_name}},
Most B2B SaaS companies lose 40% of trials because follow-up is manual.
We automate trial-to-paid without feeling robotic.
SaaS teams usually see 25-40% more conversions.
Worth 15 minutes?
Word count: 32
E-commerce
Hi {{first_name}},
Cart abandonment costs you about €X daily - usually shipping page problems.
We fix checkout flows to recover sales.
Stores see 20-30% more completed purchases.
Want the audit?
Word count: 28
Logistics/Fleet
Hi {{first_name}},
Fleet companies overpay 30-40% on GPS because legacy platforms lock you in.
We're white-label - your brand, your pricing, no monthly fees.
73 companies switched last year.
Worth comparing?
Word count: 33
Professional Services
Hi {{first_name}},
Law/accounting firms waste 20+ hours monthly on manual client intake.
We automate everything from lead to signed contract.
Firms save 25 hours monthly on average.
Relevant?
Word count: 29
Manufacturing
Hi {{first_name}},
Most manufacturers track inventory in spreadsheets and lose 15-20% to stock errors.
We automate inventory tracking without expensive ERP systems.
Manufacturers cut stock errors by 80% in 90 days.
Worth a look?
Word count: 33
Technical Setup
Domain Strategy
| Volume | Setup Required |
|---|---|
| 10K/month | 1 main domain + 2-3 subdomains |
| 50K/month | 3-5 sending domains + 10-15 subdomains |
| 100K+/month | 10+ domains + 30+ subdomains + multiple ESPs |
The rule: Max 50 emails per domain/day while warming. Max 500/day at scale.
Deliverability Checklist
Before sending:
- SPF record configured
- DKIM configured
- DMARC configured
- Domain age >30 days
- Warmed inbox (real sends + replies)
- Custom tracking domain
- Unsubscribe link in footer
While sending - Monitor:
- • Bounce rate (<5%)
- • Spam rate (<0.1%)
- • Open rate (15%+)
- • Response rate (1-3%)
Kill switch: If bounce >5% or spam >0.3%, STOP immediately.
How Do You Test Cold Email Performance?
What to A/B Test (Priority Order)
1. Subject Lines (Biggest impact)
- • Test 5 variants
- • Minimum 500 sends per variant
- • Winner = highest open rate
2. Email Length
- • Test 50 vs 80 vs 120 words
- • Minimum 1,000 sends per variant
- • Winner = highest response rate
3. CTA Format
- • "Worth 15 min?" vs "Want to see how?" vs "Should I send details?"
- • Minimum 1,000 sends per variant
4. Value Prop
- • Problem-first vs Solution-first vs Stat-lead
- • Minimum 2,000 sends per variant
The rule: Test ONE variable at a time.
When to Kill a Campaign
Stop immediately if:
- Bounce rate >5% (list quality problem)
- Spam rate >0.3% (copy or targeting issue)
- Response rate <0.5% after 2,000 sends (template problem)
- Open rate <10% (subject line or deliverability issue)
Why: Bad campaigns destroy your domain reputation.
The Copy Rules
Always:
- Read every template out loud
- Keep under 80 words total
- One value prop only
- One CTA only
- Use specific numbers
- Write at 8th grade level
- Short sentences (10-15 words max)
Never:
- Use attachments in first email
- Include more than one link
- Write in all caps
- Use excessive punctuation (!!!)
- Use corporate jargon
- Pretend you know them personally
- Say "I hope this finds you well"
The Harsh Math
At 1% Response Rate:
- 10,000 sends = 100 responses
- 100 responses = 20-30 qualified conversations
- 20-30 conversations = 3-6 deals
At 2% Response Rate:
- 10,000 sends = 200 responses
- 200 responses = 40-60 qualified conversations
- 40-60 conversations = 6-12 deals
The Difference:
Going from 1% to 2% = 2x your pipeline
How to Get from 1% to 2%
- Tighter list segmentation (removes bad fits)
- Better subject lines (more opens)
- Clearer value props (more replies)
- Stronger CTAs (easier yes)
The Bottom Line
At scale without personalization:
Success = (List Quality × Template Clarity × Volume) - Spam Issues
You can't personalize. You can't research. You can't time it perfectly.
What you CAN do:
- Target ruthlessly (tight ICP)
- Write templates that sound personal
- Test relentlessly
- Send massive volume
- Optimize based on data
The rule: 1-3% response rate is normal and profitable at scale.
Send 50,000 emails at 2% = 1,000 conversations = enough pipeline to hit quota.
That's the game.
Need Help?
Want custom templates for your industry or done-for-you cold email setup?