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6 Pro Tips to Write Effective Sales Emails [Templates]

6 Pro Tips on How to Write a Sales Email [With Templates]

Table of Contents

Decision-makers in your B2B market are inundated with a staggering number of business emails, averaging around 121 daily

With constant distractions from smartphones, messaging apps, and notifications, making your email stand out and leave a lasting impression is challenging.

Again, the average open rates of sales emails hovers only around 20% – as evidenced by the data below:

how to write a sales email

Now, your question would be – how to cut through this noise and increase my chances of staying within that 20%? 

Our first recommendation would be: “Focus on writing effective sales emails.” It’s critical for your B2B cold email outreach strategy

But what exactly makes a B2B email effective?  Let's address this question by first discussing the elements of a sales cold email.

Elements of B2B Cold Emails for Sales

To understand and master the art of writing effective sales emails, you must first know its key elements:

1. Subject Line

The subject line of your B2B email holds immense importance. It's the first thing that readers notice when an email lands in their inbox. Hence, it plays a significant role in deciding whether the recipient will open your entire message or not.

In fact, research reveals that nearly 47% of email recipients decide to open an email solely based on its subject line. 

That's why you MUST invest enough time crafting compelling subject lines. Here’s how:

Crafting Compelling Email Subject Lines

A captivating subject line gives your subscribers a teaser of what's coming next. If your content is interesting enough, it can nudge them to open your message. Moreover, a great email subject creates a positive first impression.

Here are some tips for creating powerful subject lines:

1. Utilize Customization: Use clear and personalized language to capture the recipient's attention and make them feel valued.

2. Create Curiosity: Ask a question or add a number to pique curiosity in your reader’s mind. Emphasize a benefit to create intrigue. 

3. Apply A/B Testing: Conduct A/B testing on different subject lines. Filter out the version that's most effective –- generates higher open rates and engagement.

4. Highlight Unique Value Propositions: Communicate how your offering differs from competitors. Highlight your product's stand-out features and benefits.

Examples of Effective Subject Lines

Using the tips mentioned above, here are a few results-driven subject lines:

  • "John, Here's a Trick to Cut Marketing Costs by 10%!"
  • "Double Your Sales with Our Tailored Marketing Solutions"
  • "Want to Know the Secret to Increase Your ROI 3x?”
  • "Discover the Key to Streamlining Your Workflow"
  • "Why Our Product Outperforms Competitors Every Time"
  • "See How Our Success Stories Can Inspire Your Business"

2. Email Body – With CTA and Signature

A captivating subject line can persuade a B2B buyer to open your email. That’s true. However, the relevance and coherence of the content will truly engage and retain their attention.

Interestingly, around 61% of readers tend to skim through the email body, dedicating only around 8 seconds to read it.

So, here’s the challenge. How can you pique your reader's interest and capture their attention within a brief timeframe? Let’s check out some tips:

Writing Engaging Email Bodies

Our experts at Revnew have come up with some innovative strategies to help you draft persuasive email bodies. Let's go through them:

  • Thoroughly Research to Gauge Your Customers' Pain Points: Conduct a granular, in-depth study to understand your consumers' major issues. With these insights, you will be able to write a relevant and targeted email body
  • Address Audience Roadblocks: Once you have identified your customers' leading challenges, try to address them directly in your content. It showcases you are an expert in solving such problems,
  • Explain How Your Product/Service Resolves Client Issues: Communicate in clear words how your your offering can help them solve their pain points. Alongside, make it a point to highlight your product/service's value and benefits.
  • Use Storytelling and Illustrations: Be creative. Utilize compelling narratives and relevant imagery to engage the reader. Vividly demonstrate your product or service's positive outcomes and benefits.
  • Conclude With an Impactful Call to Action (CTA): In your CTA, clearly state the desired action and the benefit to your recipient. Plus, make the request in your CTA specific and actionable. Also, create a sense of urgency or exclusivity to prompt an immediate response

Downloadable Template of an Effective B2B Sales Email Body

Check out this template for a compelling email body, which you can use as a reference to draft your own content:


Dear [Customer's Name],

I hope this email finds you well. I wanted to reach out to you regarding a common pain point in the education industry that many educators face:

Grading student assignments is often time-consuming, taking away valuable instructional time.

Explanation of Solution

At [Company Name], we have developed a cutting-edge educational platform that can revolutionize how you tackle this challenge. Our solution offers:

- Automated Grading: Our platform utilizes advanced AI technology to automate the grading process, saving you hours of manual grading time.

- Personalized Feedback: With our platform, you can provide detailed and personalized feedback to each student, enhancing their learning experience.

Storytelling and Illustrations

Let me share a story of how one of our customers, Ms. Johnson, experienced the grading challenge and found success with our platform.

Ms. Johnson, an experienced math teacher, used to spend hours grading assignments, leaving little time for one-on-one student support.

However, when she came across our solution, she decided to try it. After implementation, she discovered that our platform's automated grading feature significantly reduced her grading time. Therefore, she can now give her undivided attention to her students.

So, do you want to check out our solution's modus-operandi visually? Here's an infographic illustrating the before-after results. [Attach or provide a link to the infographic.]

Call to Action (CTA)

I would love to show you firsthand how our solution can transform your grading process and enhance student learning. Could we schedule a brief demo or call to discuss this further?

Please let me know a convenient time for you, or feel free to book a time slot directly using the link below:

[Include a CTA button or link to a booking calendar or demo request form.]


Thank you for considering [Company Name] as your partner in education. 

Best regards,
[Your Name]
[Company Name]

Best Practices for Writing Effective Sales Emails

Now that you know the primary components of sales emails, let’s discuss some best practices on how to draft the best content – for maximized open rates.

1. Provide Valuable Content to Serve Prospects

For writing effective sales emails, offer relevant content that serves your prospects. Here's how you can do it:

  • Share well-researched industry reports, case studies, or whitepapers. Ensure these materials are relevant to your prospects' needs/interests.
  • Ensure your content helps prospects gain insights and solve their problems. 
    Remember, if you want to position yourself as a solution-giver, problem-solving MUST be your prime focus area while composing sales emails. 
  • Make it easy for prospects to access additional information by including links or attachments in your email.

2. Personalize Your Emails for a Stronger Connection

According to statistics, personalized emails have a higher open rate of around 26%. Plus, it can generate a 760% increase in email revenue.

Hence, customizing while writing sales emails is essential for establishing a stronger connection with your recipients. Consider the following:

  • Address recipients by their name. In addition, personalize the content by referencing their company or industry. As such, you create a sense of individual attention in your communication.
  • Leverage past interactions or shared connections to establish rapport. Mentioning a previous conversation or mutual contact helps build trust. Hence, it demonstrates your genuine interest in their business.
  • Tailor the email content to their specific needs and pain points. Research to understand their challenges and requirements. Then align your message to highlight how your product or service can address their unique demands.

3. Keep Emails Concise and Scannable

Keeping your emails brief and skimmable increases the chances of recipients reading and comprehending your message quickly. Hence, it improves engagement. Plus, it allows you to communicate your value proposition or CTA effectively. Here are some tips:

  • Use standard fonts and a simple design to ensure readability. Avoid fancy or complex fonts that may be difficult to read on different devices or platforms.
  • Break your text into short sentences and utilize bullet points. It helps make your content digestible. Moreover, it allows recipients to grasp the main points quickly.
  • Use subheadings to organize your email and make it easier to navigate. It helps recipients quickly locate the information they are most interested in.
  • Use simple language to convey your message effectively. Avoid unnecessary jargon or complex terminology that may confuse or overwhelm your recipients.
  • Keep your email focused on one main topic or objective. Plus, avoid unnecessary tangents or excessive information. It ensures your message is clear and impactful.

4. Reach Out to Decision-Makers

You should focus on your niche's primary decision-makers for your emails to strike a note. In your messaging, focus on their needs and goals. It demonstrates that your firm prioritizes strategic and thoughtful approaches. Here are a few tips to contact these key personnel:

Identify the key decision-makers and influencers in the organization you're targeting. Research their positions and roles. Only then you will be able to understand their level of authority and influence over purchasing decisions.

Tailor your messaging to their specific responsibilities. Make sure to showcase how your solution can help resolve their pain points and achieve their objectives. 

Utilize your network or referrals to establish a connection. Mutual connections provide credibility. Therefore, they increase the chances of your message being heard. Moreover, leverage any existing relationships to get recommendations and include them in your email.

5. Avoid Spammy Words

Steer clear of overly sale-sy or generic language that may appear pushy or insincere. Avoid words and phrases that seem over-sensationalizing, over-promising, or use weird formats to appear unique. Here are some examples:

  • “Urgent: Limited Time Offer! Act Now for a Free Gift!”
  • “Earn Extra Cash Through Our Business Solutions!"
  • "Make $$$$ with Our Cutting-Edge Platform!”
  • "Exciting Online Biz Opportunity!”
  • "CashCashCash: Discover New Revenue Streams!”
  • "Attention: Access Our Exclusive F r e e Resource Library!"
  • "For Just $XXX, Check Out Our Premium Service!"
  • "Fast Cash Strategies for B2B Growth!”
  • "Join Now with No Fees!”
  • "Secure Unsecured Credit for Your Expansion Plans!"
  • "You Won't Believe Your Eyes: Tailored Solutions 4U!”
  • "Tap into a Billion-Dollar Market!”
  • "Special Promotion: Upgrade Your Tech Stack NOW!"

Instead of sounding overly pushy, focus on providing value and addressing the specific needs of your recipients.

Also, be authentic, genuine, and conversational in your tone. Build rapport by communicating in a friendly and approachable manner.

In addition, use creativity to grab attention while maintaining professionalism. Think outside the box. Craft unique, engaging messages that stand out from generic sales pitches. However, ensure your creativity aligns with your target audience and industry.

6. Optimize for Mobile and Desktop Devices

Mobile devices account for up to 78% of email opens worldwide. Hence, to ensure your B2B sales emails are effective across all devices, consider the following:

  • Use responsive email templates that automatically adjust to different screen sizes. It enables your readers to check out your communication on mobiles, tablets, or desktops.
  • Test the appearance and functionality of your emails on various devices. It ensures your email displays correctly and functions as intended on any gadget.
  • Prioritize a seamless user experience for recipients, regardless of their device. Ensure your email is easy to navigate, with clear and clickable elements. Moreover, streamline the design and minimize the need for excessive scrolling or zooming.

5 Templates to Help You in Writing Effective Sales Emails

Let’s now check out some of our best downloadable templates. They will guide you in creating the perfect sales email for generating your desired open rate:

1. To Find a Decision-Maker in a Company

| Subject Line: |
| Hi [Decision-Maker's Name], Quick Question for You |

| Email Body: |
| Hi [Decision-Maker's Name], |

| I hope this email finds you well. My name is [Your Name], and I'm reaching out from [Your Company]. I came across your profile on [LinkedIn/Company Website] and was impressed by your expertise in [Relevant Field]. |

| We recently developed a solution helping companies in [Industry/Field] streamline their operations and improve productivity. Given your role as [Decision-Maker's Position], I thought you might find it valuable. |

| Our solution offers several key benefits, including: |
| - Increased efficiency in [specific process/task] |
| - Cost savings through [specific feature/aspect] |
| - Enhanced [specific outcome/result] |

| I would be delighted to provide more information or arrange a brief call to discuss how our solution can benefit your company. Please let me know a convenient time for a call, or feel free to book a slot directly in my calendar using the link below: |

| [Insert Booking Calendar/Demo Request Link] |

| I look forward to connecting and sharing more about our solution. |

| Best regards, |
| [Your Name] |
| [Your Position] |
| [Your Company] |

2. To Request for Booking a Meeting Appointment

| Subject Line: |
| Quick Follow-up: Let's Schedule a Meeting |

| Email Body: |
| Hi [Prospect's Name], |

| I hope this email finds you well. I wanted to follow up on my previous email and check if you had a chance to review the proposal I sent regarding [Topic/Product/Service]. Based on our previous conversations, our solution can greatly benefit your company in [specific area]. |

| I would love to discuss it further with you and answer any questions you may have. Let's schedule a meeting at your convenience. |

| Here are a few available time slots for the next week: |
| - [Date and Time 1] |
| - [Date and Time 2] |
| - [Date and Time 3] |

| Please let me know which option works best for you, or if you prefer a different time, feel free to suggest an alternative. |

| Looking forward to connecting and exploring how we can help your business succeed. |

| Best regards, |
| [Your Name] |
| [Your Position] |
| [Your Company] |

3. To Offer a Free Trial or Demo

| Subject Line: |
| Try [Product/Service] for Free - Experience the Benefits |

| Email Body: |
| Hi [Prospect's Name], |

| I hope this email finds you well. I am offering you an exclusive opportunity to try our [Product/Service] for free. We believe it can greatly benefit your company in [specific area] and would love to showcase its capabilities firsthand. |

| With our free trial/demo, you can: |
| - Explore all our [Product/Service] features and functionalities. |
| - Experience how it can streamline your [specific process or task]. |
| - Gain insights into its potential impact on your business operations. |

| Here's how you can get started: |
| 1. Click on the following link: [Provide a clickable link to the free trial/demo signup page]. |
| 2. Complete the form and create your account. |
| 3. Begin your free trial/demo and unlock the full potential of [Product/Service]. |

| Should you have any questions or need assistance during the trial/demo period, our dedicated support team will be available to provide guidance and address any concerns. |

| Don't miss this opportunity to experience the benefits of [Product/Service] firsthand. Sign up for your free trial/demo today! |

| Best regards, |
| [Your Name] |
| [Your Position] |
| [Your Company] |

4. To Focus On and Address a Pain Point

| Subject Line: |
| Solving [Specific Pain Point] - Let [Product/Service] be the Solution |

| Email Body: |
| Hi [Prospect's Name], |

| I hope this email finds you well. I wanted to discuss a pain point I believe [Prospect's Company] might be experiencing in [specific area]. We understand that [specific pain point] can be a significant challenge, impacting [desired outcome or objective]. |

| At [Your Company], we've developed a solution addressing [specific pain point]. Our [Product/Service] helps companies like yours overcome these challenges and achieve [desired outcome or objective]. |

| Here's how our [Product/Service] can help: |
| - [Feature/Benefit 1]: Explain how it directly addresses the pain point and improves efficiency or effectiveness. |
| - [Feature/Benefit 2]: Highlight another key feature or benefit, demonstrating the positive impact on [desired outcome or objective]. |

| We've assisted numerous companies in [Prospect's Industry] by providing them with the tools and support they need to overcome [specific pain point]. I believe that [Prospect's Company] could greatly benefit from our expertise and tailored solution. |

| I would love to discuss this further and explore how our [Product/Service] can specifically address your needs.
Let's schedule a brief call or meeting at your convenience. |

| Please let me know your availability, and I'll be happy to set up a time for us to connect. |

| Looking forward to hearing from you and discussing how we can alleviate [specific pain point] together. |

| Best regards, |
| [Your Name] |
| [Your Position] |
| [Your Company] |

5. To Ask a Relevant Question to a Prospect

| Subject Line: |
| Seeking Your Expertise - [Question about Prospect's Industry/Challenge] |

| Email Body: |
| Hi [Prospect's Name], |

| I hope this email finds you well. I've been following your work at [Prospect's Company] and have been impressed by the innovative solutions you've implemented in [Prospect's Industry]. |

| I'm reaching out because I have a question that your expertise can shed light on. In [Prospect's Industry], I've noticed a growing trend toward [specific industry trend or challenge]. |

| My question is: [Pose the specific question you'd like to ask relevant to the prospect's industry or challenge]. I believe your perspective could provide valuable insights to myself and our team at [Your Company]. |

| We're constantly seeking to stay ahead of the curve and provide the best solutions for businesses in [Prospect's Industry]. |

| I understand you're busy, but it would be highly appreciated if you could spare a few moments to share your thoughts. |

| Thank you in advance for your time and consideration.|

| Best regards, |
| [Your Name] |
| [Your Position] |
| [Your Company] |

Final Word

Writing effective sales emails requires empathy and a deep understanding of your recipients. You should aim to recognize and address your client’s challenges. And you will effortlessly succeed in drawing in the best buyers. 

Now, if you're ready to make your B2B sales emails stand out, we invite you to explore our expert email outreach strategy. Book a demo today and see how Revnew can help you streamline your email-composing process, increase conversions, and maximize revenue.

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