How to Write an Outreach Email That Converts

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Written by:Daniel Martin


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You want to write an outreach email, but you don't know how to do it. Or, you do have the know-how but feel that it wouldn't be captivating enough for the recipient to open it? Don't worry! We've got you covered. This article will share steps and tips on how to write an outreach email.

Table of contents

What's an outreach email?

Email outreach is a message you send to someone who is not your customer to acquire leads and promote your product or service. The objective of cold email marketing is to have a business conversation with a prospect. Cold emails are usually sent to people who don't know you and have not been introduced to you through someone else.

This means that the person receiving your cold email hasn't agreed to receive it in any way. An outreach email is one of the most important parts of B2B marketing strategies. It's where you make the first impression, so it's important to get it right.

Why use outreach emails?

There are several reasons why you might want to use an outreach email.

  • Grow your audience. If the recipient of your email has a large following, it can help grow your audience by getting them involved and interested in what you have to offer.

  • Get new clients. If they like what they see, they may become your customers too!

  • Get a link back to your website using email outreach so that people who visit their site will see yours. This helps with SEO.

How to write an outreach email?

Here are 5 steps to create a successful cold email outreach.

  • Write a compelling subject line

If you're cold-emailing someone, it's important to remember that your first impression is critical. The subject line of your email is the most important thing you can get right. A super personalized subject line can increase the rate of opening by 50%.

A good subject line has three qualities:

  • It's clear and concise.

  • It describes what you have to offer.

  • It shows that you read, understood, and related to what they wrote.

There are a few different types of cold email subject lines. Here are a few examples:

  • I'm interested in your company/product/service

  • I have an idea for you

  • I want to talk about my startup

  • Let's set up a call

  • I've been following your work for months

  • Include an introduction of yourself

Write a short and friendly introduction introducing yourself and why you want to connect with the person on the other end of the email chain. This is where you can mention how you found out about this person and why they might be interested in talking with you. If there are any mutual connections between you two, e.g., if one of your friends knows someone at this company, mention that! This can help establish some rapport early on in the conversation.

  • Create an objective for the email

The first step is to create an objective for your email. The objective should be something that gets you closer to your ultimate goal. Think about what you want from the recipient of your message. Is it information? Do you want them to do something for you? The more specific your objective, the easier it will be to craft a compelling message that gets results.

  • Keep the body of your email crisp and concise

You want your outreach email copy to be short enough that people can read it in one sitting or at least within a few minutes. This means no long paragraphs or sentences, no complicated words or phrases, and no complicated formatting, either like tables or images.

Use bullet points instead of paragraphs whenever possible. If you have several things that you want the recipient to know about, then use bullet points instead of paragraphs. This way, it's easier for them to scan through everything quickly without getting distracted by carefully reading every word. Also, remember not to use too many bullets! You don't want your email to look like a grocery list or legal document. Keep it short and sweet with just a few points per email.

  • End with a strong call to action

Most people will open an email but not click through to read the whole thing. Thus, ensure a clear next step for them if they want to learn more about what you're offering or request a meeting/call with you. Here are some examples of good CTA phrases:

  • Let's talk more about this through a call

  • I'd love to talk about working together

  • Would you be open to discussing this further?

Tips to write an outreach email

Here are some tips for writing an outreach email that will get you a response:

1. Research the recipient

Before sending out any emails, it's important to know who you're targeting and what they need from your business. This way, you'll be able to customize your message, so it addresses their specific needs and interests.

Try generating leads via LinkedIn by being active on it. It also helps to find someone who works at their company or has worked there in the past. These people can help open doors for future conversations with decision-makers at larger companies and provide valuable insight into the industry.

2. Personalize your message

When you send a cold email, it's important to personalize your message. Don't just copy and paste the same email to everyone you're reaching out to. Instead, write each email as if you're speaking directly to the person you're contacting. This will show them that you took the time and effort to learn about them and their work, which will make them more likely to respond positively in return. To do this, you can include some form of personalized content in every email:

  • First name - use it in your subject line and throughout the body of your message.

  • Last name - use it in your subject line and throughout the body of your message.

  • Company name - use it in your subject line and throughout the body of your message.

3. Add value

Once you've introduced yourself, give some context about why this person would be interested in speaking with you or working with you on something else. If you're asking for an interview, include links to some of your previous work related to their area of expertise. If you are asking for an introduction, mention who else might benefit from hearing from both of you together.

Related guide: How To Write a Unique Selling Proposition for Your Brand

4. Follow up

The purpose of a follow up email is to reiterate your interest in the job and give the employer a reminder of what you bring to the table. If you applied for a position online, it's likely that your resume was reviewed by someone in HR and they've determined that you're a good fit for the role. Your follow up email should let them know that you're still interested and would like to be considered for an interview.

Wrap up

Generic outreach emails rarely work, and that's because they don't take the time to personalize their outreach in any way. They treat everyone the same and assume that anyone would be interested in what they say.

Sending personalized emails is a much better approach with easy-to-use email outreach tools. It's difficult to get it right every time, but you'll do well to achieve success by following the tips for email personalization we’ve listed in our guide.

What you should do next

Hey there, thanks for reading till the end. Here are 3 ways we can help you grow your business:

  1. Talk to an email expert. Need someone to take your email marketing to the next level? Mailmodo’s experts are here for you. Schedule a 30-minute email consultation. Don’t worry, it’s on the house. Book a meet here.

  2. Send emails that bring higher conversions. Mailmodo is an ESP that helps you to create and send app-like interactive emails with forms, carts, calendars, games, and other widgets for higher conversions. Get started for free.

  3. Get smarter with our email resources. Explore all our knowledge base here and learn about email marketing, marketing strategies, best practices, growth hacks, case studies, templates, and more. Access guides here.

About the author

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Daniel Martin

Dan has 15 years of experience in digital marketing. He has built teams and coached growth-stage companies to foster innovation.