How to Write Sales Emails That Get Responses and Conversions (+Templates)

Not all sales emails are created equally. Check out our templates and learn how to write sales emails that get responses and convert leads quickly.

sales emails that get responses

Sales emails are an essential tool in a marketer’s toolbox. When done right, sales emails can be a great way to reach out to potential customers, increase brand awareness, and generate new revenue.

To be effective, a sales email must be well-written and properly targeted. In this post, we'll take a look at some key ingredients that make for effective sales. We'll also offer some tips and templates so you can create your own personalized sales emails.

How To Write Sales Emails That Get Responses

Not all sales emails are created equally. The key to writing effective sales emails is to focus on the recipient. What do they need or want? How can you help them? If you can answer those questions, you're well on your way to writing a sales email that will get responses.

Sales emails that get responses are:

  • Personalized: Make it about them, not you. The focus of the email should be on what the recipient can gain from working with you, not on what you can gain from working with them.
  • Relevant: The email should be relevant to the recipient's needs, wants, or interests. If it's not, they're likely to delete it without reading it.
  • Value-Oriented: The email should offer value to the recipient in some way. This could be in the form of helpful information, a discount, or something else that will benefit them.
  • Timely: Make sure you're sending sales emails at the right stage of the buying cycle. Too soon, and the prospect might not be ready. Too late, and they may have had time to find an alternative solution.
  • Well-written: A sales email that's poorly written is not likely to get a response. Make sure your email is free of typos and grammatical errors and that it's straightforward and easy to read.
  • Targeted: The email should be targeted to the specific recipient. Generic, mass emails are less likely to get a response than an email specifically addressed to the person it's being sent to.

How To Write A Sales Email That Gets Replies

sales email templates

Subject Line

The subject line is one of the most critical parts of a sales email. It’s the first thing that potential customers will see, so it needs to be catchy and compelling. You should always test different subject lines to see which ones get the best response rates. (more on that in a minute)

Not sure what to say in your subject lines? See our favorites here!

Compelling Email Copy

The body of a sales email should be short and to the point. Potential customers are busy, so they won’t want to read a long, drawn-out email. The language you use is also important. It needs to be exciting and engaging so potential customers will want to read it. You should also focus on the benefits of your product or service and explain how it can solve the customer’s problem.

A Call-To-Action

A strong call-to-action is essential for any sales email. You need to clarify what you want your readers to do and give them a reason to take action. Whether you want them to buy your product or learn more about it, make sure they know what to do next.

Custom Signature

A custom signature can help you build relationships with potential customers. It allows you to add additional information about your company or product and help you generate leads. You can include links to your website or blog or add a photo. Adding a photo can help your email come across more personable and approachable.

Email Tracking

Email tracking is a valuable tool for salespeople. It allows you to see when your email was opened, how many times it was clicked, and where the customer is in their buying cycle. This information can help you tailor your sales pitch and follow up with potential customers.

The Do’s And Donts Of Sales Emails

Do you have email manners?

We've all been there. You're sitting at your desk, minding your own business, when you get an email from a salesperson. And it's not even a good sales email. It's one of those "I hope you're having a great day!" or "If you're interested in our product, please let me know!" types of emails.

You know the ones.

And you can't help but think, "Who are these people? Why are they messaging me? I don’t need this!"

Unfortunately, many salespeople don't know the dos and don'ts of sales email etiquette. As a result, they end up sending out annoying, intrusive emails with a one-way ticket to the trash bin.

In this section, we explore sales email etiquette.

Do: A/B Test Your Subject Lines

70% of marketers report experimenting with subject lines and messaging regularly.

Here’s why:

Your subject line is the first, and sometimes only, chance to make a good impression on your prospect. The average open rate is 19.84%. If your open rate isn't what it should be, your bland or (potentially) irritating subject line may be to blame. To discover what makes your audience want to read your emails, try A/B testing different subject lines.

Instantly analytics

Do: Segment Your Email List

If you want your sales email to be effective, you need to segment your contact list. This means sending different versions of your email to diverse groups of people based on their needs, wants, and interests. Personalized email outreach produces a 6X higher conversion rate than non-personalized emails.

Don’t: Be “That” Sales Person

Hard to swallow pills:

If you come across as too pushy, your email will likely be deleted without being read. So take a step back, and make sure your sales message is something that will actually interest your recipients. Use language that is natural and easy to understand. Avoid using generic phrases like "act now" or "limited time only." Instead, focus on what makes your product or service unique and why the recipient would benefit from it.

Do: Write Like A Human

When you’re writing a sales email, it’s important to sound human. Nothing sends a sales email to the delete pile faster than evidence of something gone wrong with an automation tool. We’re talking brackets displaying form field labels, spelling errors, weird extra spaces, or the incorrect name in a subject line revealing an evident lack of human existence and concern.

Don’t: Send Attachments Without Asking

If you’re going to send an attachment with your sales email, make sure you do so after you've made contact. Otherwise, you run the risk of your email being marked as spam. Attaching files to emails might hurt your credibility as an email sender, resulting in serious deliverability issues.

bounce rate

Don't: Use Slogans Or Too Much Jargon

When you’re writing your sales email, avoid using slogans or too much jargon. This will only turn off your prospect and make it more difficult for them to understand what you’re trying to say (sell).

Sales Emails Templates That Get Replies

We’ve established what makes a good sales email. Now, you can start using templates to save time and customize them to suit your situation and prospect.

Sales emails can be used for a variety of purposes, like making an initial intro, announcing a special offer, or asking for a referral. Let’s take a look at some examples:

Suppose you’re reaching out to a potential customer for the first time; you might use a template like this:

Hi {first name},

I hope this email finds you well! I wanted to reach out because I saw that your company is doing some amazing things in the {industry}.
I don't know if you know this but, {your company} has feature that will help your team at {prosepcts comany} take things to the next level.
I know that {your product/service} will be able to address {pain point} help you achieve your goals.
Are you available for a quick call on {time and date}?
Let's get in touch,

If you’re following up with a potential customer, you might use a template like this:

Hi {Prospect Name},

It's been a while since we discussed {your product} and its potential benefits for {company X}.
I'm reaching out again because I think there might still be a good fit, especially now that you've had time to think about it.
If you can spare a few minutes, I'd love to walk you through our product's benefits in detail so that you will understand the potential results of our partnership.
I'll follow up with you shortly.

And if you’re trying to close a deal, you might use a template like this:

Hi {Name},

I hope this email finds you well. I wanted to reach out and let you know that we’re running a special offer for {your product/service}.
I thought of you instantly. I think this could be an excellent opportunity for your company.
Here are the details: {offer details}
Do you have any time for a quick call next week? I’d love to chat with you about this. If not, maybe we can schedule some time later in the month?
When you have a chance, let me know!

Sometimes we don’t always have instant access to the “right” decision-makers. If you have found a company contact, but you’re pretty sure purchasing power is in someone else's hands, give this email a shot:

Subject Line: [Name], can you help?

Hey [first name],

My name is {your name} and I {your role} efforts with {your company}. We recently launched a new {product+benifit}.
I’d like to chat with someone from {company X} who is responsible for {something relevant}
I'm guessing, but based on your {social media X} profile, and you seem to be the person to connect with or point me in the right direction.
Are you available for a fifteen-minute call on {time} to discuss how {your company} can help you {value proposition}? If not, could you assist me by giving me the name of the person to contact?
Thanks in advance. I appreciate your help.
Kind regards,

What if you know someone has been interested in your product but is “still shopping around.”

Try This:

Hey {name},

I noticed you were checking out our {your product} and wanted to drop a quick note to see if you had any questions. Our product is designed to help {prospects' pain points}, and we've seen great success with other customers.
Would you like me to book some time on my calendar so we can speak more about how our product could help you?
Or, you can find my calendar here: {calendar link}

You have contacts, group chats, slack channels, and word on the street is company X looking for solutions. But how do you bridge the gap? Try the old friend of a friend:

Hi {first name},

We don’t know each other, but I wanted to reach out because a few weeks ago, I was chatting with {mutual connection}, and they mentioned that {company X} is looking for a solution to {pain point}.
I know that our product/service will be able to help. Are you available for a quick call on {day} at {time}?
I'll follow up with the details when we chat.

Final Thoughts

Now that you know how to write an effective sales email, it's time to put your skills to the test. Send out a few emails using the templates above and see how many responses you get back. You may be surprised by the results.

Remember, sales emails don't have to be boring or robotic. Spice up your emails(or templates) with a touch of personality, and rest assured you’ll see more replies in your inbox. Just follow these simple steps:

  • Be personable; write like a human.
  • Be clear about your intention.
  • Provide value to the recipient
  • Use strong subject lines
  • Include a CTA

Have you tried using any of these techniques? Let us know how they worked for you!