Cold email: Step-by-Step Guide

What is cold email or cold outreach ?

Cold email or cold outreach or unsolicited email, is sending a number of email and sequences to a person or an organization without a perior direct contact or  a relationship between the sender and the recipient, the reason behind this action can differs from one to another according to the type of the business and the goal of the outreach, like introducing a business or seeking partnership or employment, or to promote your product or service.

The first thing that came to mind when you say cold email is “cold calling”, the term cold here refers to the lake of pre-existing of the connection or the relationship, so we need to “warm up”  the connectivity between the sender and the recipient in order to reach some level of trust and connectivity, this type of marketing can be very powerful but in a professional way.

If you are willing to start using cold email to generate more prospects for your business or service, make sure to introduce yourself and the reason you are reaching out, the subject headline must be clear and to the point. Write a brief email body and  in the first sentence it’s important to mention the recipient’s name and how you find there contacts, and it’s important to make the email customized and relevant to the recipient interests and needs, also avoid as much as possible to be pushy and aggressive, never use links in your first emails and don,t use HTML templates or your email will be classified as spam, use just text templates.

be sure to subdivide your email to an introduction and a section to talk about where did you get there details and introduce yourself, the third paragraph will be the pain section and here when you going to talk about the problem or the mistake that you have noticed in their business, and in the fourth paragraph you will talk about the solution to this pain.

How to write a professional cold email 

1. Make a deep search about your recipient:

Before you start writing your email, it’s important to research the company and the person you’re starting to send email to. Look  closely at their website, social media profiles, and any other online profiles they may have. This will help you understand their business and customize your message to their specific needs.

2. Write a compelling subject line:

The subject line is the first thing that attracts the recipients to read your email in the first place, so it’s important to make it catchy, compelling and relevant to the recipient.

3.  Start with a personalization:

Begin your email by addressing the recipient by name and explaining how you found their contact information. This helps to establish some  confidence and makes the recipient more likely to read the rest of your email.

4. Identify the recipient’s pain points:

In the body of the email, explain how your product or service can help solve a problem the recipient is facing. Be specific and provide examples.

5. Show your expertise:

Explain how your experience and expertise can help the recipient and provide some case study for some of your previous works.

6.  Make an offer:

End your email with a clear call to action, you can suggest setting up a meeting or phone call, or offering a free trial of your product or service.

7. Add your contact information:

In the of you email include your phone number, email, and website so the recipient can easily get in touch with you.

8.  Send and track:

Use an email tracking software or an cold email automation provider so you can track the open, spam and click-through rates of your emails and make adjustments to your campaign as needed.

A professional cold email template 

this is a cold email sample of a digital marketing agent reaching out to q gaming developing company.

Subject line: Boosting your online presence in the gaming industry

Dear [Name],
My name is [Your Name] and I am a digital marketing specialist at [Your Company]. I came across your company, [Recipient Company], while researching the gaming industry and was impressed by the high-quality games you have developed.

I noticed that while your games have received great reviews and have a dedicated fanbase, your online presence could use some improvement. As a digital marketing expert, I believe I can help you reach a wider audience and increase your revenue by implementing effective digital marketing strategies.

I would love the opportunity to discuss how my team and I can help your company reach new heights in the gaming industry.

We specialize in search engine optimization (SEO), social media marketing, and paid advertising. Our team has experience working with gaming companies and we have a proven track record of success.

Please let me know if you would be interested in setting up a call to discuss this further. I look forward to hearing from you soon.
 [Your Name]
 [Your Company
] [Your Phone Number]
 [Your Email]


A successful cold email case study

Groove is a company that had great success with cold emailing ,Groove is a customer service software company. The company’s co-founder, Alex Turnbull, used cold emailing as a primary way of getting new prospects.

In the early days of the company, Alex would spend hours each day researching potential customers and crafting prospects details. He would reach out to companies that he thought would benefit from Groove’s software, and offer them a free trial. He would also include a personal message, explaining how he found their contact information and why he thought they would be a good fit for the product.

Through this approach, Alex was able to acquire a significant number of new customers for Groove. In fact, the company’s customer base grew from zero to over 1,000 paying customers in just 18 months. Additionally, the company’s annual revenue grew from $0 to $1.2 million in that time period.

This case study shows that with the right approach, cold emailing can be a very effective way to acquire new customers and grow a business. It highlights the importance of personalization, research, and persistence in cold emailing, as well as the need to offer value and make the recipient understand how your product or service can solve their problems.

7 best cold email automation providers

There are several cold email providers that businesses can use to automate and optimize their cold email campaigns. Some of the most popular providers :


This platform offers a variety of features such as email tracking, automated follow-ups, and personalized templates to help businesses improve their cold email campaigns.


Woodpecker is an email automation tool that allows you to send personalized cold emails and follow-ups, with the option to use pre-written templates to save time.


ToutApp is a sales engagement platform that offers features such as email tracking, automated follow-ups, and personalized templates to help businesses improve their cold email campaigns.


Yesware is an email tracking and automation tool that helps businesses improve their cold email campaigns with features such as email tracking, automated follow-ups, and personalized templates.


SalesHandy is another cold email automation tool that offers features such as email tracking, automated follow-ups, and personalized templates to help businesses improve their cold email campaigns.


MailChimp is a popular email marketing platform that offers a wide range of features, including automation, A/B testing, and personalization.

These are just a few examples of cold email providers, and there are many more options available on the web. It’s important to research and compare different providers to find the one that best fits your needs and budget.

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