Prospecting emails are a rep's favorite tool for generating interest in your product. Learn how to book more meetings with these prospecting email examples.
Think about this: A prospecting email is often your first step toward building a relationship with a lead. Essentially, it's your first impression. It may only be a few lines of text, but it can be the start of something big or a total failure. That's why it's important to get it right. There are dozens if not hundreds of ways to craft one, but we've put together a list of some of our favorite prospecting email examples. Give them a try if you want to book more meetings.
Prospecting emails should be clear and concise. Prospects aren't interested in reading an essay about your company and your products. But within those few lines of text, there are some components that you absolutely must have.
First, it should be personalized. That can range from addressing the recipient by name to mentioning their pain point to throwing out the fact that you adopted your kitten from the same animal shelter where they volunteered in 2004.. Whatever it is, it needs to show that you did your research. You aren't just sending generic emails in bulk and hoping someone bites. You're targeting that person for a reason. The type of email you send, your industry, the size of your operation, and much more will determine just how detailed you want to get, but every email should have some element of personalization.
Next, you need a compelling subject line that grabs attention. Personalization, like mentioning their pain point, works well here too. Just make sure you avoid using words and phrases that land your emails in their spam folders.
Start the body of your email by addressing the subject by name. Then you'll want a great opening line that makes them want to keep reading. You'll follow that up by providing value. This could range from adding customer reviews that prove your product is perfect for someone in their industry to explaining how your product addresses their pain points.
Finally, you'll wrap the email up with a strong call to action (CTA). It should leave no doubt as to what you want the prospect to do next, whether it's book a call, book a meeting, click on a link, accept an invitation, start a free trial, or something else.
Each of the following prospecting email examples will follow this pattern or some variation of it in their own unique way.
Subject Line: Janet, Hook 'em Horns!
Hi Janet,
Just noticed on LinkedIn that you earned your psychology degree from the University of Texas — my son will be a freshman there next year and is also contemplating a psych degree. Do you have any tips for him?
My company [your company name] actually has an office in Austin and loves working with local small businesses to help them manage their human resources needs. We think we'd be a good fit for you at [their company name].
Let's hop on a call or get together and talk about how we can help you streamline your HR processes. Here's my calendar [insert a link to your calendar]. Feel free to book a time that is convenient for you.
Looking forward to working with you!
[Your Name, Company Name, and Contact Info]
Typically, you'll want to find a way to personalize every prospecting email you send, but this one goes the extra mile. It may take a little effort and research, but it's often worth it if you want to raise your engagement rates. It starts with a personalized subject line that uses the prospect's name and a phrase from her alma mater. Rather than getting straight to the point, the body of the email starts with a friendly note about a shared interest. And then it segues into the offer but continues with more personalization by mentioning the name of the city where the prospect's business is located. But it doesn't end there. The email then goes on to mention the prospect's pain point.
Even if this prospect rejects your offer, she may respond to the line that mentions your common interest. And a few months down the road when she discovers that she does actually need your product, she might remember that small interaction and reach out again.
Subject Line: [Referral's Name] Suggested I Contact You
Hi José,
Our mutual friend, [referral's name], suggested I reach out to you because he felt that [prospect's business name] could benefit from [the name of your product]. He mentioned that you were having some trouble managing your human resources tasks as your business grows, and I think I can help.
Let's hop on a call together next week and discuss some potential solutions. [Insert a link to your calendar so they can book a call.]
Can't wait to hear from you!
[Your Name, Company Name, and Contact Info]
This one is pretty self-explanatory. When you mention a name in the subject line of someone who the prospect knows, they're more likely to open the email. And when you mention the same name in the body of the email, they're more likely to consider that your offer has value to them. By mentioning your mutual connection, you're telling the prospect that someone they know already finds you credible. This gives you an edge over your competition, and could even help you jump a few steps ahead in the sales process for this prospect.
Subject Line: Increase Your Tenant Retention with [Your Product Name]
Hi Tiana,
If [name of their company] is like other property management companies in Texas, we imagine you're struggling with tenant retention right now.
At [your company name], we offer [a description of your product] that can help increase retention rates through more thorough screenings, workflow prioritization, and improved communication. Our clients often see improvement within the first three months of using [your product name].
We'd love to help you too. Let's book a call so we can talk about your situation and explore ways to turn it around. [Insert a link to your calendar so they can book a call.]
Looking forward to talking to you!
[Your Name, Company Name, and Contact Info]
Getting straight to a prospect's pain point adds personalization to an email, but it can also speak to their emotions. When done correctly, it can show that you have empathy for their problems and truly want to offer a way to help. This solution-oriented approach can give you an edge over your competition and build trust and credibility. It can also increase open and engagement rates. Think about it — if you're sitting at your computer with a problem in the back of your mind and a potential solution lands in your inbox, you'll probably at least open the email to see what it's all about.
Subject Line: How [Reputable Business Name] Increased conversion rates by 35%
Hi Wendy,
Did you know that [Insert reputable customer business name here] recently increased their conversion rates by 35% within a month? They did it using [your company's product name].
We'd love to book a meeting with you to discuss how [your company's product name] can help your business achieve similar results.
Looking forward to speaking with you!
[Your Name, Company Name, and Contact Info]
Half of all consumers say they trust other consumer reviews as much as they do recommendations from their own friends and family. Why? It's called social proof. The idea behind social proof is that when people see others doing something, they tend to want to do it too. It can be as simple as reading online reviews for a product you want to buy or noticing friends and followers on social media talking about a new service they love.
In sales and marketing, social proof can help you go a long way in getting a prospect's attention. You can do this through customer reviews, case studies, sharing user-generated content, and working with celebrities or influencers. Not only does it help you build credibility and convert skeptical prospects, but it can also increase the chances of moving a prospect through your pipeline.
In this case, we mentioned the name of a reputable company in both the subject line and the opening line of the email to grab attention. If the company is a competitor, it might create even more interest. If you don't have a customer they might recognize, consider having satisfied customers video positive reviews that you can share in your emails. This will at least put a face to a name.
Subject Line: How [Product Name] Can Automate Your Workflow
Hi Benjamin,
Just wanted to follow up on my previous email about how [product name] can help you automate your workflow.
You might be interested to learn how [current/previous customer in your industry] utilized our solutions to cut costs, increase employee productivity, and create a more transparent work environment. [Insert a link to the case study.]
We'd love to help you achieve similar stats.
Let's jump on a quick call next week. I'm available every day. [Insert a link to your calendar so they can book a call.]
Can't wait to discuss this further with you!
[Your Name, Company Name, and Contact Info]
When you send a follow-up email to a prospect who didn't respond to your initial outreach, it's essential to add more value but remain brief. For this example, we did that by inserting a relevant case study. While you have no idea why they didn't engage with your previous email, one possible reason could be that it just wasn't intriguing enough. Adding additional info can spark interest, but it can also build your credibility and show that you understand the prospects' wants and needs.
Subject Line: Can we help you improve your outbound metrics?
Hi Nicole,
I'm [your first name] from [your company name], and I'd like to help you improve your company's outbound metrics, just like we've helped other companies, like [insert the names of other customers here].
Let's book a call so we can talk about [your product name]. [Insert a link that allows the recipient to access your calendar and book a call.]
Looking forward to talking to you!
[Your Name, Company Name, and Contact Info]
The straightforward approach isn't right for every prospect, but for many, it can be a breath of fresh air. It's also a great tool for A/B testing. You can test it against one of your busier emails to see which one performs better.
It gets right to the point, and if it doesn't work initially, you can follow it up with different content.
Subject Line: Save the Date! Exclusive [Industry Name] Industry Networking Event on Sept 8
Hi Jack,
Do you have plans for September 8?
We hope not because we're excited to announce that we're hosting an [Industry Name] Networking Event that evening at the beautiful Azul Hotel. It's the perfect opportunity to expand your network and connect with other industry leaders.
Be sure to let us know you're coming [include a link where prospects can RSVP] and don't hesitate to reach out if you have any questions.
We'll see you there!
[Your Name, Company Name, and Contact Info]
Hosting an event for your prospects and leads is an excellent way to build connections and strengthen relationships, but it's usually beneficial for them too. Using an invitation for prospecting adds value from the very start, and it can help keep your name fresh in their minds.
In this case, we piqued with an exciting subject line that mentions their industry, so it also has a personal touch that will likely encourage the recipient to open it. The body of the email isn't filled with irrelevant details (if you need to say more, you can include them on your RSVP page). You also have a clear CTA (asking them to RSVP). If they're even slightly interested in the event, they'll click on the link to check it out.
Subject Line: Eliza, we're making an exception for you…
Hi Eliza,
You must be ready to see what all the hype is about. You may even be wondering if [your product name] can truly automate your workflow.
Rather than tell you about it, we want you to experience it for yourself. That's why, instead of our typical 7-day free trial, we're ready to offer you an exclusive 30-day free trial. That's an entire month to determine whether you [your product name] is right for your business.
Get started with your trial today [insert a link to the page where they can sign up]. We know you'll love it.
Please feel free to reach out with any questions!
[Your Name, Company Name, and Contact Info]
People like to feel special. Offering something exclusive is one way to make them feel that way, but these types of emails go beyond that. They add value immediately. They have a sense of urgency to them, so the recipient feels like they must act soon. When you expand on an offer, like turning a week-long trial into one that lasts a whole month, it can help improve your brand's reputation. These emails can also increase engagement. A 30-day free trial is appealing, but the prospect may still have questions or objections.
When making offers like this, be careful not to use words and phrases in your subject line that will land your email in a spam folder. "Free" just happens to be one of them. Since we can't do that, we added the recipient's name for a touch of personalization and gave them a hint that something interesting may be lurking inside the body of the email.
