Leads & clientsPractical guide · updated for 2026
How to Write a Cold Email That Gets Replies
Name one specific thing you noticed about them, state the outcome in one line, and ask a single easy question. Long introductions and feature lists get deleted.
Have this ready
- A specific observation about the recipient
- One clear outcome you deliver
- An honest piece of proof
Step by step
- 1Open with the observation that made you write, in one sentence and specific to them.
- 2Say what you do in one line, framed as the outcome not the technology.
- 3Add one piece of proof you can stand behind, such as a comparable result or a short example.
- 4Ask one question that is easy to answer, rather than requesting a meeting.
- 5Keep it under roughly 120 words and send as plain text with no images or tracking.
- 6Use a subject line of a few words that reads like an internal note, not a headline.
- 7Follow up once after a few days, then stop.
Want it done with you?
I can walk you through it in a Magic Box, show you the exact clicks, or do it with you and keep the recording. You log in yourself; I never see your password.
Common questions
Should I personalise every email?+
At small volumes yes, with one real detail. At volume, personalise the segment and the observation rather than faking a personal note.
How many follow-ups are acceptable?+
One or two, spaced out, with something new to say each time. After that you are harassing.
Do attachments help?+
No. Attachments in a first cold email trigger filters. Offer to send something instead.