How to Write Cold Emails & Get Replies – 6 Easy Steps

Your cold email was short. It had a solid offer.

Still no reply.

The issue isn’t what you’re offering, it’s the way you’re framing it.

A cold email that works isn’t just short, it’s intentional.

Every line should serve a purpose: capture attention, make your email relevant, and push toward a response.

We asked those who use Manyreach to send thousands of cold emails everyday, and found out what gets ignored and what drives conversations. 

Based on that, in this blog, I will walk you through six simple steps on how to write cold emails that actually convert.

No vague tricks. No cookie-cutter templates that barely work.

Just a clear, repeatable structure to help you write faster, better, and land more replies.

What is Cold Email?

A cold email is simply a message you send to someone who doesn’t know you yet.

When done right, it becomes the first step toward building real business relationships.

Writing effective cold emails helps you:

• Build meaningful connections
• Pitch your product or service
• Reach decision-makers
• Create future opportunities
  
  

That’s why knowing how to write cold emails that are clear, personalized, and action-driven is essential

How to Write Cold Emails That Convert— 6 Simple Steps

Follow these six steps, and you’ll never have to second-guess your cold emails again. Let’s break them down:

Ideal Format of Cold Email:

1. Subject line that gets clicks
2. A personalized opening line
3. One-sentence value pitch
4. A simple, low-friction CTA
5. Polished sign-off
6. Professional email signature

Step 1: Craft a Subject Line That Gets Clicks

The subject line is the first thing your recipient notices. It decides whether your email even gets opened.

Keep it short within 4 to 6 words that are relevant, and curiosity-driven.

Example:

❌ Web Design Services Available

✅ John, struggling with your website design?

The second works because it uses the recipient’s name and speaks directly to their pain point.

Here are some use cases and their subject line examples, you can use: 

‍

Step 2: Open with Human Personalization

Once the subject line gets attention, your opening line decides if they’ll keep reading. So, a generic “Hi {{FirstName}}” won’t help you to get replies from your prospects.

You’ve to show genuine interest by adding context that’s specific to them.

Here are the rules for a strong opening:

• Use their first name (spelled correctly)
• Add a personal note about their role, company, or achievement
• Keep it friendly, not robotic
  
  

For example:

Hi John, congratulations on your promotion to Regional Manager! Now that you’re looking to scale your team, I’d love to share how we can help.

Step 3: Deliver Value in One Sentence

Prospects are busy, so don’t flood your emails with details. 

Keep your emails compact so that the reader can understand the matter by just skimming through the email.

Use 2–3 lines to explain:

• Who you are
• The exact value you bring
• A proof point or result

For example:

I’m {{Your Title}} at {{Your Company}}. We recently helped {{Similar Company}} boost their outreach efficiency by 37% without impacting deliverability.

That’s all you need to establish trust and relevance.

Step 4: Close with One Clear, Low-Friction CTA

Your CTA should feel easy and natural; not pushy.

So avoid writing things like: “Let’s get on a 30-minute call tomorrow.”

Instead, you can use low-commitment CTAs like:

• “Would it be helpful if I shared how others in your industry are using this?”
• “Can I send a quick 2-minute Loom walkthrough?”
• “Happy to send over a one-pager if you’d like a look.”

These CTAs will make replying effortless, and the recipient wouldn't feel that you’re forcing them to interact with you.

Step 5: Closing Line/Email Sign Off

Your sign-off shapes how professional or pushy you come across to your prospects

So the best way to sign-off is to keep it simple, polite, and human.

Here’s a quick reference of tone and sign-offs, you can use:

‍

Step 6: Email Signature

You have to think of your email signature as your digital business card. It will help you to credibility and will also make it easy for recipients to contact you.

So, here are a few things you shouldn’t forget to include in your signature:

• Full name
• Job title
• Company name
• Website
• Contact number
• LinkedIn or social link
• Optional: small logo or branding

For example:

Luka Pecavar

Founder | Manyreach

manyreach.com 

+xxxxxx

linkedin.com/in/lukapecavar/ 

Cold Email Examples for Real Use Cases

Writing from scratch can be difficult for you, as there’re several other things you have several other duties as a business owner. 

That’s why I’ve included a few examples that you can use for your future emails:

1. SaaS Sales Cold Email

This template is perfect for those who work as sales reps or founders looking to connect with prospects. This example highlights relevance, credibility, and value, without coming across as pushy.

‍

2. Product Outreach

You can send this email when your product’s ready to test, and you’re aiming to have industry-savvy users give it an initial run.

‍

3. Partnerships

You can use this example, when you see a clear opportunity for a partnership. For example, you see two products, yours and prospect’s, work together and enhance the overall user experience.

‍

4. Cold Email for a Job

You can refer to this example if you’re reaching out to a team or organization you admire. It’s concise, respectful, and demonstrates proactiveness.

‍

5. Networking

You can use this example when you want to network with someone. This is best for those who’re looking to foster meaningful relationships, and trade insights. You can also use it to identify mutual opportunities while keeping the conversation non-salesy.

‍

Basic Rules to Follow While Writing Cold Emails

There are some basic rules that differentiate between a cold email that gets marked as spams and the one that gets a solid response. 

Let’s go through these rules one by one:

1. Sound Like a Human Writing to Another Human

The first rule is simple: don’t sound like a robot. Write the way you naturally speak. 

So please avoid stiff phrases like: 

“We at XYZ would like to present…”. 

Your tone should always feel personal and approachable.

2. Make the First Line All About Them

You should always by showing you’ve done your research. Write something specific about their company, role, or recent achievement. 

You should also avoid using generic lines like: 

“Hope you’re doing well.” 

This makes your email feel like it’s written for them, not just another name on a list.

3. Stick to One Clear Message

Please don’t overload your email with multiple pitches. And just put one main idea and one call-to-action; that’s it. 

The clearer your message, the easier it is for the recipient to respond.

4. Subject Line Should Spark Curiosity

Your subject line should make your prospects want to open the email. So, keep it simple, short and intriguing. 

Do avoid boring headers like: 

“Intro from XYZ Company.” 

Instead, you can try something like: 

“Quick idea for {{Company}}”.

5. Give Them the Ease to Respond

Please make sure that your emails make it easy for them to respond. In short, make responding effortless! 

You should use low-friction CTAs like:

“Should I send more info?” or “Open to a quick call next week?” 

Moreover, please don’t ask for long demos or 30-minute meetings right away, it gets really pushy.

6. Send Respectful Follow-Ups

Understand that most replies don’t come from the first email, so you have to follow-up. 

But make sure that your follow-ups never feel spammy. 

Keep them polite, space them out, and offer value in each touch. 

Remember: 2nd or 3rd follow-up often brings the reply.

7. Maintain Your Domain Health

Your cold emails will only work if they actually land in the inbox. So please keep your domain warm, authenticated, and regularly monitored to ensure high deliverability.

8. Include a Soft Opt-Out

Always give your recipient the option to opt-out. So, always add a simple line like:

“If now’s not the right time, feel free to ignore this” 

It will work well every time, and will show respect that would build trust.

How to Launch Your First Cold Email Outreach Sequence

Cold emailing is not about luck, it’s always about structure.

So, in this section, I will show you how to write cold emails that get replies, as now it’s time to scale! 

Also, a cold email tool like Manyreach makes it effortless for you to send emails easily: 

• AI-driven email sequences
• Personalization with merge tags
• Automated follow-ups
• Unified inbox for all replies

1. Create Your Campaign

First, go on your Manyreach dashboard and create a campaign.

‍

2. Draft Your Email

Next, draft your email, and make sure to craft the email!

‍

3. Add Prospects

Now go to the “Prospect” option, beside the “Step” section and add your prospects. 

‍

4. Schedule Your Email

Now go to the “Settings” section and schedule your email. The best days to schedule your email are the weekdays, specifically, Tuesdays and Thursdays. 

And the best time to schedule your emails are 9 to 11 am in the morning and 1 to 3 pm in the evening. 

‍

5. Add Follow-up Sequence

Now add the follow-up sequences, and keep 3 follow-ups. 

Follow-ups increase the chances of a reply by 10-20%. So, this step is very important.

Once you’re done, it’s time to start your cold email outreach. 

FAQs

What’s an example of a cold email?

It’s a personalized email sent to someone who doesn’t know you, aimed at starting a conversation or exploring an opportunity.

What’s the best way to write a cold email?

Keep it short, personalized, and value-driven with a clear CTA.

Is sending cold emails legal in India?

Yes, as long as you follow anti-spam rules and include an opt-out.

Can I send 1000 cold emails daily?

Yes, but you’ll need proper warm-up, automation, and domain rotation to avoid spam.

Is cold emailing allowed legally?

Yes, when you comply with local email laws like GDPR or CAN-SPAM.

How do I send bulk cold emails (like 100k a day)?

Use verified domains, automation tools, and follow deliverability best practices.

Does cold emailing seem rude?

Not if it’s personalized, respectful, and relevant.

Can I use Gmail for cold emails?

Yes, but for scaling campaigns, dedicated tools are recommended.

Conclusion

To learn how to write cold emails you have to learn the difference between getting ignored and getting replies. 

So, you have to learn these few things: Personalizing your subject line, adding value, and closing with a simple CTA, that'll improve conversions. 

Start applying these six steps today and see your cold email outreach become more effective.

‍

‍