What Is Cold Email? Beginner’s Guide to Smart Outreach: 2025

What is cold email?

A cold email is an email you send to someone, with whom you’ve never interacted before. So you have to write a cold email with a clear purpose, like introducing yourself, pitching an idea, or starting a business conversation. 

Unlike spam, a good cold email is written after thorough research, and is personal, helpful, and respectful.

There’s no fixed number of cold emails needed to get a reply. Some people get a response after the first few emails; while others may need to reach out to 100+ contacts. 

So the success depends on personalization, timing, and how valuable your offer is to the person receiving it.

What Is Cold Email?

Cold email is a simple way of starting a conversation with someone new through email. Think of it as the digital version of talking to someone and saying, “Hi, I like what you’re doing! Could we talk about something that might help you?”

Cold emails are widely used in sales, marketing, hiring, networking, and partnerships. 

Businesses use it to find new contacts, students use it to reach professors, and job seekers use it to connect with hiring managers.

Here’s a cold email example:

Subject: Quick idea to help with your LinkedIn outreach

Hi {{PROSPECT_NAME}},

I saw your team’s work on {{PROSPECT_PROJECT/COMPANY}}. I had a few thoughts on how you could improve lead replies by 30%. Would you be open to a quick chat this week?

Best,

{{YOUR_NAME}}

Cold emails aren’t about selling right away — they’re about starting a helpful, respectful conversation.

Why Cold Email Is Not Spam but a Proven Strategy

Many people confuse cold emails with spam, but they’re very different.

Spam is random, bulk emails sent without purpose. Cold emailing, on the other hand, is targeted, personalized, and permission-based outreach. It is a proven strategy that helps professionals connect, sell, or network.

Here’s why cold emailing actually works:

Cold Emails are Personalized

Cold emails are thoughtful! According to recent research, a cold email will increase open rates by 20%-30%.

That’s because you plan the outreach based on the audience list, who can benefit from your product or service. 

That’s why you plan and prepare your emails after thorough research, and personalize them according to your prospects’ pain points. 

Brings Results

Whether you’re a business person wanting to grow your business, or a job seeker, cold emails will bring you results. A recent study suggests that cold emails increase ROI by 3600%. 

That’s why people from all stages of their career choose to utilize it and increase their chances of success. 

Drives Sales and Partnerships 

Cold emails are famous for helping sales teams to convert prospects into real-time connections. A highly personalized cold email drives 15%-20% more conversions, which is a huge number. 

Such emails are relatable for the prospects and add value to them. That’s why these people choose to engage with them. 

Great for Networking

A hard pitch often looks pushy. To avoid that, people choose to network first and build a relationship, and then establish their needs, products or services. 

Cold emails help these people to build that relationship— or at least take the first step. They use these emails to let their prospects know about their existence in the field, and engage in a meaningful conversation. 

When done right, cold emailing feels personal and helpful; never pushy. It’s one of the most efficient ways to meet new people, share value, and create opportunities.

Cold Email vs Cold Calling

Cold emails, and cold calls, both, are the most common and innovative ways to reach and connect with new people. So, both have their potential and strength to bring results. 

The difference is how and when the communication happens, and your goals.

Follow this table for a better understanding:

Cold emailing often works better because it gives people time to read, think, and reply when they’re ready. So in a way it’s less intrusive but still effective in starting new business or career opportunities.

Cold Email vs Warm Email

A cold email is your first interaction with someone you’ve never talked to before. 

On the other hand, a warm email is sent to someone who already knows you. That connection can be from a prior chat, mutual introduction, or through a history of prior business engagement.

Here are some examples of cold and warm emails:

• Cold email: “Hi Sarah, I loved your work on helping startups with marketing. I’d love to share an idea that could help your campaigns.”
• Warm email: “Hey Sarah, thanks for your feedback last week! Here’s the doc we discussed.”

In short:

• Cold is “Hi, nice to meet you.”
• Warm is “Hey, great talking again!”

Understanding this difference will help you pick the right tone and improve reply rates.

Cold Email for Job and Internship Opportunities

There’s a common belief, cold emails are only good for marketing, and sales teams. But the reality is you can send cold emails even if you’re a job seeker, or an HR looking for the right candidate. 

In fact, cold emails can open doors to jobs and internships, especially when you don’t have direct contact inside a company. 

Instead of waiting for job listings, you can directly reach out to hiring managers or company founders.

Here’s what makes a good cold email for job or internship:

Do your Homework

You ought to do your research, whether you’re a job seeker or looking to hire someone. 

If you’re a job seeker, know about the companies that are looking for people with your skill, the name of those foundations, and their hiring seasons.

And, if you’re an HR, understand the demand of the job role you'll be hiring for, current market demands and compensation. 

Keep Your Emails Short

Keep your emails short, and to-the-point, and don’t go overboard with your explanation. Just write what you have to offer, the things you expect from the other party, and how you both can help each other. So, an email within 80-100 words will suffice. 

Show Value

Don’t just say how you can be productive for them, show! For example, if you’re a job seeker, attach a report or a proof of how your project has helped your past employers. 

In case it's an internship, show how you have successfully completed a university project that demanded the same knowledge that your recipient can use.

And if you’re hiring someone, attach reports of your company’s work-life balance, compensation package, perks, and future growth possibilities. 

End With a Clear CTA

After finishing your email, end it with a clear CTA, otherwise, how will you leave a room for your recipient to reach out to you? 

For example, you can add a line saying, “Will you be open for a chat?” or “Click this link for your first level screening”. It will help you to engage better with your prospects. 

Examples

An example template, if you’re job seeker

Subject: Interested in your AI research internship

Hi Dr. Doe,

I’m a computer science student at XYZ University, fascinated by your work on AI models. I’d love to work with you on your next project, even part-time. Could I share my resume?

Thanks,

 {{YOUR_NAME}}

An example template if you’re hiring

Subject: Your profile caught our eye,

Hi {{PROSPECT_NAME}},

I came across your profile and was really impressed by your experience in [specific skill or field]. We’re currently hiring for a {{JOB_TITLE}} role at {{YOUR_COMPANY_NAME}}, and I believe your background could be a great fit.

Click this link to clear your first screening level

Looking forward to hearing from you,

{{YOUR_NAME}}

HR – {{YOUR_COMPANY_NAME}}

{{EMAIL_SIGNATURE}}

Cold Email Marketing Explained Simply

Cold email marketing is a strategy businesses use to reach new prospects or clients through email. These emails are usually sent with the intention for selling, collaboration, and or brand awareness.

Here the goal isn’t just to sell; it’s to start a conversation that could lead to business.

Here’s how it works:

1. First, research and find your target audience.
2. Then, write personalized emails that solve a problem.
3. After sending your first email, follow up politely, if you don’t get a reply.
4. Finally, track opens, replies, and conversions using tools like Manyreach’s campaign reports.

Cold email marketing is powerful because it helps small teams reach hundreds of potential leads without big ad budgets.

And don’t worry, cold emailing isn’t illegal if you follow simple rules:

• Always remember to include a real sender name and company.
• Give your recipients the rooms to unsubscribe easily.
• Send emails to only those who could genuinely benefit from your offer.

Cold emails are personal, and done to build relationships. So, if you do it with empathy and respect, cold email marketing builds trust faster than most ads.

Writing Cold Emails That Get Replies

By now you know what a cold email is. Now the question is, how to write a cold email that would bring you traction? Or simply, what is a good cold email! 

Here’s how you can write a cold email that gets a positive reply from your prospects:

Write Personalized Subject Line

Write subject lines that will hook your prospects. And how do you do that? By addressing their pain points. Highlight the key problems your prospects are facing, and it will instantly draw their attention.

For example, add a short and relevant line like: “Facing {{CHALLENGE}}  in {{PROSPECT_COMPANY_NAME}}?

Friendly Introduction

In your first line introduce yourself, and talk about their recent achievement. For example, you can write, “Hi, my name is {{YOUR_NAME}}, and I noticed that you have onboarded a new client.” 

Then move to their pain point, and how are they planning on managing such a project? This will leave a room to offer your help.

Offer Value

After the introduction and mentioning the pain point, it’s time to explain how you can help. Write what value you can offer in one or two lines, to show that you have their back, if they face any challenge.

But don’t be pushy! Don’t write lines like, “Purchase our product for real-time value”, or bla bla. 

Instead, write it like, “We know managing such a high-value project can be challenging. So, you can reach out to us for assistance”.

This will show that you actually care about their problem, and are not sending the email to sell your product. 

Clear Call-to-Action (CTA) 

After offering your value, it’s time to ask them to take action. So, end your email with a small request like “Would you be open to a 10-minute chat, to discuss the same?”

That’s it and you’re done; you don’t need any extra push from your end.

Simple Signature

Finally, add your full name, title, and website or LinkedIn. This will build your credibility and leave room for your prospects to know more about you.

For example:

Rajnish Das

Manyreach.com

Phone: xxxx

LinkedIn: https://www.linkedin.com/in/rajnish-d 

You can send cold emails through Gmail or Outlook as both are great.

Gmail is easier for beginners, while Outlook offers better tracking and scheduling options. 

But, if you want to send cold emails in bulk, Manyreach is your best option. It will help you to upload thousands of emails at one go and help with outreach like a pro.

Example

Here’s a template for your better understanding

Subject: Loved your recent product launch

Hi Amy,

I saw your launch for the new productivity app — congrats! I have a few ideas that could improve your user onboarding experience. Could we chat for 10 minutes this week?

Cheers,

Rajnish Das

Manyreach.com 

Phone: xxxx

LinkedIn: https://www.linkedin.com/in/rajnish-d 

Legal and Ethical Side of Cold Emailing

Many people wonder — is cold emailing illegal? The short answer is: No, not if you follow the rules.

Here’s how you can send cold emails, while following the latest guidelines:

• Remember to follow CAN-SPAM and GDPR laws if you’re emailing internationally.
• Always use a real name and your business domain.
• You must always include an unsubscribe link or polite opt-out line.
• Never buy shady email lists, use credible tools like Manyreach for better outreach.

Cold emailing is perfectly legal when it’s personalized, transparent, and relevant. The golden rule? Don’t send anything you wouldn’t want to receive yourself.

Examples of Cold Emails That Work

Here are a few short examples of cold emails that get responses — simple, honest, and direct.

1. Sales Email Example:

Subject: Quick idea to improve your ad conversions

Hi John,

I noticed your recent campaign on Facebook. We helped a similar brand raise their ROAS by 40% using smart automation. Would you be open to seeing how? 

Cheers,

[Your Name]

2. Job Application Example:

Subject: Applying for a marketing role at [Company Name]

Hi Sarah,

I admire [Company]’s creative campaigns. I specialize in social strategy and content design — may I share a few ideas for your next project?

Thanks,

[Your Name]

3. Professor Outreach Example:

Subject: Interested in your climate research

Hello Dr. Ray,

I’m a final-year environmental science student and your study on renewable models fascinated me. I’d love to contribute to your upcoming project. Could we discuss it briefly?

Regards,

[Your Name]

These examples show how cold emails can be polite, personal, and goal-driven — never pushy.

4. Marketing Outreach Email Example

Subject: Quick idea to grow [Company Name]’s leads 

Hi [First Name],

I’ve been following [Company Name] and love what you’re doing in [industry or niche]. I had a few ideas on how you could boost your inbound leads using simple cold email automation and better targeting.

Would you be open to a quick 10-minute chat this week to explore it?

Best,

[Your Full Name]

Marketing Specialist – [Your Company]

[Email Signature]

5. SEO Outreach Email Example

Subject: Ideas to improve Google ranking

Hi [First Name],

I came across [Company Name]’s website and noticed a few SEO opportunities that could help boost your organic traffic and keyword rankings. I’d love to share a short, no-obligation report on how we can improve your visibility and attract more leads.

Would you be open to a quick 10-minute chat this week?

Best,

[Your Full Name]

SEO Specialist – [Your Company]

[Email Signature]

6. Networking Email Example

Subject: Loved your work on [Project/Topic] — would love to connect!

Hi [First Name],

I’ve been following your work in [industry or niche], especially your recent project on [specific topic]. I really admire your approach and would love to connect to exchange ideas or learn from your experience.

If you’re open to it, could we schedule a quick call or grab a virtual coffee sometime this week?

Warm regards,

[Your Full Name]

[Your Role/Company]

[LinkedIn or Email Signature]

How to Improve Your Cold Email Response Rate

Many of you feel stuck at one response rate graph, and we know it’s frustrating. So, what can you do? Here are some tips, you can follow to increase your response rate:

• Personalize every email— Always mention your and their company, role, or project, it will show you’ve done your research, and not just blasting emails blindly.
• Use a short, clear subject line— Always write clear and short subject lines. So always remember to keep it under 4-6 words.
• Send from an official email address— Use authentic and official email addresses. It will build your credibility, and also increase your chances of getting a positive response.
• Follow up smartly— Follow-up smartly, and politely. Send 3–7 follow-ups spaced a few days apart. Often a little nudge helps your prospects to reach out to you 
• Track performance— Tracking your performance will help you to understand how to make your outreach better. So use tools like Manyreach to see open and reply rates.

Cold emailing isn’t a numbers game. It's more about quality, timing, and genuine interest. So even a small campaign can bring big results if done thoughtfully.

FAQs

1. Is cold emailing illegal?

No, cold emailing is legal if you follow email rules like CAN-SPAM or GDPR. Always offer value, use real contact info, and give people an easy way to unsubscribe.

2. What is cold email for job applications?

It’s when you email a company or hiring manager directly to express interest in working with them — even if there’s no active job posting.

3. Can I send cold emails from Gmail?

Yes. Gmail works great for sending a few personalized cold emails daily. Just avoid bulk sending and use professional domain addresses if possible.

4. What is the difference between cold and warm email?

Cold emails go to new contacts. Warm emails go to people who already know you or your business, like existing clients or referrals.

5. What is cold calling?

Cold calling is reaching out by phone to someone you haven’t spoken with before. Cold emailing is similar but happens over email and feels less intrusive.

6. What is cold email marketing?

Cold email marketing is when businesses send personalized emails to new potential clients to start conversations, share offers, or build awareness.

7. Do cold emails to professors work?

Yes, if written respectfully. Mention your background, research interest, and how you can contribute to their work — professors appreciate initiative and genuine curiosity.

Final Thoughts: Why Cold Email Still Works in 2025

Cold email is one of the most powerful outreach methods in 2025. 

It’s simple, affordable, and can connect you to anyone in the world — from a hiring manager to a business founder.

When done right, it’s not spam; it’s relationship-building at scale. Whether you’re looking for a job, reaching clients, or pitching an idea, a well-crafted cold email can open doors that ads or social media can’t.

Remember, every great opportunity often begins with one brave email.

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