45 Fail-Proof Sales Email Templates for Stellar Results
A sales journey begins with but a single sales email. So here are 45 purpose-based email templates you can use to run your outreach
According to Growthonic’s recent research, sales reps spend four full working days a month (or 20% of their time) responding to emails and managing their inboxes.
One easy, scalable tactic to help sales reps focus more on selling and less on writing is to leverage sales email templates.
Finding a good sales email template that fits your exact purpose can be challenging. That’s why we prepared 45 email templates that you can re-purpose to help you connect, re-engage, and convert leads into paid customers.
45 free sales email templates for every purpose
Four simple rules govern the use of email templates for sales pitches, nurturing leads, or connecting with prospects. You’ll want to pay close attention to each rule as you re-purpose the templates below:
With these rules in mind, here are some of the best sales email templates that you can use for your outbound and inbound campaigns.
But before we reveal our templates, personalization beyond basic info like name and company is more effective at helping drive customers along their buyer journey. Still, templates are useful for letting AI sales platforms like AiSDR know the type of content you like.
It’s also a good idea to keep emails short, crisp, and with very readable language. This means bullet points, straightforward sentences, and everyday vocabulary.
Cold sales email template
Subject: Enhance your [specific aspect of a lead’s operations]
Hi [Name],
I stumbled upon [Company] and was impressed by your innovative approach. I wanted to introduce you to [Product], a solution tailored to [Company]’s needs. Its [benefit] could significantly enhance [specific aspect of their operations].
Could we schedule a quick call to discuss how [Product] could boost [Company]’s [specific aspect]?
Best regards,
[Your Name and Position]
When to use it: After researching a lead and being ready to contact them for the first time.
Why it’s effective: Using this sales outreach email template, you show an understanding of customer needs and offer a way to solve their issues. If you hit the spot, they are likely to get interested and respond.
Introductory email
Subject: Get to know [Your Company] with a free trial
Hi [Name],
I am [Your Name] from [Your Company]. I’ve been following [Company’s social media] and noticed you’ve been interested in [type of product your Company offers]. Couldn’t help but think about how our [Product] could be a perfect solution for your needs.
I’d love to share more about how [Product] can specifically benefit [Company] and offer you a free trial. Would you be open to a quick chat?
Warm regards,
[Your Name and Position]
When to use it: When a lead expresses interest in your product by asking questions online, visiting your website, etc.
Why it’s effective: In sales, an introduction email template like this one serves a similar purpose to a cold email — it introduces your product to a lead. However, since the lead has already shown interest in your product or a similar one, you now have a point of contact, making it potentially easier to keep their attention.
Sales pitch template
Hi [Name],
I’m [Your Name] from [Your Company]. Our [Product] can boost [Company] sales by [benefit], delivering tangible results fast. Let’s discuss how [Product] aligns with [Company]’s goals. Ready to skyrocket your sales?
Best,
[Your Name and Position]
When to use it: The timing of your sales pitch is crucial for its success, so do your research and choose the right moment to reach out. For example, a company might need new software to scale its operations as it opens new offices.
Why it’s effective: The goal of the sales pitch is to start a conversation that will lead to a sale. A short pitch that’s straight to the point (like a Tinder bio) will most likely wake the lead’s interest and prompt them to contact you.
Prospect follow-up sale email template
Hi [Name],
Just circling back to our previous conversation about [Product] and its potential to enhance [Company] sales. I’d love to explore how we can tailor [Product] to suit your specific needs, including:
- [Need 1]
- [Need 2]
- [Need 3]
I’ll clarify the details and get back to you. When would be a good time for a quick chat?
Best,
[Your Name and Position]
[Your Contact Information]
When to use it: After a phone or video call or in-person meeting.
Why it’s effective: A sales follow-up email template like this summarizes what was discussed and outlines the next actions for both you and the lead to avoid misunderstandings in future communication.
Voicemail follow-up email
Subject: Follow-Up: Voicemail about [Product] for [Company]
Hi [Name],
I recently left you a voicemail regarding our [Product] features and pricing options you’ve been interested in. Knowing your time is valuable, I’m emailing more details and attaching a file with our pricing and features.
Let’s schedule a brief call to discuss further.
Looking forward to hearing from you,
[Your Name and Position]
[Your Contact Information]
When to use it: A few hours after leaving a voicemail and not getting a reply.
Why it’s effective: A voicemail follow-up sales email helps ensure a lead won’t accidentally miss your email. It also allows you to send links, files, and any additional info you can’t fit into voicemail so that the lead can get familiar with them before your next call.
Text message follow-up
Hi [Name]. I’ve recently sent you an email regarding [Subject]. I was wondering if you might have had a chance to review it. Please feel free to reach out via text or email if you have any questions. Thanks, [your Name and Position].
When to use it: When your email remains unopened and unanswered for a long time, and you want to be sure a lead doesn’t miss it accidentally.
Why it’s effective: A follow-up email template isn’t the only useful tool in sales. Text message templates can also be helpful when a lead doesn’t respond to an email. A text message is less intrusive than a phone call if someone doesn’t want or has no time to answer. It serves as a gentle reminder to read an email they may have missed or forgotten about.
Demo request follow-up email
Subject: Quick Follow-Up: [Product] Demo Request
Hi [Name],
Just reaching out about your interest in a demo for [Product]. I’m excited to set one up and show you how it can help [Company] to reach [specific Company’s goals].
What time might work best for you?
Best,
[Your Name and Position]
When to use it: After a prospect requests a free trial or demo.
Why it’s effective: When a prospect requests a demo or free trial, they expect to receive a confirmation and details on how to proceed. If you delay responding, they might turn to your competitor, who can immediately provide a demo or trial.
Post-demo follow-up email
Subject: Quick Follow-Up: [Product] Demo
Hi [Name],
Thanks for taking the time to explore [Product] in our recent demo. I hope it was helpful! I was wondering if you might have any questions or need further clarification. Please let me know how I can assist you moving forward.
Best regards,
[Your Name and Position]
When to use it: After a prospect finishes a free trial or demo.
Why it’s effective: After a prospect completes a demo, checking if they are satisfied and ready to buy your product allows you to continue the conversation and gently guide them toward a purchase. This email also serves the purpose of collecting feedback to identify areas for improvement in the demo or trial.
Thank you for signing up for a webinar email
Subject: Thank You for Signing Up!
Hi [Name],
Thank you for signing up for our upcoming webinar on [Topic]. We’re thrilled you’re joining us. Get ready to dive deep into [Topic] and gain valuable insights on issues such as [Webinar program’s issues]. Please feel free to reach out should you have any questions beforehand.
Warm regards,
[Your Name and Position]
When to use it: Right after someone signs up for your event.
Why it’s effective: A quick thank you works as a confirmation and reminder for people who signed up for your event. You can let them know that your company received their registration form and remind them to attend.
Webinar reminder email
Subject: Friendly Reminder: Webinar Tomorrow!
Hi [Name],
Just a quick reminder that our webinar on [Topic] is happening tomorrow at [Time of the event]. Don’t forget to mark your calendar and join us! Feel free to reach out if you need any assistance accessing the webinar.
See you there!
[Your Name and Position]
[Your Contact Information]
When to use it: The day before the webinar or other online events.
Why it’s effective: By offering assistance, you ensure a lead won’t forget about your event and demonstrate your care about their needs.
Post-webinar follow-up email
Subject: Thank You for Attending Our Webinar!
Hi [Name],
I hope you found our webinar on [Topic] informative and engaging. It was a pleasure having you join us! Attached are [some useful files] containing key information discussed during the webinar.
Please don’t hesitate to reach out if you have further questions or need additional information.
Best regards,
[Your Name and Position]
When to use it: The day after the webinar or other online events.
Why it’s effective: A follow-up email template like this works great for sales. A quick thank you and providing useful files is an excellent way to connect with leads and keep them engaged.
Invitation to conference table email
Subject: Invitation to [Conference Name] — Join Us!
Hi [Name],
We’re thrilled to invite you to [Conference Name] on [Date]! It’s a fantastic opportunity to connect with such industry leaders as [Leaders’ Names], gain insights, and network. Your expertise in [Area of Expertise] would be a valuable addition to our discussion tables. We hope you can join us!
Warm regards,
[Your Name]
When to use it: At least a few weeks before the event so that a person has enough time to make arrangements and plan their visit to the conference.
Why it’s effective: An announcement on a website is easy to miss, while a personal invitation captures people’s attention and compels them to read it and consider your suggestion.
Post-conference follow-up email
Subject: Thank You for Joining Us at [Conference Name]!
Hi [Name],
We wanted to extend a sincere thank you for attending [Conference Name]. We’ve received overwhelmingly positive feedback, and your expertise greatly enriched our event. Please feel free to reach out should you need any follow-up information or have further questions.
Looking forward to staying connected!
Best regards,
[Your Name and Position]
When to use it: The day after the conference.
Why it’s effective: People love to know their contribution matters. By expressing your gratitude, you not only evoke positive emotions in the leads, but also strengthen their connection with your brand.
Congratulations email
Subject: Congratulations [Company Name] on Your Impressive Achievement!
Hi [ Name],
Congratulations on [name the achievement]! [Company’s] relentless dedication and innovative approach have truly paid off. This milestone speaks volumes about [Company Name]’s remarkable team and vision. Wishing you continued success and growth!
Warm regards,
[Your Name and Position]
[Your Contact Information]
When to use it: When your lead or customer has received an award or recognition from the public or an institution.
Why it’s effective: People love it when others congratulate them on their achievements. A simple congratulatory message shows that you follow your customer’s news, evoking positive emotions and strengthening their connection with your brand.
Social proof email
Subject: Hear What Others Are Saying About Us!
Hi [Name],
Thank you for taking an interest in our product. As promised, we’re sharing feedback and case studies from satisfied customers to confirm our expertise in your industry.
- “[Customer Testimonial 1]” + “[Case Study 1]”
- “[Customer Testimonial 2]” + “[Case Study 2]”
Let us know if you have any questions or want to learn more!
Best regards,
[Your Name and Position]
When to use it: When a lead wants to know if you can handle their case.
Why it’s effective: By showing that you have experience with similar projects and your customers are satisfied cooperating with you, you can gain the lead’s trust and confidence in your decisions.
Invitation to provide case study data email
Subject: Invitation to Share Your Success Story!
Hi [Name],
We’re happy our product helped you achieve a new milestone in [describe the achievement]]! We’re inviting you to share your experience through a case study. Your story could inspire others and highlight the tangible benefits of [Product/Service].
Would you be interested in collaborating?
Warm regards,
[Your Name and Position]
When to use it: When you want to showcase your project and need the customer’s permission to share information.
Why it’s effective: First, you must ask for permission to ensure compliance with privacy protection laws. Second, by sharing your collaboration experience publicly, you show that you value it and acknowledge your customer’s achievement. This increases the chances of this client becoming your loyal customer.
Product facts email
Subject: Learn More: Helpful Features of Our [Product]!
Hi [Name],
I’ve noticed that you recently asked questions about our product on a [forum/social media]. I’m happy to share some useful insights about [Product] below to help you discover its benefits:
- [Insight 1]
- [Insight 2]
- [Insight 3]
Please let me know if you have any questions or want to learn more about [Product]!
Best regards,
[Your Name and Position]
When to use it: When a lead stays too long in the Discovery stage and is ready to move to Consideration.
Why it’s effective: This email provides the lead with information that might be unavailable or hard to find on your website, unveiling the product benefits.
Nurturing email
Subject: Let’s Learn Together, [Lead’s Name]
Hey, [Name]
I’m [Your Name] from [Company]
You’ve recently downloaded our eBook [Name]. We both know how it often happens: one thing after another, and a useful guide sits in your downloads unopened. Let’s avoid it this time, starting with the simplest tip from the eBook to [state the goal].
[Briefly describe the tip].
Let me know if this is useful, and we can continue our journey together.
Cheers,
[Your Name and Position]
When to use it: During a nurturing campaign. This particular template is a follow-up email after a lead downloads your eBook or guide.
Why it’s effective: Nurturing emails or sales prospecting email templates aren’t limited to one or even ten emails. Nurturing is a long process that requires thoughtful and timely messages that address customers’ needs. In a certain sense, nurturing emails can contain any information as long as it keeps the lead interested and warms them up to make a purchase. However, just keep in mind that you shouldn’t include more than 1 URL in a cold email.
Proposal email
Subject: Tailored Solution Proposal for [Company]
Hi [Name],
After carefully analyzing [Company]’s needs, we’ve crafted a tailored solution that meets all your requirements. Your custom package will include:
- [Feature 1]
- [Feature 1]
- [Feature 1]
The package costs [Price] annually or [Price] if you choose monthly payments.
We’re eager to discuss how this proposal can align with [Company]’s goals. When would be a convenient time for you to chat?
Best regards,
[Your Name and Position]
When to use it: After discussing all the details of potential cooperation or purchase with a lead.
Why it’s effective: With this sales prospect email template, you can articulate all details of future collaboration in writing, ensuring that the prospect understands and agrees with the terms.
Proposal follow-up email
Subject: [Follow-up to the initial thread]
Hi [Name],
I just wanted to circle back to the proposal we sent over for [Company]. We understand how busy things can get, but we’re genuinely excited about the opportunity to work with you.
We’d love to hear your thoughts if you’ve had a chance to review our proposal. Please let us know if there’s anything specific you’d like to discuss.
Best wishes,
[Your Name and Position]
When to use it: When a lead doesn’t respond to your proposal email.
Why it’s effective: Sometimes, emails might slip through the cracks, or people simply forget to respond. Your job is to remind them about the proposal—and do it promptly and politely.
Last attempt follow-up email
Subject: Follow-Up: Enhance Your Experience
Hi [Name],
I really appreciate your response. Even though [Product/Service] may not have met your needs initially, I’m confident it can still provide value. Here are a few resources you might find useful.
- [Resource 1]
- [Resource 2]
- [Resource 3]
I’m here to address any concerns and explore how we can better serve you in the future. Looking forward to hearing from you!
Best regards,
[Your Name and Position]
When to use it: If a lead declines a purchase after nurturing.
Why it’s effective: A lead might not prioritize buying your product at the moment. Still, it’s important to nurture a good relationship even after the lead’s initial refusal in case their needs or circumstances change later.
Welcome email
Subject: Welcome to [Company]!
Hi [Customer’s Name],
Welcome to the [Company] family! We’re excited to have you on board and look forward to serving you. To simplify your onboarding journey, I’ve included some additional resources to help you learn more about our [product/service]:
- [Resource 1]
- [Resource 2]
- [Resource 3]
Don’t hesitate to reach out if you have any questions or need assistance. Thank you for choosing us!
Best regards,
[Your Name and Position]
When to use it: When a lead or customer registers on your platform or app.
Why it’s effective: Onboarding tips help new users learn how to use your product quickly. This is crucial since users might just abandon it if they don’t see the product’s benefits from the get-go.
Resource email
Subject: 3 Blog Posts to Help Ease [Pain Point]
Hi [Customer Name],
I hope this email finds you well! My colleague [Team Member Name] informed me that your team is currently facing challenges with [pain point]. So, I wanted to share a few insightful blog posts related to [pain point] to assist you:
- [Resource 1]
- [Resource 2]
- [Resource 3]
Please feel free to reach out if you have any questions or need further assistance.
Best regards,
[Your Name and Position]
When to use it: When you have useful information that can help with customer’s problems.
Why it’s effective: Helpful resources and insights prove your expertise and gain the lead’s or customer’s trust — a connection crucial for their transition into your loyal customer.
Reconnect email
Subject: Update to meet your needs
Hi [Customer Name],
It’s been some time since we last connected, and I wanted to reach out to see how things have been going for you. Please don’t hesitate to contact me if you’re still facing challenges with [pain point] or if there’s anything else I can assist you with.
Looking forward to hearing from you.
Best regards,
[Your Name and Position]
When to use it: When a customer hasn’t interacted with your product or company for a long time.
Why it’s effective: Reminding a customer about your company and showing that your product can still be useful for them helps reengage the client and increases the chances of a repeat purchase.
Feature release email
Subject: Introducing New Features in [Product/Service]!
Hi [Customer Name],
I hope you’re doing well! I’m thrilled to announce that we’ve just released some new features in [Product/Service]. These enhancements are designed to [brief description of benefits]. Here’s what’s new:
- [Feature 1]: [Brief description]
- [Feature 2]: [Brief description]
- [Feature 3]: [Brief description]
If you have any questions or need assistance, feel free to reach out!
Best wishes,
[Your Name and Position]
When to use it: When you have news to share with your customers.
Why it’s effective: Sharing updates showcases the product’s added value and engages customers, strengthening their satisfaction and loyalty.
Product updates email
Subject: Stay Informed: Latest Product Updates!
Hi [Customer Name],
I just wanted to inform you about the latest [Product/Service] updates. These enhancements aim to [brief description of improvements]. Here’s what’s new:
- [Update 1]: [Brief description]
- [Update 2]: [Brief description]
- [Update 3]: [Brief description]
We encourage you to explore these updates and benefit from the improved functionalities. Please don’t hesitate to reach out if you have any questions or feedback.
Best regards,
[Your Name and Position]
When to use it: When you have updates to share.
Why it’s effective: By sharing updates, you highlight your product’s value and prepare customers for new, positive changes. This way, you demonstrate that their opinion matters and enhance their satisfaction.
Loyal customer reward email
Subject: Thank You for Your Loyalty: Exclusive Rewards Inside!
Hi [Customer Name],
We’re grateful for your continued support and loyalty to [Company/Brand]! We’d like to offer you an exclusive reward as a token of our appreciation.
[Brief description of the reward].
Thank you for being part of our journey.
Best regards,
[Your Name and Position]
When to use it: When you want to reward a loyal customer.
Why it’s effective: You make customers feel appreciated and create a positive connection, encouraging repeat purchases.
Out-of-office email
Subject: Out of Office: [Your Name]
Hi there,
I’m writing to inform you that I’m currently out of the office and have limited access to email until [date]. If your matter is urgent, please contact [Alternative Contact Person] at [Alternative Contact Email].
I’ll do my best to respond promptly upon my return. Thank you for your understanding.
Best regards,
[Your Name and Position]
When to use it: When you actively communicate with a lead or customer and don’t want to leave them hanging.
Why it’s effective: By informing customers about your absence, you show respect for their time and ensure they know how to get help or what to expect during your absence.
Invitation to contribute email
Subject: Opportunity to Contribute: Your Expertise Needed!
Hi [Recipient’s Name],
I’m reaching out because we’re impressed by your expertise in [relevant field/topic]. We’re currently working on [specific project/initiative] and believe your insights would be invaluable.
Would you be interested in contributing to this initiative? We’d love to discuss further and explore how we can collaborate.
Looking forward to hearing from you.
Best regards,
[Your Name and Position]
When to use it: When you want someone to share their ideas, expertise, or content.
Why it’s effective: This invitation encourages the customer to contribute, builds collaboration, and fosters a sense of partnership, solidifying the customer’s loyalty.
Automatic payment reminder email
Subject: Reminder: Automatic Payment Due Soon
Hi [Customer Name],
This is a friendly reminder that your automatic payment in total of [amount] for [Product/Service] is due [date]. We wanted to ensure you’re aware of it and have enough time to make arrangements.
Please disregard this message if you’ve already made the payment.
Best regards,
[Your Name and Position]
When to use it: A few days before the due date.
Why it’s effective: Customers appreciate having enough time to check their bank accounts or cancel their subscriptions if they are no longer interested in your product. And they’re grateful for this.
Sneak peek email
Subject: Promise to Keep It Quiet: Sneak Peek into Exciting Updates!
Hi [Customer Name],
I’m thrilled to give you an exclusive sneak peek into what we’ve been working on behind the scenes! Our team has been hard at work developing [specific feature/update].
[A general overview of the update]
Stay tuned for the big reveal, where we’ll share all the details and show you how these changes will elevate your experience with [Product/Service].
Best regards,
[Your Name and Position]
When to use it: When you want to share news in an intriguing and engaging way.
Why it’s effective: People love exclusive content, and offering them a peek behind the curtain makes them feel even more valued by your brand.
Discount offer email
Subject: Exclusive Discount Offer Inside!
Hi [Customer Name],
We wanted to show our appreciation for your continued support by offering you an exclusive discount on your next purchase with us. Use code [Discount Code] at checkout to get [Discount Percenrage] discount.
Thank you for being our loyal customer!
Best regards,
[Your Name and Position]
When to use it: When you want to stimulate a lead or customer to buy your products.
Why it’s effective: Discounts are a great way for customers to save money, and they don’t want to miss it.
Sharing thought leadership content email
Subject: Inspiring Thought Leadership Content Inside!
Hi [Customer Name],
We’re excited to share some thought-provoking content to inspire and empower you. Our latest articles, guides, and resources cover [topic/industry] and offer valuable insights to help you stay ahead.
Check out our latest thought leadership content here: [Link]
We hope you find these resources valuable and look forward to hearing your thoughts!
Best regards,
[Your Name and Position]
When to use it: Once a month or a quarter.
Why it’s effective: Useful content engages customers and helps you gain their trust as the industry leader.
Appointment request email
Subject: Requesting a Meeting: Let’s Connect!
Hi [Recipient’s Name],
I’m reaching out to request a meeting to discuss [topic of discussion]. I believe a point-by-point discussion would be valuable in helping us [purpose of meeting].
Could we schedule a time that works best for you? I’m quite flexible and eager to find a mutually convenient time to connect.
Best regards,
[Your Name and Position]
When to use it: When you need to book an appointment.
Why it’s effective: It’s just polite to ask for a meeting and state its purpose instead of calling right away. This way, you’ll give your lead a chance to prepare, choose a suitable time, or, in the worst case, decline.
Up-selling email
Subject: Upgrade for Growth!
Hi [Customer Name],
Your [Company’s name] startup’s success is evident! To sustain growth, we invite you to upgrade to our enhanced plan. Accommodate expanding team needs with advanced features of the [Plan Name].
- [Feature 1]
- [Feature 2]
- [Feature 3]
Propel your business forward today!
Best,
[Your Name and Position]
When to use it: Once a customer has fully explored or exhausted the capabilities of the current version of your product and will benefit from an upgrade.
Why it’s effective: You show the added value of the upgrade and urge the customer to consider potential improvement.
Cross-selling email
Subject: Expand Your Toolkit: Discover Our Complementary Products!
Hi [Customer Name],
Maximize your team’s potential with our complementary products! By integrating [Product A] with [Product B], you can enjoy the following benefits:
- [Benefit 1]: [Brief description]
- [Benefit 2]: [Brief description]
- [Benefit 3]: [Brief description]
Elevate your workflow today!
Best regards,
[Your Name and Position]
When to use it: Once a customer has fully explored or exhausted the capabilities of your product and will benefit from integrating it with your other offering.
Why it’s effective: You show the added value of the current and additional products in combo and urge the client to consider potential improvement.
Survey email
Subject: Quick Feedback Needed!
Hi [Name],
This is [Your Name] from [Company]. Could you spare a minute to reflect on your experience with our company and take a short survey? Your feedback is invaluable in helping us improve. Thank you for choosing us!
Best,
[Your Name and Position]
When to use it: When you need qualitative and quantitative data to introduce changes or evaluate performance.
Why it’s effective: You show customers that you appreciate their opinion. As a bonus, you also get quality data to improve your service.
Referral program email
Subject: Hey [Customer Name], Let’s Share the Love!
Hi [Customer Name],
If you’re loving our service, why not spread the word and earn rewards? Join our referral program — it’s a win-win for you and your friends!
[Referral program conditions].
Feel free to reply to this email if you have any questions.
Best regards,
[Your Name and Position]
When to use it: Anytime after launching the referral program.
Why it’s effective: You offer incentives, creating a win-win scenario in which customers are motivated to refer others, and your business gains new customers through trusted recommendations.
Anniversary email
Subject: Celebrating Milestones Together – Happy Anniversary!
Dear [Customer’s Name],
It’s a special time for us – our [Number] anniversary! Looking back on our journey, we’re deeply grateful for your loyalty. To celebrate, we have a special surprise in store to thank you. Please join us in marking this milestone and enjoying exclusive perks reserved just for you.
Explore your anniversary gift: [Link]
Cheers,
[Your Name and Position]
When to use it: On anniversaries of significant events.
Why it’s effective: Celebrating a special milestone in the customer-business relationship makes customers feel appreciated and valued.
Feedback request email
Subject: Quick Favor? Your Valued Input, [Recipient’s Name]!
Dear [Recipient’s Name],
Hope this finds you well! I would deeply appreciate your insight on [specific service]. Could you spare a moment to share your feedback? Your perspective is truly appreciated.
Look forward to hearing from you!
Best regards,
[Your Name and Position]
When to use it: Every time after service is provided or with a certain regularity.
Why it’s effective: You demonstrate appreciation for your customer’s opinion while collecting valuable data to enhance and improve the quality of your services.
Milestone celebration email
Subject: Celebrating Your Project Milestone!
Dear [Customer’s Name],
I’m happy to congratulate you on achieving [name a milestone] with [Your Product]. Consider using such features as [Feature 1] and [Feature 2] to reinforce your success and achieve your next goal even faster.
If you have any questions about the [Product] functionality, feel free to contact me.
Best regards,
[Your Name and Position
When to use it: When a customer achieved any kind of milestone with your product or service.
Why it’s effective: You acknowledge and celebrate significant achievements in the customer’s journey with your business and create a positive and personalized connection, solidifying customer loyalty.
Win-back email
Subject: Welcome Back! Exclusive Free Trial Awaits You
Dear [Customer’s Name],
It’s been a while since we last connected, and we’ve been busy enhancing our products. As a token of appreciation, enjoy an exclusive free trial to rediscover the value of [Product/Service]. I’m happy to answer all your questions if you have any.
Best,
[Your Name and Position]
When to use it: If a customer doesn’t use your product or service for a long time.
Why it’s effective: A free trial or discount motivates the customer to re-start using your product and reminds them why they liked it in the first place.
Early access email
Subject: Get Ahead: Early Access to [New Feature/Product]!
Dear [Customer’s Name],
Exciting news! We’re rolling out a groundbreaking [New Feature/Product], and we’d love for you to be among the first to experience it. Secure your spot for early access now and stay ahead of the curve.
Claim your early access: [Link]
Best regards,
[Your Name and Position]
When to use it: When you want to encourage customers to use your product and show your appreciation.
Why it’s effective: You create a sense of exclusivity and anticipation among selected customers, sparking interest and excitement before a product or service is officially launched.
Seasonal tips and tricks email
Subject: Seasonal Tips & Tricks Just for You!
Dear [Customer’s Name],
With a new season on the doorstep, it’s time to learn what’s new in our products and how you can use it to your benefit! Explore exclusive insights, hacks, and advice tailored just for you.
- [Insight 1]
- [Insight 2]
- [Insight 3]
Learn more: [Link]
Best,
[Your Name and Position]
When to use it: At the start of a new season.
Why it’s effective: Customers get timely, relevant, and valuable information that enhances their experience with your product. This fosters a positive brand association, ultimately driving customer satisfaction and loyalty.
Partnership announcement email
Subject: Big News: Elevating Your Experience Together!
Dear [Customer’s Name],
Something amazing is happening! We’ve forged a strategic partnership with [Company] to bring you even more value. What it means for you:
- [Benefit 1]
- [Benefit 2]
- [Benefit 3]
Stay tuned for a game-changing collaboration!
Kind regard,
[Your Name and Position]
When to use it: When your business establishes a new collaboration or partnership.
Why it’s effective: By announcing the partnership, you foster a sense of trust and credibility and highlight new benefits this partnership brings your customers.
How to boost engagement with a better follow-up process
You’ve probably noticed that templates include many follow-up emails—and that’s no coincidence. Follow-ups are crucial for boosting engagement. In fact, the first follow-up alone boosts the reply rate by 49%, and it usually takes three emails to start a meaningful two-way conversation with a lead. Without engagement, your leads can hardly appreciate your efforts and see value in your product.
If you want your leads and customers to actively engage with your emails — opening them, reading, clicking the links, and responding — we’ve got some proven practices to help you make it happen.
Segment your prospects for tailored follow-ups
Group your prospects by factors like intent, engagement level, or industry, and customize your follow-up content to match each segment. This targeted approach will help you provide content that truly resonates.
Use multi-channel outreach strategically
Don’t rely on email alone. Mix in phone calls, LinkedIn messages, or even video follow-ups. When multiple channels are used, your follow-ups are more likely to reach the leads.
Use time-based triggers
By responding promptly to prospect activity—like downloading an ebook or opening an email multiple times—you have better chances to engage with your leads. Analyze the metrics to decide when to send a follow-up for each activity. The ideal follow-up timing after a meeting won’t be the same as after the initial outreach email.
Offer value in every follow-up
Share insights, resources, or solutions tailored to the prospect’s pain points. But first, A/B test your content to see what resonates the most. Not in every situation a lead will appreciate more info, even if potentially helpful; sometimes, a simple reminder about the next meeting is all they need.
Automate without losing the personal touch
Use AI tools to schedule and personalize follow-ups at scale. Use what you’ve learned about your customer’s content preferences and timing.
Set clear CTAs
Avoid vague prompts in your calls to action like “schedule a call.”. Offer clear, actionable next steps that make it easy for prospects to respond, e.g., “Does Wednesday at 2 pm work for a quick call?” or “Could you share your thoughts on this proposal by Friday?”
Limit the number of follow-ups while staying persistent
Persistence is key, but too many follow-ups can annoy prospects and harm your email deliverability. Stick to a reasonable number, sending only when it adds value, and never exceed the limit set by your email host.
And one final tip:
Go beyond standard email templates with AiSDR
Standard templates work well when your employees need to write and edit dozens of emails manually every day. Over time, they might even build a large library of sales email templates and no longer need to write from scratch.
But why stop there? AiSDR and other AI sales assistants make it easier to create and send hyper-personalized messages in seconds with a modern approach: email frameworks.
Email frameworks are a smart alternative to pre-filled templates, acting as customizable blueprints. Think of them as modular tools: you can tweak elements like subject lines, introductions, and calls to action to align perfectly with your audience and goals.
AiSDR takes this approach to the next level by integrating over 50 frameworks for outreach like AIDA (Attention–Interest–Desire–Action), SMYKM (Show Me You Know Me), JTBD (Jobs-to-be-Done), the JMM (Justin Michael Method), and other into its system. These aren’t just pre-written emails; AiSDR allows you to fine-tune them based on tone, audience, or campaign objectives.
By combining the personalization power of AI with proven frameworks, AiSDR ensures your emails feel tailored and resonate with prospects. All you need to do is specify what you’re selling and to whom— and the AiSDR will handle the rest.
Book a demo to see how AiSDR creates 100% unique, hyper-personalized emails in seconds.
