How to Write the 10 Types of SDR Emails to Secure a 5-8% Positive Response Rate
Find out how to grow your positive response rate for 10 types of SDR sales emails
Writing SDR emails that get replies isn’t magic or raw talent. It’s a skill that takes time and practice to master. And sometimes, just a few simple tweaks can tip the balance between whether your email gets trashed or replied to.
Here’s a closer look at 10 common emails that SDRs send, along with templates you can use and repurpose.
SDR cold email template and tips
Cold emails are frequently the first step toward building a sales relationship in outbound outreach. And just like in real-life relationships, you won’t get far if your first line is an ask or boast.
Emails with aggressive pitches don’t work. Instead, try these four tactics to show your recipient that you care.
Personalize, pain point, pitch
Before you use this sales pattern, you’ll need to have identified a gap or pain in your prospect’s activity that your product can solve.
Start your email by showing that you’ve done your homework and really understand your prospect’s world. For example, if you’ve used their tool, don’t just mention it, but indicate which features you liked and why.
After that, move on to the gap you’ve noticed and suggest how your product or service can help. If you sell a keyword optimization tool, for example, you can highlight which keywords your prospect is missing and describe how they can target them with your tool.
When you’re done, check if you’ve used these strategies.
Don’t ask. Give.
Don’t ask for anything. Just give value.
This simple tweak alone has the power to boost response rates five-fold. For example, instead of asking for a short call to walk someone through your product, you can just casually invite them to try your product and describe how it will help.
Write advice emails instead of sales emails
The golden rule of any SDR prospecting email is to not sound salesy. Instead of getting straight to the pitch, ask for advice while briefly mentioning your product. People love sharing their knowledge, so this can be a great conversation starter.
Show empathy
According to Chief Content Officer Ann Handley, pathological empathy is all about putting yourself in your recipient’s shoes and mindset. You need to show real empathy for the problems your prospects may be facing and shift from product-first to product-last.
In summary, don’t start with your product, features, and benefits but with your prospects’ context, experience, and pain points. Show how you can help first, and the rest is more likely to follow.
Example template: SDR cold email
Hi [first name],
I’m reaching out because I’ve noticed [company name and pain point, e.g. “Acme Co. doesn’t rank for a whole bunch of high-density keywords with low competition”].
My company helps [sector] businesses [mention what benefits you offer]. We’ve already helped over [number] сlients in different niches. Last year, for example, we helped [relevant company] achieve [relevant results].
I’d love to learn more about your business, challenges, and goals in [pain point]. In return, I can share what’s been working for our customers.
Can we set up a call?
SDR event-triggered email template and tips
An event-triggered email is an automatic message that’s sent to your subscribers when they complete a specific action or meet predefined conditions, such as certain intent signals like visiting your website.
Other common triggers include inbound actions like signing up for a newsletter, downloading some resource from your website, filling out a form, or making a purchase.
Triggered emails should usually be sent within minutes after the action took place, but not too fast. If you send them too fast, it can almost come off as creepy.
Here’s how to make event-triggered emails work better.
Stick to the point
Keep event-triggered emails short and to the point to resonate with the actions your lead made. For example, if they downloaded the template, provide it straight away without any fluff. Skip generic information: In these emails, personalization is key.
Avoid delays
Make sure your triggered email gets delivered fast — usually within five minutes after the action, especially if it’s a confirmation email. Delays are irritating and decrease customer satisfaction, and users may think your website or product is buggy.
Give a clear CTA
Each triggered email should have a purpose and a clear CTA. For example, if it’s a cart abandonment email, make sure a user can easily complete the order in a minimum number of steps. If it’s an onboarding email, your task is to make the user want to explore your product further, so ensure your CTA invites them to learn about its benefits.
Example template: Event-triggered email
Hi [first name],
Here’s the download you asked for!
[link]
It will help you [describe your benefits and value]. Are there any other challenges you face when it comes to [pain point]?
At [company name], we’ve been helping clients like [relevant customer name] and [relevant customer name] win [key results] for the past [number] years. Want to set up a call to discuss how we can help you?
Best regards,
SDR follow-up email template and tips
If you’ve sent a cold email but got no response, don’t worry. It doesn’t always mean that your prospect isn’t interested, especially with today’s hectic lifestyles and email conveyor belts.
In fact, top performers use around 2-3 follow-up emails to capture attention, so be patient and don’t give up too quickly. SDR follow-up emails are more than an opportunity to present your product again. They’re also a way to show your leads that you anticipate and value their response.
Don’t resend the same message
Even if the prospect didn’t read your first message, sending the same email again only shows that you haven’t put any effort into your follow-up. Make sure each message is different.
Some follow-ups are even as short as 1-2 words, and they “bump” the email conversation to the top of the inbox.
Show your understanding
Don’t pressure your recipient by emphasizing that they haven’t replied to you. Set a positive tone by letting them know that you understand their schedule is tight and messages can get missed.
Add extra value
Give people a reason to respond to your email. Put some extra value in each follow-up, whether it’s a useful resource, some insight, or a new way to solve your prospect’s problem.
Example template: Follow-up email
Hello [first name]!
Just wanted to touch base with you after my email about [topic].
I’m interested to hear your thoughts on [offer]. I can send you a short slide deck that shows how [product or service] can help [company name] achieve [benefit].
Would you be interested?
Best,
SDR nurturing email template and tips
Once you’ve caught attention, you need to build trust. Nurturing emails are about driving value and moving leads through the funnel by convincing them that you’re a good fit.
Examples of nurturing emails include welcome emails, educational emails, special occasion emails, social proof emails, reward emails, onboarding emails, and freebies. Here are the top ways to make nurturing emails work better.
Send personalized messages
There is no one-size-fits-all when it comes to nurturing — different audience segments will need a different number of touchpoints. This makes email personalization a must if you don’t want your messages to be buried forever.
Segment your audience according to their interests, website behavior, pain points, or sale cycle. This will help you move your leads through the funnel, giving them personalized educational content, case studies, testimonials, or exclusive offers that will resonate with their needs and buying stage.
Ensure that the emails flow naturally
Every email should be a separate story, yet these stories need to come together into a streamlined narrative. Each email should give extra value and warm your leads by building trust and smoothly moving them from consideration to decision.
Example template: Nurturing email
Hi [first name],
I wanted to reach out and share a resource for [specific pain point].
Based on our previous conversation, it seems like [specific challenge] is at the top of your mind. We recently published a guide that describes strategies our customers in [prospect’s industry] have used to tackle similar issues. I thought it might give you some actionable ideas.
Happy to have a quick follow-up call to discuss how you can apply this to [benefit] for [company name]. Talk soon?
SDR re-engagement email template and tips
You send emails, nurture relationships, and suddenly… nothing.
The main goal of a re-engagement email is to revive and win back a lead who’s no longer responding. Here’s how to hit the mark.
Ask for a reason
Don’t bombard your recipient with a flurry of re-engagement emails without finding out why they stopped following you. There could be any number of reasons, from finding your content irrelevant to personal challenges. Also, ask the recipient if they see value in your content and, if not, how you can improve it.
Show them a reason to come back
Put yourself in your recipient’s shoes and ask if this email would touch you if you hadn’t interacted with a brand or person for a long time. To revive a conversation, you need to give the person a reason to come back: remind them why they’ve subscribed, what they’ve missed, and how your content will make their life better.
Don’t be too pushy
Sometimes, you just have to let a lead go. A last shot is always worth a try, but if someone isn’t interested, you’re better off giving time to those who are.
Example template: Re-engagement email
Hi [first name],
I’m reaching out to ask if there’s anything specific I missed in my previous emails. Cards on the table: I’m too busy to answer most cold emails too. So I’d love to make things easier for you by keeping this short and relevant to [company name].
As a quick reminder, [company name] specializes in helping [industry or vertical] companies achieve [mention a key benefit or result, e.g., “better lead conversion rates”]. Here are a few ways our solutions can benefit you:
- [Benefit #1] – Save [X hours or %] on [task or pain point]
- [Benefit #2] – Improve [specific outcome, like “customer satisfaction” or “team productivity”]
If there’s something else you need or a better way we can support your goals, just let me know.
Best,
SDR trial/demo invitation email template and tips
A trial or demo is a key stage in your cold outreach email or nurturing sequence. Demos are your chance to show what your solution can do and prove you walk the walk, not just talk up the value of your product.
Here are a few ways to improve your invites to demo or trial.
Emphasize value
As Joanna Wiebe of Copy Hackers states, don’t amplify the act of proceeding; amplify its value. In other words, don’t say, “Apply for a free trial” or “Get a demo” — instead, say, “End your struggle with…” or “Get better at…”.
At the end of the day, you don’t want to stop at a free trial. You want to show how your lead’s life will change for the better after they start using your product.
Give as many details as possible
A trial/demo email shouldn’t leave any doubts, concerns, or questions. Provide as much information as possible such as how long the demo will take, where it will happen, and next steps.
Give the option to book a demo right in the email
Don’t drag out the booking process by asking for a reply. Instead, put the link to book a demo or trial in the email — no more going back and forth to arrange things.
Example template: Invite to trial/demo email
Hi [first name],
Interested in a personalized demo of [product name]?
In our conversation last [day], you mentioned [challenge or goal]. [Product name] was designed to tackle exactly this. Here’s what you’ll gain by joining our demo:
- We’ll walk you through how [product name] can help you [mention specific solutions, such as “automate repetitive tasks” or “improve team collaboration”].
- I’ll focus on the specific features most relevant to [company name], so you can see precisely how they solve your challenges.
- Get insights on how [similar companies/competitors] saw [mention specific results, like “a 40% increase in customer retention” or “50% time savings”] by implementing [product name].
You can book a 15-minute demo right here: [sign up link].
Any questions? Just hit reply.
Best regards,
SDR webinar or event invitation email template and tips
A webinar or event is your chance to share your expertise, build trust, and educate. This email is similar to an invitation to a trial or demo, except, in this case, your target may be cooler or higher up the funnel.
Here’s how to catch a prospect’s interest and encourage them to sign up.
Focus on what they’ll learn
Why should your prospect spend time on your webinar? Describe the value they’ll get and why they should attend it live.
Intrigue
Don’t play all your cards at once. Of course, you should tell your recipient as much as possible about the webinar, but, at the same time, arouse some curiosity. For example, you can promise to share a mystery resource with everyone attending the live webinar.
Use visuals
Use images and icons to make your invitation email more vivid — you don’t want people to associate your webinar with boredom.
Make registration easy
Don’t ask for too much information to register. An email and name are usually enough to sign up. Also, if you have subscribers in different time zones, mention them in your webinar time section.
Example template: Invite to webinar email
Hello [first name],
[Hook or pop culture reference related to the webinar topic].
Join our webinar with [guest speaker(s)] on [date and time] to learn more about [relevant topic your prospect struggles with]. During the webinar, they’ll discuss:
- [Topic or relevant pain 1]
- [Topic or relevant pain 2]
- [Topic or relevant pain 3]
Don’t miss out! Save your spot now 👇
[CTA button or registration link]
SDR referral introduction email template and tips
A referral introduction email is your first contact with someone you have a mutual connection with. A mutual contact helps break the ice and creates a foundation for a relationship.
In other words, a referral introduction email turns you from a complete stranger to a person who has something in common with the recipient. Let’s see how you can optimize it.
Introduce yourself
Even if someone referred you, it doesn’t mean you shouldn’t introduce yourself. Describe briefly who you are, your experience, and your expertise.
Be clear on how you can help
Get straight to the point and describe how you can help and why the recipient should care.
Example template: Referral introduction email
Hi [first name]!
[Mutual contact] and I were recently discussing experts in [prospect industry] and their challenges when [topic].
[Mutual contact] mentioned that [company name] is focused on [relevant area or project, e.g., “improving customer retention”].
Here’s how we could help you at [company name]:
-
- [Benefit #1]: [Brief explanation of a specific solution related to their challenge, e.g., “Our platform allows you to automate repetitive tasks, saving your team up to 6 hours weekly”].
-
- [Benefit #2]: [Describe another key feature or outcome, such as “Personalized communication tools that improve customer retention rates by X%”].
If you’re open, I’d love to set up a chat and learn more about your challenges and how we could support you. Looking forward to connecting!
SDR break-up email template and tips
A parting or break-up email is your last chance to catch a prospect’s attention. Usually, the purpose of this email is to say that you’re done sending messages (typically after 5-7 follow-ups) before you actually stop.
Here’s how to nail a break-up without burning bridges:
Set the context
Though this may be your last email, don’t send it out of the blue. Explain that you’ve been contacting your prospect but haven’t received a response. Mention who you are and tell them again how you can help.
Indicate that this is the last time you’re reaching out
Since this is a break-up email, it’s important to indicate that this is the last time you’ll be reaching out, as you don’t want to keep bothering your prospect.
Leave a door open
You never know what will happen in the future. Maybe this person will turn into one of your best sales deals. So don’t burn bridges with them. Rather, let them know that if they do change their mind, you’ll be there to welcome them back.
Example template: Break-up email
Hi [First name],
I’ve reached out a few times about [topic] at [company name] but haven’t heard back, so I wanted to make this my final follow-up. I understand if this isn’t the right time for us to connect, and I don’t want to clutter your inbox.
Just to remind you, [prospect’s company name] helps companies like yours achieve [relevant outcome].
If challenges like [pain point] come back on your radar, I’d be happy to reconnect to explore how [company name] could help you. My door is always open.
Hope to talk to you soon!
SDR LinkedIn first touch message template and tips
“I’d like to add you to my professional network on LinkedIn” ranks high among sentences that kill sales. Competition on the platform is tough, and you’ll have to be highly tactical with a first-touch message in order to win attention.
Here are some of the best tweaks you can use to craft a connection message that resonates.
Build connection first
Don’t use fluffy sales introductions like “Hello! I help businesses like yours. Let’s chat to see how I can help you grow.” Messages like these are so common they don’t even register — people just ignore them.
Build a connection first by asking to share experiences or reacting to your prospect’s recent news or posts.
Never ask without giving
Introduce yourself as someone who can help and be useful, not someone who wants to pitch and pester. Establish yourself as an expert who can help your prospect succeed.
Experiment with CTAs
Run A/B tests on different types and wording of CTAs to see what works best. For example, your prospects may respond better if you just send a useful resource and keep your invitation to schedule a call for a later message.
Example template: LinkedIn connection request
Hello [first name],
Just came across you and [company name] in my feed. Congratulations on [relevant recent update]. I looked up your product, and I love how it [mention how this product helps, try to be specific].
Are you ready to reach [relevant outcome]? If so, can I share some ideas?
Email templates are a useful tool for speeding up the outreach process. They aren’t the only way though.
An alternative tactic is to design an email framework that helps you cut through inbox noise while making writing faster and easier. AiSDR allows users to experiment with and run their sales using popular frameworks, including:
