Write one cold sales email to [PROSPECT NAME], [PROSPECT ROLE] at [COMPANY], offering [OFFER]. The objective is [DESIRED NEXT STEP]. Use these verified research notes only: [PROSPECT RESEARCH]. Write 90-140 words, plus 3 subject-line options of 4-7 words each. Use this sequence: 1. Subject line: specific but not misleading; avoid “quick question,” fake reply prefixes, and urgency claims. 2. Opening: one sentence that connects a real company, team, or role signal to a plausible business consequence. Do not flatter generically or imply personal familiarity. 3. Relevance: name one problem the offer may help with and explain the mechanism in plain language. Do not claim results, integrations, customers, or benchmarks unless supplied. 4. Proof: include one concise proof point from [PROOF OR EXAMPLE], framed accurately. If none is available, omit proof rather than inventing it. 5. CTA: make one low-friction, concrete ask tied to [DESIRED NEXT STEP]. Do not ask for a meeting and a referral and a reply in the same email. Use a direct, professional tone suitable for [SENDER IDENTITY]. Avoid feature lists, broad claims such as “save time,” excessive personalization, and more than one question. Do not use a recipient’s sensitive personal information or infer private circumstances. Before answering, self-check that the email contains exactly one primary CTA and that every personalization or proof claim comes from the supplied notes. If a required input is missing, ask up to 3 clarifying questions; otherwise, provide the subject lines followed by the email.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [PROSPECT NAME] | Enter the recipient's name. | Maya Chen |
| [PROSPECT ROLE] | Enter the recipient's job title. | VP of Revenue Operations |
| [COMPANY] | Enter the prospect's company name. | Northstar Learning |
| [OFFER] | Describe the product or service and the problem it addresses. | a lead-routing audit that identifies duplicate ownership rules and slow response paths in HubSpot |
| [DESIRED NEXT STEP] | Enter one specific action you want the prospect to take. | a 15-minute call next Tuesday or Wednesday |
| [PROSPECT RESEARCH] | Paste verified public details that make the outreach relevant. | Northstar posted two sales operations roles this quarter and recently expanded into enterprise accounts; Maya spoke on a webinar about reducing rep administrative work. |
| [PROOF OR EXAMPLE] | Provide an approved customer result, case study, or relevant example, if available. | A similar B2B education company reduced unassigned inbound leads from 11% to 2% after a routing redesign. |
| [SENDER IDENTITY] | Describe who is sending the email and their relationship to the offer. | an independent RevOps consultant who works with B2B SaaS teams |
How to use
- Research one credible, public reason for outreach and paste it as notes; do not ask the model to fabricate personalization.
- Set one CTA, such as a short call or permission to send an audit, before generating the email.
- Confirm the proof point is approved and accurately worded before sending.
- Follow up with: “Write a second-touch email under 70 words that adds one useful observation and keeps the same CTA.”
Variations
Warm introduction
Use this after a real mutual connection or event conversation.
Draft a [WORD COUNT]-word warm sales email to [PROSPECT] at [COMPANY] after [CONNECTION OR EVENT]. Offer [OFFER] and request [CTA]. Use only these facts: [NOTES]. Open by accurately naming the shared context, then connect it to one relevant problem and one concrete benefit. Include [PROOF] only if it is verified. Keep the tone [TONE] and do not imply an endorsement from the mutual contact unless they gave one. Self-check that the relationship claim is exact and the email makes one primary ask.
Post-demo follow-up
Use this after a prospect has already seen the product.
Write a [WORD COUNT]-word post-demo follow-up to [PROSPECT] at [COMPANY]. Recap these confirmed priorities: [DEMO NOTES]. Recommend the next step: [NEXT STEP]. Include a short section titled “What we would validate” with 2-3 measurable items tied to their stated workflow. Resolve or acknowledge these open questions: [OPEN QUESTIONS]. Do not claim a feature exists unless it was confirmed. Keep the email focused on the buyer’s evaluation, not a feature recap. Self-check that each recap point came from the demo notes and the next step has a clear owner.
Breakup email
Use this after several unanswered, relevant attempts.
Write a respectful breakup email of [WORD COUNT] words to [PROSPECT] at [COMPANY] about [OFFER]. Reference the prior outreach topic: [PRIOR CONTEXT], then state that I will close the loop unless [SIMPLE RESPONSE OPTION]. Include one concise reason the issue may still matter based on [VERIFIED SIGNAL]. Do not guilt the recipient, manufacture scarcity, or ask multiple questions. Tone: [TONE]. Before answering, check that it is easy to decline and that every company-specific statement is supported by the supplied information.
Tips
- Personalize around a business event or operating change, then explain why it may matter; a compliment alone is not relevance.
- A case-study result needs the comparable situation, timeframe, and measurement basis before you use it in outbound email.
- Keep the CTA proportional to the relationship: permission to send material can be better than a calendar request on a first touch.
- Do not cite job changes, funding, or product launches without checking they are current and public.
FAQ
How long should a cold sales email be?
For a first touch, 90-140 words is usually enough to establish relevance, proof, and one next step. Longer emails often hide the ask.
Can AI personalize sales emails at scale?
Yes, if you provide verified signals and apply review controls. Do not let it invent company initiatives, personal details, or customer outcomes.
Should every sales email include a case study?
No. Use a relevant, approved proof point when it earns credibility; otherwise, a precise problem hypothesis is stronger than weak social proof.