The 10 Best Outbound Email Templates for Sales Teams in 2024

photo of Justyna Waciega
outbound email templates - cover photo

A major sales deal can begin with a great email. Sounds impossible? Not if you do it right.

Let’s get right to crafting outbound emails that catch attention and drive conversions. We’re talking email sales templates, examples, and strategies from emails that drive sales.

You’ll see how to shape messages for clarity and impact and drive action without fluff.

What are outbound email templates?

An outbound email template is a pre-designed framework for sales emails that are sent to potential customers – most commonly to B2B audiences.

Marketers can change the details of the message to make it more personalized, but the core stays the same.

Sales email templates are a shortcut for email marketing that helps you quickly get your point across without starting from scratch every time. They help with a consistent structure for communicating offers, updates, or information.

Also, sales reps and sales teams can personalize the messages, boosting engagement and action from each email they send.

How to write sales emails: tips and tricks for a great outbound email template

We’ve prepared some tips for you to make the most of the sales email templates, and maximize email deliverability.

Use a tool that makes it easy to send (cold) emails

Without robust software, you will probably waste plenty of time and your nerves. Choose a cold email platform like Woodpecker – reliable, fast, and user-friendly.

You are just a few clicks apart from automated follow-ups, personalization, and improved workflow.

All thanks to its capabilities: integrations, email list verification, templates, A/B testing, condition-based campaigns, domain warmup, and more.

👉🏻 Check out all the built-in features of Woodpecker!

Write a catchy subject line

It’s the first thing your target audience sees and decides whether your message attracts interest or gets lost in the sea of emails.

A great subject line grabs attention and encourages people on your sales email list to open the message instead of dismissing it as spam or overlooking it like just another cold email.

Subject line examples:

  • A fresh view on X
  • Want to scale up X?
  • A painless way of doing X
  • The time has come. Change X
  • Have you considered doing X?
  • Do you have any X challenges?
  • Have you heard about/tried X?
  • Are you irritated by your current process?

📚 Source: 15 Best Sales Email Subject Lines We’ve Come Across.

Keep it clear, intriguing, and relevant to ensure your emails get the attention they deserve.

Keep it short and sweet

No matter, if they are outbound emails, follow-up ones, or maybe an email outreach type of message, going short and sweet is the best approach.

Make sure every word counts and directly conveys your main message.

It keeps readers interested and more likely to respond. Short emails respect the reader’s time and stand out in a crowded inbox.

For the subject line, it’s best to make it 6-10 words. And for your email copy, it’s recommended to make it around 150 words. But it’s not a rule, and longer or even shorter emails may be successful as well.

So, focus on clarity and simplicity to get your point across effectively and create a memorable impression.

Explain who you are and what you offer

Clearly introduce your company and the specific product or service you provide. Adding just one offer at a time makes the message focused and easier for the recipient to understand.

It helps establish a clear connection between your company and the value it brings, leading the reader to take an interest in what you’re offering.

A concise introduction followed by a single, compelling offer creates a straightforward path for engagement and response.

Here’s an example of such an introduction:


We’re XYZ, a marketing agency. We create social media content and believe in the power of innovation and partnership. Let us elevate your brand’s digital footprint.

Our deal: Sign up for our monthly content package and receive an extra week of content for free.

Have a strong call to action

Make your CTA clear and persuasive, guiding them on what steps to follow next. The best would be to add it before the closing line.

No matter if it’s replying to the email, signing up for a service, or making a purchase, a well-crafted call to action, makes the desired response obvious and easy to execute.

The goal of this strategy is to convert interest into actionable results.

CTA examples:

  • Grab X% off
  • Shop our limited-time sale
  • Explore our seasonal discounts
  • Activate your coupon code
  • Shop now
  • Add me to the list
  • Secure your spot now
  • Get industry insights
  • Take the 2-minute survey
  • Tell us what you think

    📚 Source: List of 50+ CTA Examples to Boost Your Emails.
writing a sales email

Source: Designs

Outbound email marketing: sales email templates

Before each sales email template, there are a few words of explanation so you know when to use it and why it’s good.

#1 The product introduction email template

The sales email template is a tool for reaching out to potential customers to build brand awareness through product introduction.

GOAL: capturing attention, conveying key information succinctly, and encouraging action, all while maintaining a friendly tone.

Subject line: “Meet Your Next Favorite Thing!”

Hi there!

We’re [your company name], and we just launched something we think you’ll love: [product name]. It’s simple, effective, and could be just what you need.

Why try it? It offers [briefly mention a key benefit or problem it solves] without any hassle.

Interested? Just click here to learn more or get yours today. [link to product page]


[your name]

[your position]

[your company]

#2 The social proof outbound email template

Leverage the power of social media marketing to showcase real stories and testimonials from satisfied customers.

GOAL: convincing potential clients of your product’s value through stories of how it has already made a difference for others.

Subject line: See Why [Celebrity’s Name] Loves [Product/Service Name]!


Ever wonder why [product/service name] is getting so much love on social media? Our customers can’t stop talking about how it’s changed the game for them.

Also, here’s what [celebrity’s name] said: “[brief, powerful testimonial].”

And there’s more where that came from. Check out our reviews and customer stories to see the real impact [product/service name] is making. [link to testimonials page]

Ready to experience the difference for yourself? Join the community of happy customers today.

Warm regards,

[Your Name]

[Your Position]

[Your Company]

#3 The “offering a better solution” email template

The “offering a better solution” email template highlights the benefits of your product or service. Make it easier for prospects to compare it with common alternatives in the market.

GOAL: showing potential customers how your solution stands out – that is a better option that they can choose from.

Subject line: Upgrade to a Better Solution with [Product/Service Name]

Hi there!

Looking for a better solution to your current [problem or need]? [Your company name] has you covered with [product/service name]. Unlike others, our [product/service] provides [benefit] you can rely on.

Here’s how we compare to the rest:

[Benefit 1]: Ours [how it’s better], while others [common issue].

[Benefit 2]: We offer [unique feature], something you won’t find elsewhere.

Don’t just take our word for it. See the difference for yourself and why so many are making the switch to [product/service name].


[your name]

[your position]

[your company]

#4 The mutual contact reference email template

It’s a strategy to introduce yourself and your offerings in a friendly yet professional way. Using a reference from your mutual contact gives you credibility and opens the door for a new connection. It should be simple and straight to the point.

GOAL: creating a direct link between mutual contacts and benefiting the recipient.

Subject line: Let’s Meet!

Hi [recipient’s name],

Hope you’re doing well. [Mutual contact name] and I were chatting, and your name came up. They thought we should connect, and I agree.

I work with [your company name], and we specialize in [briefly describe what you do]. I think it might be something you’ll find useful, and I’d love to show you how.

Can we have a quick call or meet for coffee? It’d be great to share ideas and see how we can help each other out.


[Your Name]

[Your Job Title]

#5 Offering a useful resource email template

It’s a way to provide additional value to a website visitor and make their experience better, deepening their connection with your brand.

GOAL: ensuring your message is both appealing and easy to act on without overwhelming the recipient. Also, generating more leads.

Subject line: Exclusive Resource for You, [Recipient’s Name]!

Hi [recipient’s name],

Thanks for visiting our website! We noticed you’re interested in [specific topic/area they showed interest in]. To help you out, we’ve got a special guide/resource that dives deeper into this topic.

It’s free and packed with insights we think you’ll find valuable. Here’s the link to access it directly: [Link to resource]

If you have any questions or want more info, just hit reply. Happy to chat more about your interests or how we can assist.


[your name]

[your position]

#6 The website visitor outbound email template

This type of outbound email targets individuals who have recently visited your website. You can get extra help using insights from tracking tools to initiate a personalized outreach.

GOAL: addressing potential pain points identified during their visit and give tailored solutions or information to deepen their interest. You can change a casual website visitor into an engaged potential customer with a personalized message.

Subject line: We Saw You Checking Us Out 🕵️

Hello [recipient’s name],

Hope you’re doing well! We saw you stopped by our website recently and spent some time with [specific section/page they visited]. It seems like you might be looking for answers or solutions regarding [pain point related to the page visited].

We understand that [briefly describe the pain point] can be challenging. That’s why we’re reaching out to offer a bit more insight and perhaps a way forward that could help.

[Offer a brief overview of a solution, resource, or next step that addresses the pain point]

If this sounds like something you’re interested in exploring further, we’d love to discuss how we can specifically help you with [personalized solution/service].

Feel free to reply to this email or check out [link to a relevant page on your website] for more information.

Best regards,

[your name]

[your position]

[your company]

#7 Offering a demo outbound email template

This template helps you offer a demo of your product through a personalized video. Your demo will be more engaging and relevant if tailored to their interests.

GOAL: showing potential customers exactly what your product does and how it can solve their problems.

Subject line: Check Out Your Custom Demo of [Product Name]!

Hey [recipient’s name],

Hope you’re good! We noticed you’re checking out [product/service], and guess what? We put together a special video demo just for you.

This video shows you the bits of [product name] we think you’ll love the most. It’s a quick way to see how it fits what you’re looking for and the difference it could make for you.

Want to see it in action? Just click here and watch your demo. If you’ve got questions or want to talk more about it, we’re all ears.

[link to personalized video demo]

Can’t wait to hear what you think!


[your name]

[your position]

[your company]

#8 Personalized outbound email with video template

When you want to send a video email, make it feel like you made it just for the person watching.

GOAL: grabbing their attention with the talk about things they like. You’ll show them you know what they’re into and make the message hit home.

Subject line: We Made You a Video!

Hi [recipient’s name],

Guess what? We made something just for you. We know you’re into [specific interest or need], so we put together a video that gets right into that.

This video is all yours. It talks about [briefly describe the video content], and we think it’s going to light up your day. It’s our way of showing you things we think you’ll love.

Ready to watch? Just click here and dive in.

[Link to personalized video]

Let us know how you feel after watching. Got questions? Shoot them our way. We’re here to chat.

Take care,

[your name]

[your position]

[your company]


one of the cold email examples


#9 Personalized outbound email based on recipient’s interest

This template doesn’t feel like one. It keeps things light and chatty and makes it seem like you’re talking with a friend about something they love.

GOAL: getting prospects interested and moving them along in the sales funnel without the pressure – in a way that feels more friendly and less sales-y.

Subject line: Got a Minute? Here’s Something on [Specific Interest] You Might Like!

Hey [recipient’s name],

How’s it going? Saw you’re into [specific interest] and was like, “We need to share this with them!”

Here’s the deal: We found something intriguing related to [specific interest]. Thought it might be right up your alley. We’ve got a few things to share, such as [quick mention of what you’re sharing].

Interested? Just hit reply. We’re here to talk about it.

Take care,

[your name]

[your position]

[your company]

Bonus: outbound sales email example ⬇️

cold outreach email example


#10 Outbound email template based on their social media activity

This is one of the sales email templates that a sales representative can use when spotting something amazing someone posted on social media. Reach the author out in a way that’s casual yet still keeps it professional.

GOAL: showing you’re in tune with what they’re sharing and suggesting a chat that feels natural and relevant.

Subject: Let’s Talk [Industry/Field] Growth

Hi [recipient’s name],

Saw your post on [social media platform] about [topic of the post]. Impressive insights. We at [your company] have something that aligns perfectly with your thoughts. We offer [briefly describe your service/product] that could really complement what you’re doing.

Our work has propelled companies in your space to [mention a specific benefit or outcome]. I think there’s potential for something similar with [prospect’s company name]. Are you open to a chat about how we can help? Just a quick call or meet-up could open up some interesting avenues for both of us.

Let me know your schedule, or just throw a time at me that works. Eager to see where this could go.

Kind regards,

[your name]

[your position]

[your company]

Bonus: outbound email example ⬇️

sales email template/one of the cold email examples



Now you know how to write sales emails that work, drawing from successes in previous email strategies.

The focus? Directly tackling the pain point, and keeping the message short and sweet.

Every email is your chance to start a conversation that could lead to a sale.

Keep these tips in mind, adjust based on results, and watch your sales emails open doors to new opportunities.

Ready to see those replies come in? Sign in to Woodpecker and grab the free trial today.