How to Write a Sales Email That Gets Responses (15+ Templates)

Every inbox is a warzone.

In 2010, the average professional said they could withstand up to 50 emails per day. In 2026, they’re likely to receive 5x that daily.

And 99% of emails look exactly the same.

“Hi Reggie, I hope this finds you well!”

“I wanted to introduce you to AcmeLabs…”

“We’re the leading provider of data management software.”

Delete. Delete. Delete.

If you’re writing emails like this, you aren’t selling. You’re donating to the trash folder.

You can’t win with volume. You can’t win with lackluster personalization.

You can only win with relevance.

Let’s teach you how to write a sales email that gets read. We’re stripping away the fluff and giving you the exact sales email format used by top performers, along with over 15 copy-paste sales email templates you can use today.

Why the Sales Email is Important

Before you type a single word, reframe your goal.

The goal of a cold email is not to sell your product. If you try to explain your entire feature set in the first email, you’ll fail.

The goal is to sell the conversation.

You’re trading value for attention. You have approximately 3 seconds on a mobile screen to answer two questions in the prospect’s mind:

1. Who is this?
2. Why are you emailing me right now?

If the answer to the second question is “Because you’re on a list I bought,” you lose. And you’ll continue to lose.

Bad Sales Emails: Here’s What They Look Like

Bad sales emails suffer from the ‘me’-centric virus. They’re obsessed with the sender, not the receiver.

Signs your email is about to get deleted:

• “I” count: Scan your email. If more than two sentences start with “I” or “We,” rewrite the email.
• Fake friend: “Hope you had a great weekend!” or “Hope you’re having a good week.” Buyers know you don’t care. It’s filler. Cut it.
• Wall of text: If it looks like a novel, they won’t read it. Keep it under 120 words.
• Generic CTA: “Do you have 15 minutes to chat?” Why would they give you 15 minutes? You haven’t heard it.

Sales Emails: Spam Approach vs Signal Approach

How to Write a Sales Email in 4 Simple Steps

The perfect sales email format isn’t poetry. It’s logic. Sales emails should follow a predictable multi-step structure designed to hook the reader and lower friction.

Step 1: Hook

Start with them, the prospect. Reference a specific signal that proves you did your homework.

Example: “Saw you just raised your Series B.”

Step 2: Problem

Connect that trigger to a painful problem the prospect is likely facing.

Example: “Usually, when teams scale post-funding, the CRM data gets messy fast.”

Step 3: Solution

Briefly mention how you solved that specific problem for a peer or popular brand.

Example: “We helped [Other Company Name] automate data entry so reps could focus on selling.”

Step 4: CTA

Don’t ask for time. Ask for interest.

Example: “Worth a chat” or “Open to seeing how?”

15+ Sales Email Templates for Every Stage

Here are real sales email templates categorized by the prospect's journey stage.

Cold Prospecting | Find Phase

#1. New Role Template

A decision-maker just started a new job within the past 90 days.

The template:

Subject: New role / [Company Name]’s priority?

Hi [Name],

Congrats on the new role as VP of Sales.

Usually, when new leaders join, the first 90 days are spent auditing the tech stack to find efficiency gaps.

If you’re looking for quick wins on the RevOps side, we helped [Other Company Name] cutadmin time by 30% in just the first month.

Open to seeing the playbook?

Why this sales email works: New executives have a mandate to make changes. They’re significantly more likely to buy in their first 90 days than at any other time.

This email also references a specific outcome (a 30% admin cut) for a similar company, reducing the risk of a bad decision.

#2. Hiring Surge Template

The prospect is hiring multiple roles in a specific department.

The template:

Subject: Scaling the SDR team

Hi [Name],

Saw you have 5 open recs for SDRs right now.

Most leaders I chat with worry that ramping so many reps at once will break their data processes (or flood the CRM with duplicates).

We’ve built a way to auto-clean lead data before it even hits the CRM.

Worth a chat before the new class starts?

Why this sales email works: The email identifies a problem (messy data) that hasn’t happened yet but is inevitable given the trigger (hiring). You’re solving a headache they’re already anticipating.

The phrase “before the new class starts” creates a natural timeline for the conversation.

#3. Tech Stack Template

You know the prospect uses a specific competitor or partner tool.

The template:

Subject: [Other Company Name] data hygiene?

Hi [Name],

Saw you’re using [Competitor Name] as your core CRM.

Love the platform, but it requires extensive manual data entry from reps to keep the reporting accurate.

We’ve built a layer that automates that entry, so you don’t have to nag your team.

Why this sales email works: You prove you aren’t blasting a generic list by mentioning their specific CRM. You validate their choice (“Love the platform”) but highlight a universal friction point (“manual data entry”). It’s a safe, non-confrontational way to introduce a problem.

#4. Competitor Template

The prospect uses a legacy solution, and you’re ready to replace it.

The template:

Subject: Question re: [Competitor Name]

Hi [Name],

Curious — are you still using [Competitor Name] for your sales sequencing?

Lots of their users are switching over to us because they’re tired of paying for separate tools like inbox warming.

We include warming natively.

Open to comparing the cost?

Why this sales email works: You’re driving a wedge between the prospect and their current provider by highlighting a specific weakness (hidden costs and separate tools). “Are you still using…” implies the tool may be outdated, which can trigger a fear of missing out.

#5. Content/Podcast Reference Template

You know the prospect uses a specific competitor opartner tool.

The template:

Subject: Your point on efficiency

Hi [Name],

Just listened to your interview on [Podcast Name]. Loved your point about revenue efficiency being a huge KPI for 2026.

We built our entire platform around that concept: removing the bloat that kills efficiency.

Thought you’d get a kick out of this manifesto we wrote: [Link]

Any thoughts?

Why this sales email works: People love hearing that you listened to them. It instantly builds rapport.

The contextual bridge seamlessly links their philosophy (“revenue efficiency”) to your product, making the pitch feel like a natural continuation of their own thoughts.

Follow-Up & Nurture | Connect Phase

#6. ‘Any Thoughts’ Bump Template

The prospect didn’t reply to the first email. Keep it simple.

The template:

Subject: Re: [Original Subject]

Hi [Name],

Any thoughts on the below?

Imagine this might not be a top priority right now, but wanted to double-check before I archive.

Why this sales email works: You’re pushing the original context to the top of the inbox without forcing the prospect to reread a long email.

The phrase “Imagine this might not be a top priority” gives them permission to say “no,” which is better than silence.

#7. Value Add Template

Deliver value without asking for anything.

The template:

Subject: Resource for your team

Hi [Name],

Saw you’re focused on [Topic].

We just released a benchmark report on how 500+ RevOps leaders are handling that exact challenge.

No ask. Just thought you might find the data on page 4 interesting: [Link]

Why this sales email works: The “No ask” line lowers defences. Salespeople rarely give without taking.

And pointing to page 4 proves you actually read it and aren’t just spamming a link.

#8. Pre-Emptive Objection Handler Template

Address the elephant in the room, such as “We have no budget.”

The template:

Subject: Timing + budget

Hi [Name],

I know you’re getting slammed with asks right now.

Most folks tell me they don’t have budget for new tools. Totally get it.

We actually replace 3 tools you’re likely already paying for (data, warming, and sequencing), so the net new impact is usually cost-neutral or savings.

Does that change the math at all?

Why this sales email works: You’re acknowledging the reality (“slammed with asks”) and disarming the most common objection (budget) before they even raise it.

CFOs love consolidation, so framing the purchase as a savings rather than a spending decision changes the buying psychology.

#9. Multi-Thread Template

You’re getting ghosted, so you go to a colleague.

The template:

Subject: Direction needed

Hi [Name],

I was chatting with [First Contact Name] about how you handle [Process], but I haven’t heard back yet.

Is this more of a priority for you, or should I drop it?

Why this sales email works: Mentioning a colleague’s name creates social pressure to reply. No one wants to look unorganized to their peers.

“Should I drop it?” also challenges them to make a decision.

#10. Breakup Template

The final email in the sequence.

The template:

Subject: Permission to close the file?

Hi [Name],

Should I cross this off my list? Assuming [Problem] isn’t a priority right now, so I won’t follow up again.

If that changes next quarter, let me know! Always happy to chat.

Why this sales email works: Psychologically, humans hate losing options. By saying “I won’t follow up again,” you trigger a “Wait, maybe I should look at this” reaction.

This email respects the prospect’s inbox, leaving a positive final impression for the future.

#11. Recap Template

Immediately after the demo, start building a champion.

The template:

Subject: Recap + next steps!

Hi [Name],

Thanks for the time today. Here’s the summary of what we discussed.

Current State: Struggling with [Problem].

Future State: Want to automate [Process].

Gap: Need a tool that does [Capability 1], [Capability 2], and [Capability 3].

I’ve attached the recording. As discussed, I’ll send over the pricing proposal by Friday.

Why this sales email works: The email documents the gap, which the champion can forward to their boss to justify the budget. You’re also inviting collaboration and ensuring both you and the prospect are aligned.

#12. Mutual Action Plan Template

Keep the deal on track.

The template:

Subject: Timeline check

Hi [Name],

To hit your goal of launching by [Date], we agreed to complete the legal review by the end of this week.

Are we still on track for that, or should we adjust the launch date?

Why this sales email works: You’re tying the deadline to their goal, not your goal. This makes you a partner rather than a pest.

#13. ‘Going Dark’ Reengagement Template

The prospect ghosted you after the proposal, so now it’s time to follow up.

The template:

Subject: Is the deal dead?

Hi [Name],

Haven’t heard back on the proposal.

When this happens, I find it means one of two things:

You’re super busy.

You decided to go in a different direction.

If it’s the latter, no hard feelings — just let me know so I can stop bugging you.

Why this sales email works: Giving the prospect permission to say “no” relieves the pressure. Often, they’ll reply to say “No, not dead! Just busy!”

#14. Paperwork Nudge Template

The deal is stuck in procurement.

The template:

Subject: Unsticking legal

Hi [Name],

Looks like legal has been sitting on the contract for a few days.

Is there anything I can do on my end to help unblock them? Or should I stand down?

Why this sales email works: The email offers help (“unblock them”) while subtly pointing out the delay “sitting on the contract for a few days”). This empowers your champion to nudge their internal team.

#15. Renewal Heads Up Template

90 days before renewal. The countdown is on.

The template:

Subject: Renewal for next year!

Hi [Name],

Hard to believe, but your renewal is coming up in 90 days.

Before we talk paperwork, I’d love to do a quick audit of how you’ve used the platform this year and share some features you might be missing out on.

Open to a 15-minute review?

Why this sales email works: You’re framing the conversation around a strategy and an audit rather than an invoice and a payment. You’re earning the renewal, not just demanding it.

#16. Upsell Signal Template

The prospect ghosted you after the proposal, so now it’s time to follow up.

The template:

Subject: Seat limit

Hi [Name],

Quick heads up! You just hit 95% of your seat limit.

This usually means you’re growing (congrats!).

Do you want to discuss adding a new block of seats before you hit the cap and service gets paused?

Why this sales email works: This email is purely factual. You aren’t selling. You’re notifying them of a service limit, framing the cost increase as a victory (“you’re growing”) while making the upsell feel like a celebration of success.

How AI Can Write Your Sales Emails

By now, you might be thinking: “This is a lot of writing. Can’t I just ask ChatGPT to do it?”

Be careful. Generative AI is a text predictor. It’s great at writing fluent sentences, but it doesn’t know the context.

If you ask ChatGPT to write a sales email, it’ll likely give you the spam version we warned about earlier.

Context-aware AI is different.

Reevo, for example, doesn’t just guess what to write. The AI-native platform observes signals and constructs the email based on those facts. It’s the difference between asking a stranger to write a letter for you and asking a GTM co-pilot exactly what’s happening in the deal.

Writing Sales Emails: Respect the Inbox

Writing a great sales email isn’t about being a poet. You need to approach it like a problem solver.

If you respect the prospect’s time, do your research, and focus on their problems rather than your features, you’ll stand out.

But remember: The best sales email is the one you don’t have to manually write from scratch.

Don’t just write better emails. Build a system that finds the right signals for you — try Reevo.