How to Write an Outreach Email That Will Actually Convert

Cold outreach emails are something I love and hate at the same time. There must be others like me out there.

As far as I am concerned, getting replies and interested prospects is all sunshine and rainbows. It has a downside, paved by the low response rates and many unopened emails.

Unless you’re an expert in your field.

Due to my experience in building email list, I am no stranger to the various email writing strategies that have produced the most conversions.

I have personally had success getting conversion rates of up to 43% through outreach emails, so if you want to learn how to write them, then read on.

Why email outreach is still one of the best outreach strategies

Connecting with others in your field via email is a smart way to discover potential clients. The prospect isn’t forced to listen, so he or she can pay attention when he or she has the time, on their terms. 

As well as expressing their request creatively, it allows them to include visual aids. An infographic about the features of your app and how the prospect can benefit from its use can easily be incorporated into your outreach campaigns if you have just built an awesome app. 

Marketing via email and outreach has generally proven to be the most effective method of promoting, resulting in opportunities such as guest posts, link building, and establishing contacts. 

Marketers also get the best ROI from it.

How to write outreach emails that will actually convert

Outreach plans vary depending on who you’re targeting and the industry they work in, just as with any marketing strategy.

A simple comparison would be to compare open rates for guest posts and sales pitches. Previously, I have had outreach emails convert at up to 43%, but I should note that this was for an outreach campaign for a guest post.

Even though getting those numbers is still a big deal, offering something upfront certainly makes it easier. People prefer to be on the receiving end of a relationship, so successful outreach emails offer something instead of trying to sell. 

Cold emails won’t necessarily result in no responses, but that doesn’t mean you won’t get any. Your actual conversion rate will have to be more realistic and you’ll have to be creative. 

In summary, here is what you need to know about email conversion:

  1. Research done well
  2. Email sent well
  3. Having luck

It’s true, I said it. It’s luck. You still won’t convert leads even after doing all the research, having the right decision-maker, and writing a killer email with a great value proposition.

You might be offering a solution that is already in the process of being implemented. There can be a problem with this timing. There may be too many projects on the prospect’s plate, and he or she will not be able to fit in a new one.

We cannot control point 3. The first and second points aren’t. The best way to write your email is as follows.

Good research

Your outreach campaigns will succeed or fail based on whether or not you win the battle before it is fought. Prepare yourself for success by creating a plan you feel confident about. 

Despite how cheesy it might sound, believing in yourself and whatever you do is crucial. The worst thing you can do is get discouraged even before you begin. It’s something I’ve experienced.

Here are some tips on how to increase open mail rates and overall engagement by using good research tactics and confidence. Defining your ultimate goals, selecting the right audience, and finding the individuals with the power to grant your wish are the first steps to a successful email outreach campaign. 

Let’s get started! 

1. Define your goals

In order to write an outreach email, you should always begin by defining your goals and key performance indicators (KPIs). 

Creating relationships with influential people in the industry could be a specific goal, such as promoting a study you made and getting people to link to it, or a more general one, such as gaining brand awareness and increasing brand awareness. 

It doesn’t matter how ambitious it seems, write it down and be specific. Including a tempting value proposition will help you attract your prospects and align your value proposition with their goals. 

2. Target the right prospects

It is important to make good use of your time and resources. Using an extremely broad list of prospects is a very common mistake even professionals make. You need to be specific if you want success. 

It is important to target the outreach campaign at people who will benefit from this relationship, service, or product. Think about websites and prospects that will appreciate the type of content you’re offering and accept contributions if you’re looking for guest posting opportunities. 

3. Find the right decision-maker and their email 

Your next step is to find the decision-maker’s email address once you have a list of relevant prospects. You can also find emails by searching on Google or browsing through social media or using one of the many tools that offer that service. 

When it comes to learning more about the target and establishing rapport before sending an email, LinkedIn is very helpful most of the time. 

Sending your meeting request email to the common customer support address is not appropriate if you want to schedule a meeting with the service development manager of a certain company. 

Nevertheless, finding the correct email address isn’t always easy if one gets lost. When this happens, ask the receiver whether they can forward your email to the appropriate person or department and state your request clearly. 

Good email

My spicy fix is finally here. 

Although it isn’t hot, I get the opportunity to express my growing frustration with mass email, or “The Shotgun Approach”. 

All of us have been contacted by generic emails that look like templates from ten miles away. The “Shotgun Strategy” is exactly what it sounds like. Reaching out to 500 prospects with the same message without considering their needs or interests. 

The offers I’ve seen don’t appeal to me personally. 

I follow the “Sniper” approach because of this. My personalized message is crafted after carefully choosing my prospects. 

Cold email software may also be useful for your outreach efforts. Emails can be sent in bulk, follow-ups can be automated, A/B tests can be performed, etc. As a result, more deals are closed and more responses are received.

The following four elements should always be addressed in a good outreach email: 

  1. The website and the work they do were researched.
  2. Value is being delivered by you.
  3. There is a genuine interest on your part.
  4. It’s not just about selling.

 You can do that by following these steps. 

1. Personalize the email

You should demonstrate your interest in your prospect’s work from the very beginning. If you accept your offer, mention how you found them, what you admire about them, and what they can gain from accepting it. 

Your open rates can be significantly improved just by using their first name. When my name isn’t included in the email, that’s a clear sign of laziness – and a “Shotgun” tell-tale sign. I personally skip emails that don’t directly address me since my name is quite easy to find. 

Search engines and social media are great resources if you need information about them.

If you want to find articles they’ve written on the company’s website, you can use Google: 

[Sites: “Name of prospect”]

Alternatively, you can find them on LinkedIn and see if there is anything you can relate to. 

2. Experiment with your subject line

Subject lines can never be perfect. It is possible to get the most out of it, however, if you use certain tactics. Ultimately, it will determine whether or not an email qualifies as spam for your prospect, as it will be the first thing they see. 

Please refrain from using all caps. Several people like to be shouted at – it may get their attention, but nobody likes to be shouted at. 

You can also decrease the clickthrough rate by keeping the line too long, which often results in their spam department storing your email address. 

Here’s a blog post on subject lines that will help you cut your experiment time. 

3. Respect their time

Consider your prospects from their perspective. In my opinion, this is the best way to judge whether my outreach email is too long or incomprehensible. It is unlikely that my prospect will read through the whole thing if I am not patient enough to do so. 

It’s really all about cutting the fluff, saying what’s on your mind, and just getting straight to the point. Their inboxes probably receive dozens, if not hundreds, of emails each day.

4. Make it easy for them to take action 

If your email calls for a prospect to take action, such as meeting with you to discuss the offer further, ensure you provide a simple means of doing so. 


Planning, patience, and some time are all it takes. 

Consider doing your research before starting your campaign next time. You’ll be more likely to succeed if you do this. To establish a human touch, you can then draft a template for your value proposition. 

It is only human nature for you to write to another human being. When it comes to converting leads, sincerity is always a plus – especially when scheduling an appointment for an open conversation follows.

One thought on “How to Write an Outreach Email That Will Actually Convert”

  1. Yes, in this part `Sites: “Name of prospect”`, I guess it’s `site:` not `sites: `

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