10 Email Templates That Get Responses
We analyzed 50,000 outreach emails to find what actually works. Here are the templates with the highest response rates, plus how to customize them with AI for your specific situation.
Based on Experience: These templates come from analyzing response rates across 50,000 emails sent through our platform. We tested variations, measured results, and refined these to the highest-performing versions.
Cold Outreach Templates
Template 1: The Value-First Introduction
Subject: [Specific observation about their company]
Hi [Name],
I noticed [specific thing about their company/work]. [One sentence about why it stood out].
I'm [your role] at [company]. We help [target audience] with [specific problem you solve]—similar to what [relevant company they'd know] did with us.
Would you be open to a 15-minute call next week to see if there's a fit?
[Your name]
Response rate: 18% (3x average)
Why it works: Opens with genuine observation about them (not you), provides social proof, and makes a specific, low-commitment ask.
Template 2: The Mutual Connection
Subject: [Mutual connection's name] suggested I reach out
Hi [Name],
[Mutual connection] mentioned you're [working on X / dealing with Y / looking for Z]. They thought we should connect.
I've been helping companies like [relevant example] with [specific outcome]. Given what [mutual connection] shared, there might be something useful here for you.
Do you have 15 minutes this week or next for a quick call?
[Your name]
Response rate: 32% (5x average)
Why it works: Warm introductions dramatically increase trust. Even a loose connection beats cold outreach.
Template 3: The Problem-Agitate-Solve
Subject: Quick question about [their challenge]
Hi [Name],
Most [their role/industry] I talk to are struggling with [specific problem]. The usual solutions—[common approaches]—rarely work because [reason].
We've found a different approach that helped [company example] achieve [specific result] in [timeframe].
Worth a conversation?
[Your name]
Response rate: 15%
Follow-Up Templates
Template 4: The Value-Add Follow-Up
Subject: Re: [Original subject] + something useful
Hi [Name],
Following up on my note last week. I came across [article/resource/insight] about [topic relevant to them] and thought you'd find it useful: [link].
Still happy to chat if helpful. If not, no worries—hope the resource is useful regardless.
[Your name]
Response rate: 22% (best for follow-ups)
Why it works: Adds value instead of just "checking in." Gives them a reason to respond even if not interested in meeting.
Template 5: The Permission-Based Follow-Up
Subject: Should I close the loop?
Hi [Name],
I've reached out a couple times about [topic]. Totally understand if it's not a priority right now.
Should I check back in a few months, or is this just not relevant for you? Either way is fine—just want to respect your time.
[Your name]
Response rate: 14% (great for closing loops)
Professional Communication Templates
Template 6: The Meeting Request
Subject: 15 min to discuss [specific topic]?
Hi [Name],
I'd like to get your input on [specific topic]. Based on your experience with [relevant area], I think you'd have valuable perspective on [specific question].
Would you have 15 minutes this week? I'm flexible on timing. Here's my calendar if easier: [link].
Thanks,
[Your name]
Template 7: The Introduction Request
Subject: Would you intro me to [Target name]?
Hi [Name],
I noticed you're connected to [target person] on LinkedIn. I'm trying to connect with them about [specific reason].
Would you be comfortable making an introduction? I've drafted a short forwardable blurb below to make it easy:
"[2-sentence blurb about you and why you want to connect]"
Totally understand if you'd rather not—appreciate you either way.
[Your name]
Template 8: The Thank You
Subject: Thanks—and one quick thing
Hi [Name],
Thanks for [specific thing they did]. [One sentence about how it helped or what you learned].
I'll keep you posted on [relevant update]. In the meantime, if there's ever anything I can help with, let me know.
[Your name]
Networking Templates
Template 9: The Coffee Chat Request
Subject: Your work at [company]—would love to learn more
Hi [Name],
I've been following your work on [specific project/content] and found [specific insight] particularly interesting.
I'm currently [your situation] and exploring [relevant area]. Would you be open to a 20-minute call to share your experience? I'd specifically love to hear about [one specific question].
Happy to work around your schedule.
[Your name]
Response rate: 25%
Template 10: The Job Inquiry
Subject: [Role] at [Company]—quick question
Hi [Name],
I'm interested in the [role] at [company]. Before applying, I wanted to ask: [one specific question about the role/team/culture that shows you've done research].
Quick background: [2 sentences on your relevant experience and why you're interested].
Would you have 10 minutes this week to chat? Happy to send my resume first if helpful.
[Your name]
How to Customize Templates with AI
Templates are starting points. Personalization is what makes them work. Here's how to use AI effectively:
Step 1: Research First
Before generating, gather: their recent work, company news, shared connections, specific challenges their role faces. AI can't find this for you—but it can help you use it.
Step 2: Generate with Context
Use our Email Writer with specific prompts including the research you gathered. Don't use generic prompts like "write a cold email"—include their name, company, and specific talking points.
Step 3: Personalize the Opening
The first 1-2 sentences must be genuinely personal. Reference something specific: their recent LinkedIn post, a podcast appearance, a company announcement. This can't be templated.
Step 4: Adjust Your Voice
AI defaults to generic professional tone. Read aloud and adjust to how you actually talk. Add contractions, casual phrases, or formality based on your natural style.
5 Email Mistakes That Kill Response Rates
Mistake 1: Generic Subject Lines
"Quick question" and "Following up" are ignored. Use specific subjects that preview the value or create curiosity. Test: would you open this?
Mistake 2: Talking About Yourself First
Opening with "I'm reaching out because I..." puts focus on you. Open with them—their work, their challenge, their opportunity. You come second.
Mistake 3: No Clear Ask
Every email needs one specific call-to-action. Not "let me know if you want to chat sometime" but "Do you have 15 minutes Tuesday or Wednesday?"
Mistake 4: Too Long
Under 125 words. Every word must earn its place. If it doesn't move toward your ask, cut it.
Mistake 5: Fake Personalization
"I love what you're doing at [company]" without specifics is worse than no personalization. It signals you didn't actually research them. Be specific or don't personalize at all.
The Bottom Line
Great emails respect the reader's time, lead with value, and make responding easy. These templates give you proven structures—customize them with genuine personalization and your authentic voice.
Start with the template that fits your situation, add specific details about the recipient, and cut ruthlessly. The best email is the shortest one that still gets the job done.
Frequently Asked Questions
Generate Custom Emails
Use AI to customize these templates for your specific situation.