This article is suitable for
- Company partner who want to engage in new customer development
- Sales managers who do not know how to write a B2B cold email templates
- Supervisors who want to save time and achieve business development efficiency
- Entrepreneurs looking for foreign distributor cooperation
Over the years, I, a workaholic, have developed a habit: the first thing I do when I wake up every day is to open my inbox to see if there are new emails, and reply to messages in real time. Many of my friends also have this habit, which shows that email plays an important role in business. After reading many B2B cold emails sent to us, we can not only see the company’s service from the Email, but also the writing ability of the Sales.
When a company receives dozens or even hundreds of emails every day, it is impossible to digest so many letters at once. Conciseness and clearness to state their subject are one of the keys to business development emails. I believe no one wants to do a long reading test in the company!
(Read More: B2B Content Marketing Strategy – 4 Marketing Tools to increase Website Traffic free and Customer Lists)
How to increase response rates of B2B cold emails?
- 「Structuring Content」:
Is the content structured in a professional business format? Does it convey professionalism?
- 「Empathy」:
Put yourself in the recipient’s shoes. Would you click to read the email if you received it?
- 「Call to Action」:
Does the email point to the customer’s current needs and will the customer inspire it to reply to you right away?
B2B cold email templates can be divided into two parts: the subject and the body.
The subject line of B2B cold email templates
The “subject line” is crucial in determining whether the email gets clicked. Customers typically spend only a few seconds deciding whether to click or send the email to the trash. To increase open rates:
- Use “questions” to remind customers of Pain points.
- Highlight your advantages.
- Personalize by including the customer’s name.
- Add current news or relevant topics.
- Keep the subject line concise.
- Avoid excessive punctuation.
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Example of the B2B cold email’s subject lines : • SPQ® , a famous FDA grade screw manufacturer in Taiwan |
(Read More: 2 Tips to boost your sales by writing precise subject on B2B cold Email)
5 steps to write the content of B2B cold email
(1) Self-Introduction:
1-1【Addressing the Recipient】:
Avoid using “Sir” and “Madam”. They lack a specific target. Many people will intuitively think, “This is a mass email, it must be sales” or “Who is this email for?” Instead, use the recipient’s name or title (for example, “Purchasing Manager”) as the salutation. This not only shows respect but also feels more personal. Furthermore, if the company has many product lines, you can add the specific product name after the position, such as “ Purchasing Manager of Women’s sweater”.
1-2【Greetings】:
Explain how you know the recipient (to avoid them feeling surprised, wondering “how do you know me?”)
| • We noticed your company from Taipei auto show. • Glad to know your company from ICC. |
1-3【Introducing Your Company】:
Introducing your company background and corporation partners.
| Our company, oo, specialized in OO for 48 years, with customers A、B、C, etc. We have five branches in Vietnam and Taiwan. We employ more than 500 people .We specialized in OO for 48 years, with customers A、B、C, etc., We hope to find a way to cooperate with you. |
(2) Product Introduction:
2-1 Highlighting Product Features
Following the brief introduction, if you have browsed and understood the customer’s website and information, you can focus on one model of the product according to the customer’s needs. List the advantages of this model (functions, certifications, yield rate, etc.). You can also propose solutions to the pain points of the industry (For example: competitors generally have high temperature problems, our product has solved this situation).
| We hope to establish the business relationship with you! We launched a new oo model last month. We have pioneered new ways of reducing energy costs and high temperature! This model is very suitable and durable for your device. It’s robust and could run in very low temperature. If you would like to know more information, please visit www.oo.com. |
2-2 Make a list of Product Features
| • We guarantee 100% made in Taiwan • 5-year warranty • Virus free, Top class quality, no delay • We guarantee manufacturer has CE, SGS and FDA certification |
(3) Requesting Customer Make an Action:
Like a fisherman casting a net and bait (describing the advantages of the product), when the school of fish (interest and willingness) comes in, you can slowly start to pull in the net in the third paragraph. Express your purpose and invite customers to take action (such as testing samples, online meetings to understand each other, becoming a distributor, contacting by phone, etc.).
| • If you were interested to model XXX, would you like to test our sample? • Possible we could arrange a phone call meeting via zoom to talk model XXX on 13th March 2pm(GMT+8)? • Would you be able to chat on the phone for 10 minutes to know us next week on Mon at 10 pm (GMT+8)? • We are looking for great distributors, wholesalers, retailers to collaborate and promote in the local market. • I would like to invite you discussing further corporation via zoom to talk model XXX on 13th March 2pm. |
(4) Thank Customer
Finally, don’t forget to express your gratitude to the customer, and wait for their reply, or forward it to the relevant person in charge.
| • Thanks for taking your time to read my Email. If you are not right contacts, please kindly transfer to relevant parties. • I am looking forward to your reply. • I look forward to hearing from you soon. |
(5) Leaving Sender Information
Remember to attach greetings and company contact information, so the recipient knows who to reply to, their position, and company.
Greetings
| • Yours sincerely, • Respectfully, • Sincerely, |
Name, Title, Phone, (Address can be added)
| Tina Huang Project Manager, XXX company +886(Remember to include the country code)-933-xxx-xxx |
Tips for writing B2B cold email templates
Before sending, conduct preliminary research on the customer’s website and look up the customer’s purchasing behavior in “customs data”. Not only can you “find the Keyman”, but you can also write an EDM targeting the customer demand to spark customer interest.
(Read More: 3 Search Ways to find buyer and their Emails via Custom Data)
• Avoid generic salutations; use the recipient’s name/title.
• Avoid attaching too many images, links, or attachments. Some customers may worry about attached files or unclear links (especially short links). If you need to attach a file, explain in the text what the attachment or link is for, such as: I’ve attached… Enclosed please find…
• The content should be concise and clear, with distinct sections. Too much text can affect the willingness to read.
• Specify time zones and country codes for con-calls or meetings.
• Avoid excessive promotion, maintain a golden ratio: 40% sales, 60% sharing industry information.
• You can use color design in EDM, but avoid using too many colors. It is recommended to use no more than three colors.
• Separate Chinese and English punctuation marks, do not mix full-width and half-width characters.
(Read More: What is EDM? Tips for Email Marketing Sends to boost customer development!)
B2B cold email follow-up
After writing the B2B cold email templates, put yourself in the recipient’s shoes to assess its effectiveness. Follow up on unanswered emails persistently. Remember, consistency and providing valuable content can leave a lasting impression on potential customers.
Indeed, many times it’s simply that the customer doesn’t have the current need or is too busy to respond immediately. However, if you persistently and consistently send out development emails, potential customers will start to remember your company as a provider of certain products or services.
The key is to ensure that each email you send provides value to the customer. By offering insights into new industry trends or showcasing how your products can solve specific pain points for the customer, you gradually build a positive impression.
This way, when the customer does have a new requirement or need, they’ll be more likely to reach out to you for assistance. Remember, consistency and providing valuable content are crucial for building long-term relationships with potential customers.
Start Email Marketing to increase your sales
Utilize our “EDM Marketing“ system to test different email versions and optimize their effectiveness. This system can help save time and streamline the development process. For further information, feel free to inquire with our Whatsapp or Email us.
