20 Prospecting Email Templates to Help You Close More Deal

Many people look at sales prospecting as a numbers game— if you toss a net in the water enough times, eventually you will catch a few fish. 

But the truth is, not all strategies are effective. When it comes to sales prospecting, the most effective strategies are aimed at building relationships, not just casting a wide net.  

So, how do you avoid the wide net approach and send fewer, but more effective emails? It starts with personalization, which can be time-consuming. But it doesn't have to be. 

We've decided to make the process easier by creating 20 completely customizable email templates you can use to start sending successful prospecting emails today.  

20 Prospecting Templates to Test Today 

Email templates might feel like a poor choice for creating effective prospecting emails. After all, how are you supposed to stand out when everyone else is cutting and pasting these same templates? 

Fair enough. 

The truth is, these templates are not designed to be sent as-is.  


Your prospects are all different. They work in different industries, they took different actions, and you met them at different locations (or you haven't met them at all!) 

The key to an effective prospecting email is personalization and context. That is why you will notice the templates below contain a ton of brackets like [value proposition] or [elevator pitch]. 

Those sections give you the opportunity to make each email your own— which means your messages will stand out. 

Combine the templates below with information from your CRM, email platform, or even social media interactions, and they become real, personalized messages— not just another spammy sales pitch. 

Cold Email Templates 

Reaching out for the first time can feel awkward. Adding personalized details, or offering a resource gives your email a purpose. Here are seven customizable prospect email templates for cold messages. 


Email #1 

Hello [name]

I was looking for great content about [topic] and I came across [article/photo/etc.], and loved it. I particularly liked your point about [point they made in the article]. 

I wanted to introduce myself, I am [name] from [company] and we [elevator pitch]. Based on your [piece of content], I think we could help. [Additional details relevant to the content you are referencing.]

You can give [your company or tool] a try here [link], I know you won't be disappointed. 

P.S. We give first-time users a discount, if you use the code [code], you’ll get $50 OFF.

Take care, 

[Your Name] 


Email #2 

Hi [name],

I just saw the news about [new job/promotion/etc]. Congrats!

Based on my work in [industry], I know that [insert value prop] becomes a priority to companies like yours. I thought you might be interested in seeing how we helped [similar company] overcome [pain points].

I know things at [their company] might be crazy now, but if you'd like to learn more, I'd love to chat. 

How does [day and time] look for you? Alternatively, here’s a link [link] to my calendar so you can schedule a time that works best for you. 

Take care, and congrats again! 

[Your Name] 

Email #3 

Hey [name],

I saw that your company recently [company action such as funding, growth, etc.]. That is exciting and I wanted to congratulate you. 

I am [position] at [your company], where we help companies like [their company] [value proposition]. 

Based on [company action], I thought you might be interested to know how we helped [related company] get more out of their new direction and avoid most of the typical glitches like [pain point 1] and [pain point 2]. 

If that sounds interesting to you, let's set up a quick call. It will only take around [short time period]. How does [specific date and time] look on your end?

Take care, 

[Your Name] 

Short but Sweet 

Email #4 

Hello [name],

I have an idea that can get [your company] [leads/customers/followers, etc.] 

I recently used this same strategy to help our client [similar company/competitor] [statistic-based benefit]. I know we could help [your company] see similar results. 

Do you have 10 minutes to talk? I know the [industry] world is busy, I won't take up much of your time at all. How does [date and time] sound? 

Thanks for your time, 

[Your Name] 

Email #5

Hey [name],

My name is [your name], and I know you are busy, so I'll keep this quick. 

I’m the [position] of a [industry] company that helps companies like yours [strong value proposition]. 

Could I have ten minutes of your time for a personalized walkthrough to show how we can help you [complete task]? What time next week works for you? 

Take care, 

[Your Name] 

Share a Useful Resource 

Email #6

Hi [name],

You’re recent [article, tweet, etc.] about [subject] got me thinking about [sub topic]. 

I've also struggled with [problem they mentioned], and I came across this article [link] that may be beneficial to your team. I hope you find it as helpful as I did! 

Keep up the great work, 

[Your Name] 

Email #7

Hey  [name],

I saw your recent question on [social network] about how to [improve or complete task]. 

It is a great question, and I wanted to reach out because [company name] has developed a solution for just that problem. [Brief elevator pitch] 

Here are a few examples of how we've helped companies just like yours: 

[Stat/case study 1]

[Stat/case study 1]

Would you like to learn more? I'd love to set up a call to discuss how we can help [their company] [improve or solve a problem]. Here is a link to my calendar so you can choose the best time for you. 

Take care, 

[Your Name] 

Follow up a Trigger Event Email Templates

A trigger event can be opening a link, attending a webinar, or even downloading an ebook. What do all these actions have in common? It shows a prospect had some level of interest in your company. That means now is a good time to reach out. 

After a Website Visit 

Email #8

Hi  [name],

You recently visited [company website] and [clicked/downloaded/other action].

Due to your interest in [topic], I wanted to recommend the following additional resources:

[resource 1 with short description]

[resource 2 description]

Our company also offers [product or service] designed to help companies achieve [specific result or statistic].

Interested in learning more? I am free to talk tomorrow at [2 possible times] if you'd like to discuss this further. 

Take care, 

[Your Name] 

Visited Your LinkedIn Profile 

Email #9

Hey  [name],

I hope this isn't weird, but I saw you visited my Linkedin profile recently. As you may have noticed, I am [position] at [company], where we [major product or benefit]. 

If you need help [completing or improving task], I would love to help. I can be reached via email at [email address]. 

Best wishes, 

[Your Name] 

Downloaded a Resource (Whitepaper/Ebook) 

Email #10 

Hi  [name],

Thanks for downloading [resource] on [company's] website. I hope you found it useful. 

If you are you looking for other cost-effective strategies to [achieve results relevant to content topic], I think [your company] can help. 

We have helped [company 1 and company 2] [stats about results]. 

If you are available this week, I'd love to give you [a demo or free trial]. I know you won't be disappointed. How does [two dates and times] look for you? 

Let me know; I'd love to help, 

[Your Name] 

Attended an Event (Live stream, webinar, etc.) 

Email #11

Hey [name],

So glad you were able to attend [event] on [date]. I hope the information provided was helpful! 

As a bonus, [your company name] is offering all [event] attendees a special [free trial or discount]. Click here to [activate your bonus/trial]. This offer is only good for [period of time], so don't wait! 

If you have any questions or are looking for other ways to [solve a problem your company addresses] feel free to reach out. 


[Your Name] 

Email #12

Hi [name],

Thanks for coming out to [event] on [date]. We had a great time discussing [industry topic], and I really hope you found it useful. 

If you'd like to talk more about how [your company] can help you [improve or eliminate specific pain points], I am happy to chat. I currently have two times available on [date time 1] and [date time 2]. Let me know if either works for you.  

Thanks again for coming and have a good day. 

[Your Name] 

Signed up But Missed an Event (Webinar, conferences, etc.) 

Email #13

Hey [name],

It looks like you signed up to attend [company and event], but weren't able to make it. Life gets busy sometimes, I get it. 

Luckily, I recorded the event, which you can watch here [link]. 

If you have any questions about [topic] or [topic], I'd be happy to set up a time to talk! Here's a link to my calendar if you'd like to schedule a time, or feel free to shoot me an email. 

Take care, 

[Your Name] 

Referral-Based Prospect Email Templates 

Referrals are one of the most effective strategies for finding new prospects. According to Nielson, people are 4 times more likely to buy a product or service when it is referred to them by a friend. 

Here are three email customizable email templates to make getting and following up on referrals more effective. 

Ask For An Intro 

Email #14

Hi [name],

I’m [your name], and I [job description] at [your company]. We recently launched [product or service] that [short description of what your solution does].

Based on your [LinkedIn profile or website], it appears you might be the right person to talk about [problem solved by your product] at [their company]. 

If you are the right person, would you be open to a 10-minute call on [time and date] to discuss how [product or company name] can help your business [statistic-based value proposition]? 

If there is someone else I should speak to, could you kindly point me in their direction? 

Thank you for your time and help, 

[Your Name] 

You Received a Referral 

Email #15

Hi  [name],

[Connection name] recommended I reach out to you. [Brief description of how you know the connection.

Our [product name] has been extremely helpful in [statistic-based benefit, e.g., helping B2B companies improve their referrals by up to 77%.] I would love to talk about how [your company] could help [their company] improve [pain point or metric]. 

If this sounds like it aligns with your current priorities, I'd love to chat. Is there a time this week that works best for you? 

Thank you for your time, 

[Your Name] 

Email #16

Hey  [name],

I hope you are doing well. [Connection name], suggested I reach out to you. They mentioned you might be struggling with [pain point your company solves], and I think we can help. 

Are you interested in solving this problem (and avoiding the most common mistakes)? I'd love to chat. Here is a link [link] to my calendar so you can choose a time that works for you. The call will only take about [short time period]. 

Take care, 

[Your Name] 

The Follow-Up  

It wouldn't be a list of sales prospecting templates without several follow-up template options. When it comes to sales, following up is crucial. People get busy, email gets pushed down, and sometimes people just aren't ready to take the dive.  

Successful follow-up emails keep your pitch top of mind without being overly pushy, which is why automating follow up emails can be so successful at increasing sales. 

Not sure what to say? We've got you covered. Here are four follow up email templates you can personalize. 

To a Meeting

Email #17

Hi  [name],

It was great meeting you at [event]. You mentioned that you’re trying to [struggle they mentioned], and I thought I would share [tool, book, or resources] I used to [short description of results]. 

Here is a link to it. 

If you'd like to discuss [resource] or [topic], I'd be happy to share our results. 

Just let me know!

[Your Name] 

When It's Been a While 

Email #18

Hi  [name],

It has been a while. How have things been for you? I hope all is going well for you. 

The last time we spoke, you were interested in [product or value proposition]. Is that something you are still interested in? 

We recently helped [similar company] achieve [results], and I know we could help [their company] see similar results. I'd love to talk about how we can help. 

Are you available at [date and time]? If not, feel free to suggest a better time.


[Your Name] 

Follow up to a Follow-up

Email #19

Hi  [name],

I emailed you last week about [a resource] and didn't hear back. I know things get busy in [industry], so I wanted to check in. 

I am suggesting [product or service] because I honestly think we can help [their company] [results].  

If you have time to discuss this, please let me know. Or you can check out this [case study or resource] for more information. 

Thank you very much and take care, 

[Your Name] 

Email #20 

Hey [name],

Just wanted to send a quick follow up about [topic in the previous email] in case this email got buried! 

[Your Name] 

Boost Your Sales with The Above Email Templates 

The email templates above serve as a framework for building a relationship, which should be your main goal when sending out any prospecting emails. Choose one of the templates above, then add personalized details to tailor them to the person you are emailing. 

Using these templates will give you more time to reach out to more prospects— or focus on other important tasks on your plate. 

Ready to streamline your email prospecting process? Propeller's automated email campaign feature makes it easy to send follow-ups right from your Gmail inbox. 

Try Propeller Out Today

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