Start With Real Research
Before you even think about writing the email, you need to know who you’re writing to. Not just their name and company. But something deeper. Like:
- What do they actually care about?
- What are they struggling with right now?
- What recent news has come out about them?
Spend a few minutes checking their LinkedIn, website, or latest blog post. Look for small details. Even a quick quote from a podcast they were on can make a huge difference later.
Tip: Real research shows respect. And respect gets replies.
Make Your Subject Line Personal Too
Your subject line is your first impression. If it feels generic, your email is dead before it even opens. Instead of saying “Grow Your Business Fast,” say something like: “Loved your recent article on X – Quick Idea,” or: “Congrats on the new launch, [Name] – Got a thought for you.” Simple, personal, and natural. That’s what gets clicked.
Open With Something About Them, Not You
Most cold emails start like this: “Hi, my name is John and I run a marketing agency…” Imagine you’re walking down the street and a stranger walks up shouting about their business. You’d probably cross the street, right? Same thing here. Start by talking about them. Mention something they achieved, something you admire, or something they said that stuck with you.
Example: “Hi Sarah, I just finished reading your post on remote team culture. I loved the part where you talked about trust being more important than tools — that really hit home for me.”
Now you’ve got their attention because you saw them.
Connect the Dots
Now that you’ve made it personal, it’s time to make it relevant. Tell them why you’re reaching out — and how it connects to what they care about. Not a long pitch. Not your full resume. Just a quick bridge from them to you.
Example: “I actually help companies like yours improve remote onboarding so new hires feel connected from Day One. After reading your article, I had a few ideas I thought might help.”
Short, sweet, and relevant. That’s what works.
Keep It Short (But Not Robotic)
Long, cold emails almost never get read. People are busy. Respect that. A good cold email is 5–7 short sentences. Not cold, but also not a novel.
Quick format:
- Personal opening (about them)
- Quick connection (why you’re reaching out)
- Light call-to-action (no pressure)
If you sound human and respectful, you don’t need to oversell.
End With an Easy Ask
Don’t make them work. Don’t ask them to “book a 60-minute call” right away. Instead, ask something super easy to say yes to.
Example: “Would it be okay if I sent you a few quick ideas? No strings attached — just some thoughts you might find useful.” Or: “If it makes sense, would you be open to a quick 10-minute chat sometime next week?” Light, casual, and pressure-free. People are way more likely to reply when the ask feels easy.
Show You’re a Real Person
You can even sprinkle in tiny human touches — like mentioning the weather, joking about your coffee addiction, or referencing something non-work-related.
Example: “PS: Hope you’re getting better weather than we are in Vancouver right now — it’s been rain nonstop!” Little details make you seem real, not just another sales robot.
Follow Up (Without Being Annoying)
Most people don’t reply to the first email. That’s normal. It doesn’t mean they hate you. They’re just busy. Send a gentle follow-up 3–5 days later.
Something simple like: “Hey [Name], just wanted to bump this up in your inbox in case you somehow missed it. No worries if now’s not a good time.” Friendly. Light. No guilt-tripping. Usually, the second or third nudge gets the reply, not the first one.
Don’t Use Templates. Use Frameworks.
Templates sound fake because they are fake. Instead, use a loose framework like this:
- [Personal greeting]
- [Specific thing you noticed about them]
- [Connection to what you do]
- [Simple offer or idea]
- [Easy call to action]
- [Friendly close]
Every email should sound a little different because every person is different.
Treat It Like a Real Conversation
The biggest secret? Don’t sound like you’re “sending an email.” Sounds like you’re starting a conversation. That means:
- No stiff “Dear Sir or Madam” nonsense
- No giant walls of text
- No crazy promises (“we’ll 10x your revenue in 2 weeks!!!”)
Just be real. Talk like you would if you bumped into this person at a coffee shop. Respectful, curious, human. That’s what makes people respond.
Conclusion
Personalising cold emails isn’t about writing more words. It’s about writing real words to real people. When you slow down, do a little homework, and show genuine interest, you stop sounding like spam and start sounding like someone they might actually want to talk to. And that’s how you land high-quality clients, not by blasting 10,000 emails, but by building one real connection at a time.
If you want help crafting cold emails that actually work and bring in the right clients, Contact Us at Rankingeek Marketing Agency. We love helping businesses grow with strategies that are smart, personal, and real.
