Email Outreach: How You Should Reach Out in Emails

You have reached out to a prospect and found a mutual connection. Now you are ready to craft your first email. How do you approach this? What should you say? What should you do to make sure you get a response? 

Emails can be tricky. You do not want to be too pushy, or the person might ignore you. But a simple “thank you” may come across as unprofessional. 

While there is no one right way to write an email, there are some general rules to follow. Read on to see how you should reach out in emails.

What is Email Outreach?

Outreach is simply a way of reaching out to a person or business by using email strategies. There are effective outreach emails and ineffective outreach emails. Knowing how to write an effective outreach email is key. Avoid being overbearing or too formal. 

Why is Email Outreach so Important?

Despite what you may hear, email is still a viable communication source for business owners to reach out to their audience and get results. But, this method of communication has evolved a great deal since the dawn of the internet.

Email outreach can be a quick way to get in touch with warm leads and other people of interest. Email newsletters and promotions are a great way to drive traffic to your website or social media pages. 

When you are looking for a potential prospect, reaching your goal may feel like it is just a few email exchanges away. After all, you have already done the hard part of creating a great pitch and received a response. 

Now, you need to reach out to your potential clients and convince them to accept your proposal. 

This process is time-consuming and challenging. But, it is worth it if you want to land a big sale.

How to Effectively Email Prospects

How to Effectively Email Prospects

Emails are an excellent way to reach out and connect with someone. It’s fast, easy to access and a great way to start a dialogue. 

Sending a well-thought-out email is a great way to get noticed and show your enthusiasm for your prospect’s company. Here are some helpful tips for reaching out the right way: 

Do the Research

You can reach out to a client or customer in many ways, including social media, email or a phone call. Doing a bit of research will help you understand which method is best for each of your prospects. 

Make a List of Targets

Make a list of targets and their email addresses. Then, reach out to them with your pitch. This list will help you stay focused on who you need to target so you are not blasting your email template to hundreds of people and hoping for the best. 

Sending an email to someone you don’t know can be difficult. Targeting your audience makes it easier. 

Hook Recipients From the First Sentences

If you want to start a relationship with a new contact, do everything you can to “hook” them. Make your prospects eager to give you time by including a dazzling subject line in your email. 

The first sentence in an email should be about the prospect. In some ways, it’s the only sentence that matters. 

Use Your Own Templates

When sending cold emails to your leads, always use a template that contains all the necessary information to ensure your leads can respond to your email. 

Use your broken link-building skills to make sure your email is top-notch. 

For example, to sell your product, include the information about your product in the email. Also, provide information about how you can help.

Always check your grammar and spelling before sending out your emails. Sacrificing business opportunities by sending out sloppy emails is not something any salesperson wants to face. 

Add Personalization

Email outreach is critical to building relationships. However, it’s imperative that you don’t send a generic email to everybody. 

Engage with your contacts on a personal level. Start your email with a few personal details. 

Adding a first name or company name to an email goes far. It grabs a prospect’s attention. Always end with your email signature.

Provide Value First

With email, give value to the person on the other end first. Valuable information can be quickly added to your subject line. Next, add it in your opening paragraph. Restate it in your call-to-action. 

Always let the customer know about any updated information or new products quickly. Don’t just rehash the same tired information that you have already sent before. 

Make it Easy to ReplyMake it Easy to Reply

To encourage prospects to reply to your email, make it easy for them. Asking for a long and drawn-out reply will not help your response rate. Instead, make it easy for them to respond by following these tips: 

  • Be Concise and Specific

Your emails are your business cards. They are the first impression you give to a potential lead, customer, collaborator or investor. 

Don’t waste your chance to make a good first impression. Keep your emails short, sweet and to the point.

  • Use An Email Outreach Tool

Email outreach is an essential part of any inbound marketer’s toolkit. There are over 3.5 billion people online each day. You need a way to break through the noise and get your content in front of these people. 

If writing great emails is not your forte, consider using an email outreach tool to help you get the job done. Here are some of the best: 

  • Woodpecker

Woodpecker allows for cold-emailing while still allowing you to add a personal touch. Your outreach emails will always be tailored to your audience. Emails can also be sent out at scheduled times. They can be sent out one by one or thousands at a time.

  • will take the legwork out of email outreach. It helps you find and reach the right people and allows you to track your outreach. This tool ensures that you’re not wasting your time.’s AI-powered email outreach tool can help you get noticed by influential bloggers and journalists.

  • SmartReach

Having awesome subject lines will help to ensure prospects open your emails. will help you get better results from all your email campaigns. There is also a blog that has posts covering everything about writing your emails. The site also provides advice on what to do once you get a reply.

  • NinjaOutreach

NinjaOutreach is customer relationship management (CRM) software that uses keyword searches. The service can locate influencers for a particular niche. 

It’s a great tool for connecting through a variety of ways, including email and social media. It gives you the opportunity to partner with new audiences.

  • Mailshake

Mailshake is a new service that helps sales professionals connect better with their leads and prospects. 

  • uses a data-driven approach to improve the way you handle email outreach and marketing. By leveraging your data, matches it with its platform. The service helps you market better and close deals faster.


This platform relies on multiple marketing channels to expand your outreach capabilities. uses artificial intelligence to keep track of the best leads for your email outreach campaigns. 

Follow Up

ALWAYS follow up with a prospect or client. Your goal is to solve the prospect’s problems. You cannot accomplish that with only one email. Even if they say “no”, they can still be possible referrals for you in the future. Email outreach is necessary to get the job done. 

When you add purpose and value to your emails, there should be no problems. Be certain that your follow-up means something to the client. 

Never forget to do your broken link-building and to add your email signature. 

Effective Outreach Email ExamplesEffective Outreach Email Examples

The “spray and pray” approach of blanket emailing has fallen out of favor. Prospects don’t want their inbox filled with spammy sales pitches. They want a genuine connection. Forming that connection makes all the difference in the success of your email campaign. 

Consider these brief email examples for ideas:

To Influencers and Industry Leaders:

Hi (Name),

I’ve been a big fan of [Influencer’s site] ever since I found it online. You have a genuine passion and great content —  you really do a service for your fans (or clients).

I wanted to touch base with you and invite you to review our new [Brand will go here]. Our grand opening is coming up soon, and I think you would be a perfect fit for [fill in the rest here]

If you are interested in this opportunity, please let me know by replying to this email.


[email signature]

To Prospects:

Hi (Name),

I wanted to send you a quick update about [the product] you had an interest in purchasing a few days ago. 

    • We’ve updated the interface for the unit
    • The software has been upgraded to the newest version

I also wanted to mention that the will be offered at a 65 percent discount when you purchase between [fill in the rest here]

Thanks, and I hope to hear from you soon!


[email signature]


Email outreach is everything. Getting prospects and clients to not only open an email and reply can be difficult. But it can be mastered. With the right coaching, your email strategy can make your business explode. 

Selling Revolution can help you improve your sales skills. Our unique and customized services will show you how to leverage email outreach. 

Selling Revolution is designed to ensure your long-term sales growth. Book an appointment with Selling Revolution today to get started.