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How do you write a cold email for a meeting?



How do you write a cold email for a meeting?


If you're looking for ways on how to compose the perfect cold email to sell yourself and land that dream job or client, then this article will help you out with our best tips!

The key to landing that new contract or project starts by getting in touch with someone who can make it happen. Cold-emailing them is one way to go about doing so (or at least it's my preferred method). But what if they don't reply? What if they ignore you? How are you supposed to know whether or not they'll say yes?

In order to tackle any situation like this, we've got some advice on writing the right kind of email to the right person. The following sections will teach you all about creating a successful cold email template for meetings.

How do I request a meeting in a cold email?

Cold emails have their own set of rules that differ from the ones used for regular correspondence. Let me show you how to structure yours correctly. Here's what you need to include in your first sentence:

1. A clear introduction to whom you want to meet up with

A great opening paragraph should always start off with something personal, such as "Hi [Firstname], thanks for taking time to read this." If you're requesting a meeting with a company CEO, you might use a more formal greeting instead, such as "Mr. X, please accept this letter/email as a brief introduction to myself". You may also wish to mention why you would be interested in scheduling a meeting with him or her. It helps to add a little humor here too, as long as it doesn't come across as cheesy.

2. A statement of intent

After introducing yourself, state clearly why you'd like to meet up with the person. This could be anything from sharing ideas on improving his product or service, discussing business opportunities, or just having a chat over coffee. Don't forget to end your introductory section with a strong call to action -- after all, you only have two sentences before asking for a date!

3. An offer to discuss further

Finally, give them a reason to consider setting aside a few minutes of their day to talk to you. Offer to provide additional information, details regarding your skillset, etc., and encourage them to contact you back. Just because you haven't received a response yet doesn't mean there won't be one. And even if they don't respond, keep sending those emails until you find a match. There's no harm in trying again every now and then.

4. Your closing remark

You probably already know this part, but let me remind you anyway... At the very last moment, send some sort of thank you note for reading through your entire proposal. That's important because it lets them know that you actually took enough time to carefully craft your pitch.

5. Addressing common objections

Nowadays, most people tend to expect replies within 24 hours. In case you didn't receive a response, take into account possible reasons for that. For instance, maybe he or she was busy with other work at the time. Or perhaps you asked for a wrong number. Whatever the reason, address the issue head on and suggest alternative approaches.

6. Include relevant links & resources

This is where things usually go south. People often fail to remember to include essential items in their initial draft. Things like hyperlinks, images, videos, etc. As soon as you see the possibility of missing out on any of these, immediately insert them.

7. Thanking the recipient

Don't forget to sign off properly once you finish crafting your email. End your message with either a simple "Thanks" or "Regards", depending on your preference.

8. Be ready to follow up

Once you get a positive reaction from the person you emailed, follow up promptly. Keep reminding them about your interest in making a connection, and continue reaching out to them until you reach closure. Follow up with another round of emails in exchange for a second chance. Once you hear nothing for several days, however, move onto the next step.

9. Make sure to check your tone

Remember, cold emails have different standards than normal correspondence. When you begin drafting your message, think about the emotions behind each word. Are you being sincere? Do you sound friendly, professional, or even aggressive? These questions will help you avoid saying the wrong thing and sounding weird to whomever you're contacting.

10. Get feedback

Ask your friends and colleagues to review your messages before hitting Send. Have them look at your grammar, punctuation, spelling, and overall style. They'll be able to spot mistakes much easier than you will.

11. Practice makes perfect

It takes a lot of practice to become a master at communicating effectively. So while cold emails aren't ideal for daily communication, they're a valuable tool that can bring results if done correctly.

How do you politely ask for a meeting?

Here are three effective strategies to employ whenever you want to invite someone to a face-to-face conversation.

12. Call ahead and confirm

Before calling anyone, confirm a couple of times that you really meant to do so. Ask for confirmation using text messaging, phone calls, or Skype chats.

13. Set a specific time frame

Set a deadline for receiving a reply, and stick to it. Also, try to schedule the meeting during working hours since it gives both parties more flexibility.

14. Use social media channels

Social media sites like LinkedIn allow users to post content publicly visible to everyone, including prospective employers. While posting status updates isn't exactly a replacement for proper etiquette, it's still a viable option when dealing with strangers.

15. Email vs. calling

When you finally decide to put pen to paper, choose between a handwritten or typed version. Handwritten letters convey sincerity better than their digital counterparts. On the flip side, typing out your thoughts allows you to express yourself precisely.

16. Schedule a meeting reminder

Send reminders to yourself in advance to ensure that you never miss an opportunity to connect.

17. Take notes

During your meeting, jot down everything you feel is pertinent to the discussion. Then, later on, incorporate these thoughts into the body of the email. Doing so not only saves precious memory space, but shows that you were paying attention throughout the whole process.

18. Write a summary

As soon as your meeting has ended, summarize its main points in a separate document. Afterward, type up your findings and turn them into a coherent essay that includes a conclusion. Finally, proofread the whole thing thoroughly.

19. Create a list of contacts

After the meeting ends, create a spreadsheet listing all attendees' names along with their titles and positions. Having this data handy can help you track which individuals you met with and how well you did on connecting with them.

20. Send a thank you card

It's customary to send a handwritten letter upon completion of a scheduled event. Not only does it serve as a nice gesture, but it also serves as a gentle reminder of your desire to stay connected.

21. Request a followup meeting

Depending on the nature of your relationship, you may decide to ask for a second meeting rather than a third. Try to determine beforehand how many meetings you can comfortably handle without burning bridges. However, most companies prefer to limit their employees' meetings per week, so aim to plan accordingly.

22. Avoid vague statements

Avoid statements like "I'm open to hearing about your products," or "We should definitely sit down together sometime." Instead, explain your interest in learning more about their particular field.

23. Be flexible

Be prepared to negotiate dates and locations based on mutual convenience. If you're unsure about the location, simply ask the person concerned for suggestions.

24. Stay calm

Keep your cool and remain patient during conversations. Being persistent and confident goes a long way toward building trust.

25. Show respect

Always treat people with courtesy and kindness. Never make assumptions about others unless you have solid evidence.

26. Listen attentively

Make sure to engage fully in the conversation. Pay close attention to the speaker's words, gestures, facial expressions, and body language. All of these factors affect the quality of your interactions.

27. Maintain confidentiality

Never share sensitive information with anyone outside your inner circle. Even if you're comfortable disclosing certain facts about yourself, refrain from revealing private financial matters.

28. Always carry a business card

Bring a stack of cards everywhere you go. This will help you identify suitable prospects faster and save you the trouble of searching through piles of papers.

29. Keep detailed records

Whenever you meet someone who could potentially benefit from your services, record their name, title, organization, and contact info. Later on, you can refer to this file to quickly recall who you spoke with and what transpired during the interview.

30. Don't be afraid to ask for referrals

Most professionals will gladly oblige and recommend you to other clients if you make it worth their while.

31. Network regularly

Cold email is the term used to describe an email sent by someone who doesn't know or have any prior relationship with the person they're contacting. It's also known as "non-social" email because it isn't sent from a personal account and typically has no attachments.

Most people think of cold emailing only when they are looking for new clients (for example, if you want to sell something). But there are other times where you might send a cold email too -- like asking someone out on a date! This article will help you understand what makes up a good cold email and give some tips for writing one.

First things first, let me explain why I call this type of communication "cold." The reason we use the word "cold" here is because the recipient hasn't had any previous contact with you. There wasn't already a connection between the two parties before sending the email. So it's not really a social interaction.

The main purpose of a cold email is to make sure you've got their attention. And in order to achieve this goal, you need to follow six essential rules. If you can keep those in mind while crafting each sentence, then you'll create a successful cold email that gets results. Let's go over them now.



What should be included in a cold email?

There are several ways to compose a cold email. You could try using templates provided online or even copy and paste from Google Docs, but I recommend against doing either since most of these won't look professional enough. Instead, you should take time to craft your own unique cold email template specifically tailored towards the particular company/individual you want to reach out to. That way, it'll come across more genuine and less spammy.

Here are the key points to consider when creating your own cold email template:

Personalize your subject line - A lot of people skip this step and just send generic subject lines such as "Hey," "Re:" and "Wanted to touch base with you..." These aren't going to capture anyone's interest at all. Personalizing your subject line gives it a sense of urgency and shows that you care about getting a response. Make sure it includes both the name of the individual or organization you're reaching out to and a short description of what you'd like to discuss. For example, my subject line would read: "Hi [name], wanted to meet today to talk about our upcoming project!"

Include a strong opening paragraph - Don't waste space with filler sentences. Keep your initial paragraphs brief and concise. They don't need to be long, so feel free to cut down on the length once you start typing. As soon as you open your inbox, the reader will scan through the entire thing quickly. By keeping your opener under three sentences, you'll ensure that the reader knows exactly what you're talking about right off the bat.

Be specific - When trying to convince someone to hire you, you want to show them that you know what you're selling. In fact, you probably shouldn't mention anything else except what you're offering unless absolutely necessary. Your cold email needs to speak directly to whatever it is you're pitching. Otherwise, it may seem vague. Be clear about what you're offering without being overly verbose.

Make your body part 2 interesting - Part 1 was pretty dry, but you still needed to introduce yourself. Now comes the meaty stuff. Use bullets to break up information into digestible chunks. Include relevant stats, figures, case studies, etc., that back up your claims. Here's an example of a bullet point list:

1) We offer a full range of services including web design, SEO optimization, content creation, customer service & support, marketing campaigns, analytics, social media management, website maintenance, mobile app development, graphic design.

2) Our team consists of highly skilled professionals ready to tackle any challenge you throw at us.

3) Our pricing is competitively priced compared to our competitors.

4) We provide 24x7 tech support via live chat, phone calls, or video conferencing depending on which platform you prefer.

5) All projects are covered by a 100% money back guarantee.

6) We accept payments through PayPal, Stripe, Amazon Payments, Apple Pay, Bitcoin, and Cashier’s Check.

7) Every product sold goes through quality assurance testing before shipping.

8) Once shipped, products arrive within 3 business days anywhere in the world.

9) We ship worldwide to every country in the world.

10) Customer satisfaction guaranteed!

A great way to add personality to your email is to ask questions. Ask the receiver what he thinks about certain topics instead of giving advice. Most importantly, always end your email with a question. People appreciate others who are curious and genuinely interested in learning more about them.

Add value wherever possible - Cold emails work best when you have something valuable to say rather than simply pushing a sales pitch. Provide useful information that demonstrates proof of expertise in your niche. Offer insights into industry trends or share knowledge about important issues facing companies in your field. Add value by sharing stories or anecdotes about past successes.

Don't forget to close - At the very end, recap everything you discussed during the conversation. Close with a simple statement about how much you enjoyed speaking with them and wish them luck moving forward. Then sign off politely and professionally.

It depends. Some experts believe that including links increases click rates, however, they advise against it due to concerns about data privacy. Others argue that it improves conversions, especially when targeting businesses with high barriers to entry. Ultimately, what works well for one may not work for another.

For instance, if you were to cold email a potential client asking him to schedule a meeting, you wouldn't necessarily link to an external site. However, if you knew the person was working remotely, you might think it wise to direct them to a page dedicated to scheduling meetings online.

Should you include a resume in a cold email?

This is debatable. While some experts believe resumes can be beneficial for cold emails, others disagree. Many see it as unnecessary because employers usually check LinkedIn profiles anyway. Plus, many applicants don't put much effort into their resumes and therefore leave a bad impression.

If you decide to include a resume, remember to focus on strengths and achievements rather than weaknesses and mistakes made years ago. Also, avoid using jargon and acronyms. Avoid making assumptions about the employer's hiring process. Finally, include a couple testimonials from satisfied customers.

Who invented cold email?

I'm glad you asked!

While cold emails haven't existed forever, they weren't widely adopted until the early 2000s. Before then, everyone generally communicated with friends and family face-to-face. With the rise of technology, though, the concept of "virtual relationships" became more commonplace. Today, almost 75 percent of adults regularly communicate with people outside of their immediate circle using digital platforms such as Facebook Messenger and Skype.

So how did cold email become so popular? Well, it turns out there are numerous benefits to communicating digitally. According to Business Insider, cold emailers save approximately $20 billion per year in wasted travel expenses alone. Other advantages include reduced costs related to office overhead and improved productivity.

But perhaps the biggest advantage of cold email is its ability to bypass gatekeepers and speed up the hiring process. Since recruiters spend hours reading through dozens of applications, having the chance to respond to candidates' messages cuts down on their workload exponentially.

Cold calls and emails are one of the most common ways people try to sell or market themselves, whether it's an online business owner looking to reach more clients or a salesperson trying to land new customers.

But with so many options out there, what should you say if you want to make a good impression on someone who has never heard of you before? How can you stand apart from everyone else? And how do you even begin writing a cold email that will actually lead to success?

Well, here we'll break down all the different components involved in creating a successful cold email and help you figure out which ones matter most when crafting this important communication tool.

What subject lines get the most opens?

The first thing you need to know about sending a cold email is that, like any other type of marketing campaign, your best chance at getting a response depends largely on how you craft your opening line. A lot of factors go into determining how effective your subject line will be, including how professional and personable you sound, but there's no doubt that the right words play a big part in landing replies.

That said, while some studies have found that "subject" matters less than "content," they still both contribute equally to whether or not your email gets opened (or replied to), so don't overlook them either! Here are just a few key things you might consider using as your subject line:

- Your name

This could include your full name, your company name, or something similar depending on your industry. If you're unsure, check with others within your network for advice.

- [Your Name] + Company Name

If you work for a small team, use your company name instead of your own. This way, recipients won't feel like their reply needs to be addressed specifically to you. Plus, it makes sure you appear more official.

- Ask Me About X

Here, ask the recipient a question related to whatever topic he or she was previously researching. For example, if you were considering buying shoes, you could send them a link to a blog article about what shoe sizes women prefer, then mention that you'd love to discuss those topics further. You could also ask them a specific question about their research, such as what brands they liked best. The point is to show that you've been paying attention to their interests by providing value above and beyond simply asking for a meeting.

- Requesting a Meeting

Instead of making a general inquiry like "I'm interested in learning more about [topic]," you could take a slightly more direct approach and tell the individual exactly why you would benefit from a face-to-face conversation. In other words, be clear about what the goal of your email is -- rather than saying "Let's talk!" -- because otherwise you risk coming across like a spammer. Instead, state clearly why you think they'll find value in speaking with you, plus provide details about what you hope to achieve during your time together.

In addition, avoid generic messages that only apply to anyone, since nobody likes being sent the same pitch over and over again. Consider tailoring each email to focus on a specific group, such as individuals working in a certain field or those seeking a particular product/service.

Finally, remember that your email is likely going to be read by multiple people, so keep your language neutral and friendly without sounding too corporate or overly personal. After all, you want to build rapport with whoever receives your email, so choose phrases that convey warmth and sincerity rather than coldness and hostility.

As you create your cold email template, follow this guide to ensure that every word counts.

What is a cold email template?

A cold email template is simply a set of standard communications that businesses use to contact prospects and existing customers alike. While you may already be familiar with some of the basic formats, knowing about them helps you tailor your emails for maximum effectiveness.

When writing your own cold email templates, always start off with a brief introduction that includes your name, title, and company information. Next, you can insert links to relevant content, images, or documents, as well as additional resources that you believe will prove useful. Then, you can move on to explaining why you're contacting them, followed by closing remarks. Finally, you can add a call to action for readers to click through and engage with you directly.

It sounds simple enough, but it takes practice to get used to following this structure consistently. Once you master these elements, you'll find that your emails become much easier to compose and receive high-quality responses.



How do you introduce yourself in a cold email?

Now that you understand the basics behind cold emails, let's look at how to properly introduce yourself. When approaching strangers or prospective clients, it's crucial to put yourself in their shoes and imagine what kind of reaction you'd expect. What would you respond to? Would you ignore the email altogether? Or perhaps open it up to see what's inside, then close the tab immediately after reading a couple sentences?

To answer these questions, it's helpful to identify what sort of relationship you currently share with the person you plan to connect with. Some possibilities include:

- Business associate / customer -- These relationships are often formalized via contracts and agreements, so it probably doesn't hurt to reference previous interactions whenever possible. However, you shouldn't rely solely on past correspondence to establish trust, especially if you haven't worked with him or her recently.

- Personal acquaintance / friend / family member -- Even though you may assume that the two of you have known each other for years, it's better to err on the side of caution and be honest about the nature of your connection. As long as you explain why you contacted them, there's nothing wrong with referring to a mutual acquaintance.

- Newbie / stranger -- Similar to acquaintances, newcomers usually aren't comfortable sharing everything about themselves, so it's generally okay to omit facts unless asked for clarification. Still, it's smart to remain vague until you're fully acquainted.

Once you decide on the appropriate level of disclosure, stick to it. Never reveal private info like marital status or children's names unless the situation absolutely demands it, and refrain from mentioning anything that could potentially jeopardize your standing in society, such as religious affiliations or political views.

How do you address someone in a cold email?

You may be tempted to skip over the salutation entirely, but doing so is a bad idea. It shows respect, demonstrates professionalism, and conveys interest in the recipient. To illustrate, let's return to our hypothetical shoe buyer mentioned earlier. Let's say you're reaching out to me, a footwear blogger, to arrange a meeting regarding my favorite pair of heels. Depending on whom I am corresponding with, I may wish to be greeted differently.

For instance, if you were responding to an old colleague, you wouldn't want to come across as a total jerk. So, instead of starting off with "Hey Joe!", you might opt to greet the individual formally, e.g., "Mr. Jones." Likewise, if you had a casual friendship with a woman named Sarah, you might refer to her as Ms. Smith. But if you knew her professionally, you'd probably use her full name, i.e., "Ms. White."

In addition, pay extra attention to proper grammar and spelling. Not only does it improve your credibility, but it sends a strong signal that you care about accuracy and quality. Of course, this goes hand-in-hand with the last tip, so if you're concerned about accidentally misspelling someone's name, double-check your work beforehand.

Lastly, keep in mind that people enjoy receiving genuine compliments. Don't hesitate to compliment someone's appearance, skills, personality, etc. Just make sure you deliver your praise sincerely, and don't fall back on cliches and empty flattery. Be creative and original, and offer real insight into the person in front of you.

Overall, remember that the purpose of your cold email isn't necessarily to convince the reader to buy something, nor is it meant to push your agenda forward. Rather, it's supposed to present valuable information and elicit curiosity around a specific topic, thus setting the stage for a mutually beneficial interaction. By taking the time to customize your emails, you can increase the chances that they'll generate results.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Anyleads
Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
illustration
Anyleads
Email, phone & social media extractor

Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
  • Send the data to your CRM or other software.
illustration
Anyleads
Find emails from first name, last name and company name

Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
  • Email discovery is fast and build emails from patterns.
  • Find valid emails from 3 data points.
  • Export to CSV or Excel in one click.
  • Send the data collected to your CRM or any software.
illustration
Anyleads
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Transform your visitors into leads by capturing information from them.

  • Install unlimited chatbot to capture unlimited leads.
  • Customize the scenario of your chatbot.
  • Customize the color, position and the widget.
  • Export the leads into Excel or CSV.
  • Send directly the leads captured to your CRM or any software.
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Anyleads
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Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
  • Transfer leads to campaigns to send emails on it.
  • Thousands of new leads uploaded each day.
  • Export all the leads into Excel or CSV.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Online review management to get more online reviews

Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
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  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
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Anyleads
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Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
illustration
Anyleads
API to prevent fake emails registration on your service

Each time someone registers to your service, ping this API to verify if the email is correct.

  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
  • Ping in real time our API or plug it in your system.
  • Instant email verification.
  • Send collected data to your CRM or other software.
illustration
Anyleads
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Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.