10 Quick Tips for Writing a Sales Email That Makes Prospects Smile (Then Respond)

Email can be one of the best ways to reach out to prospects. However, as sales people know, getting replies to your sales emails may be easier said than done.

So, what can you do to improve your chances? Here are the top 10 ingredients to writing a message that’ll get the results you want.

1. Craft an Email Subject Line That Stands Out

The first part of any successful sales email is the subject line. To boost the chances of your email not being sent straight to the trash, you need a header that stands out. It should be short and simple to grab the attention of the reader and compel them to open it. For example:

  • “Question About [Prospect’s Goal]”
  • “[Prospect Name] I Have a Question for You About [Topic]”
  • “Have You Thought About [Your Strategy or Idea]?”

2. Keep Things Short and Simple

The most effective sales emails are short and to the point—no one likes to have their time wasted. For example:

Subject Line: Your Thoughts On [Goal/Strategy/Product]

Hi [Name],

You’ve been using [product] for some time now. We would be pleased to hear your thoughts on it and whether you would recommend it?

Do you have anyone you can refer to us that would benefit as you have?


[Your Name]

3. End With Specifics

If you’re sending out a sales email with the hope of clinching that all-important meeting, don’t be vague. People like clear directions. For example:

Subject Line: [Prospect’s Name] Ready for the Evaluation?

Hi [Name],

The evaluation for [software/product] is on [exact date and time].

Are you available? If not, let me know what time suits you.


[Your Name]

4. Keep Things Personal

People like to see their name pop up on the computer screen, so make your sales emails personal and targeted. For example:

Subject Line: Hi [Prospect’s Name]

How have you been enjoying [product]? [More information on the product]

Thanks for your time. Let us know if we can do anything else for you. In the meantime, why not check this out; we thought it might be of interest to you [relevant link].


[Your Name]

5. Avoid Using These Words

Don’t make your message look as though it’s a mass marketing email. Instead, make it appear tailored to the specific person


not overly sales-y. For example, avoid words in the subject line such as:

  • Sale
  • Complimentary
  • Free
  • Donation
  • Exciting
  • Discount

6. Don’t Use Generic Opening Lines

Just as important as the subject line is the opening line of the email. Therefore, avoid generic statements like:

  • “You don’t know me but….”
  • “I checked out your website and…”
  • “Go to [site] for an exciting discount!”

7. Give Thought to Your Signature

Your signature goes toward your credibility, so you should give it some thought—and, don’t let it be a distraction. Here are some tips for crafting the perfect one:

  • Keep it short—no one likes having to scroll
  • Keep it simple with neutral colors and plain text
  • Include your (most important) contact information

8. Share Numbers

Numbers play an important role in an engaging sales email and may increase the chances of it getting read. Here are some tips for using them to your advantage:

  • If you use numbers in the subject line, always write them numerically so they stand out—“33” instead of “thirty-three,” for example
  • Whenever possible, include data and statistics related to your product
  • Three is said to be a magic number in communication, so if you’re making a list, make it in threes (or, break your email into three paragraphs)

9. Add in a Little Humor

There’s nothing like humor to lighten the mood and make the prospect smile. For example:

Hi [Name],

Haven’t heard from you for some time. Could it be:

1. You’re on a tropical island sipping cocktails by the ocean?

2. You’ve just been really busy and haven’t had time to catch up?

3. You’re stuck in the bathtub and can’t get out—need me to call 911?

Please get in touch, I’m worried about you.


[Your Name]

10. Research, Research, Research

Doing your research is extremely important in your sales email. So, find out what the prospect cares about, dig up some key points relevant to them to include, and use Google, their website, and social media to get a good sense of the person you’re reaching out to. Then, incorporate that knowledge into your email.

Ready to send that email? With these 10 tips, you can bet you’re going to get a response (or, at least make the prospect like you more).

This article was originally published on


. It has been republished here with permission.

قالب وردپرس

About Richard Moy

Richard Moy
Richard Moy is a Content Marketing Writer at Stack Overflow. He has spent the majority of his career in talent management, including a stint as a full-cycle recruiter and hiring manager. In addition to the career advice he contributes to The Muse, he also writes test prep and higher education marketing content for The Economist. Say hi on Twitter @rich_moy.

Leave a Reply

Your email address will not be published. Required fields are marked *