25 Sales Email Templates [+ Tips and Examples]

A well-crafted sales email can be the difference between landing a meeting and landing in the trash folder. Yet, many sales professionals struggle to create messages that cut through the noise and resonate with potential customers.

The challenge is real: overcrowded inboxes, skeptical prospects, and the constant pressure to meet sales quotas. But what if you had a proven framework for crafting sales emails that actually get responses?

Drawing from successful campaigns across industries, we’ve compiled 25 high-converting sales email templates that address every stage of the sales journey.

Whether you’re sending a cold email to a new prospect or nurturing an existing relationship, these professional email templates will help you connect more effectively, get more responses, and close more deals.

The 5 Most Effective Sales Email Templates

While there’s no one-size-fits-all approach to sales emails, having these five high-performing templates in your pocket can be a genuine game-changer for your outreach strategy. From establishing initial connections and demonstrating value to showcasing social proof, following up strategically, and closing confidently, these sales email examples cover the critical touchpoints in your prospect’s journey.

Let’s explore how each template serves a specific purpose and can significantly boost your response rates when used at the right moment.

1. The Connection Builder 

This initial cold email example aims to forge a connection by showing genuine interest in the prospect. It’s about starting a conversation, not immediately pushing a sale. Key elements include a personalized opening that references something specific about their business or industry and a question that encourages engagement.

When to use this template: This template is ideal for initial cold outreach, where the goal is to establish a relationship and gather interest rather than make a hard sell.

Subject: [Prospect Name], your work on [specific project] caught my attention

Hi [Prospect Name], Your recent [specific achievement/initiative] at [Prospect Company’s Name] stood out to me – particularly how you [mention specific detail that demonstrates you’ve done your research]. Quick question: What’s your biggest challenge right now with [relevant industry challenge]? We’ve helped [similar company] increase their [specific metric] by [X%] in just [timeframe] by addressing this exact challenge. Would a 15-minute call this Thursday at 2pm work to explore if our approach might benefit you too? Best, [Your Name] P.S. If you’re short on time, here’s a quick [case study/resource] showing how we helped similar companies: [link]

Why it works:

• A personalized subject line with the prospect’s name increases open rates.
• Referencing a specific detail shows a personal touch and genuine interest and aren’t sending a generic cold email.
• Asking an open-ended question encourages a response and starts a dialogue.

2. The Value Proposition 

This sample sales email gets straight to the point by highlighting a significant pain point your potential customers might be experiencing and clearly presenting your solution. It basically says, “Imagine solving your biggest problem. Here’s how we make it happen.” The focus is on tangible benefits and how your offering can directly address their needs.

When to use this template: When you understand a potential customer’s challenges and clearly articulate how your product or service provides immediate value.

Subject: Solving [key pain point] for [Prospect’s Company Name]

Hi [Prospect Name], 83% of [industry] companies report losing [X hours/dollars] weekly due to [specific pain point].At [Prospect Company], are you experiencing: [Symptom of the pain point]? [Another symptom]? [Time/money/resources] lost to [consequence]?We helped [competitor or similar company] reduce [pain point] by [specific percentage] while increasing [positive metric] by [percentage]. Here’s what [Client Name], [Title] at [Similar Company] said: “[Brief, impactful quote focusing on results]“When would be best for a quick 10-minute chat this week to see if we could achieve something similar for you? Best, [Your Name]

Why it works: 

• Opening with a relevant statistic establishes credibility and immediately communicates that the email is relevant to your industry.
• Bullet-point symptoms help prospects self-identify their pain points quickly while scanning the email.
• Specific metrics and testimonials provide social proof and concrete results rather than vague promises.

3. The Social Proof Showcase 

Also known as the “Don’t-just-take-our-word-for-it” email, this customer-centric sales email template builds trust by leveraging the experiences of others. Sharing a relevant success story or testimonial from a similar client allows you to demonstrate proven results and alleviate potential skepticism. This is a powerful way to show potential customers the tangible impact of your offering by saying, “Don’t take our word for it…”

When to use this template: After an initial interaction or when you want to build credibility and showcase the effectiveness of your solution to potential customers.

Subject: How [Similar Company] achieved [specific result] in [timeframe] (and you can too)

Hi [Prospect Name], When [Similar Company in same industry] faced [specific challenge], their [relevant metric] was suffering by [percentage/amount]. Within [timeframe] of implementing our solution: • [Specific result #1 with numbers] • [Specific result #2 with numbers] • [Specific result #3 with numbers] Their [Department Head], [Name], told me: “[Powerful, brief testimonial focusing on results and ease of implementation]” I noticed [Prospect Company] might be experiencing similar challenges with [observation based on research]. I’ve attached a 1-page case study outlining exactly how we achieved these results. Would it make sense to discuss if these same strategies could work for [Prospect Company]? I have a few openings this Thursday. Best, [Your Name]

Why it works:

• Social proof is a powerful persuader, demonstrating real-world value.
• Highlighting a familiar company name makes the example more relatable.
• Quantifiable results add credibility and make the impact clear.

4. The Gentle Nudge

This follow-up sales email template is a brief and non-demanding way to re-engage a prospect after a previous email without being pushy. It simply references your original message and gently prompts for a response. This acknowledges that people are busy, and somebody may have missed your initial email. As Eilon, Gong’s CTO, puts it, poorly written follow-ups can lead to a simple “Delete.”

When to use this template: After sending an initial sales email and not receiving a response within a reasonable timeframe (such as a few days or a week).

Subject: Quick follow-up: [reference to specific topic/benefit from previous email]

Hi [Prospect Name], I’m sure your inbox is as busy as your schedule, so I wanted to briefly resurface my email about [specific benefit/solution] for [Prospect Company]. Since my last message, we’ve helped another [industry] company solve [pain point], resulting in [specific positive outcome]. If this is still relevant to you: • Reply with “interested” and I’ll send over the case study • Let me know a good time for a quick call this week • Or simply share what your current approach is to [solving pain point] No pressure either way – just wanted to make sure this opportunity didn’t get lost in the shuffle. Best, [Your Name]

Why it works:

• Acknowledges their busy schedule rather than making them feel guilty about not responding.
• Offers new information to provide additional value rather than just repeating the previous message.
• Multiple easy response options lower the barrier to engagement and make it simple to continue the conversation.

5. The Bottom Line

This sales email template is a direct and concise pitch, typically used when the prospect has shown some level of interest or when their need is evident. It clearly outlines your offering and includes a specific call to action. It essentially says, “Here’s the Bottom Line: This is What We Offer and what we can do for you.”

When to use this template: Later in the sales process, after some engagement, or when the prospect has indicated a clear need for your solution.

Subject: [Prospect Company]‘s path to [specific outcome] – Decision time

Hi [Prospect Name], Based on our discussions about [Prospect Company]‘s challenges with [pain point], I’ve outlined your three options: 1. Continue with your current approach, potentially facing [specific negative consequence]. 2. Implement our solution, which has delivered: • [Specific benefit #1] – [include metric] • [Specific benefit #2] – [include metric] • [Specific benefit #3] – [include metric] 3. Explore alternative solutions that may address some but not all of these challenges. Our clients typically see ROI within [timeframe], and implementation takes just [timeframe]. To move forward, we simply need to: • Schedule a 30-minute technical review • Align on implementation timeline • Finalize paperwork Would Tuesday at 2pm or Wednesday at 10am work for the technical review? Best, [Your Name]

Why it works:

• Presents clear options including the status quo, making the decision framework transparent.
• Concrete next steps reduce friction in the decision-making process.
• Specific meeting times make scheduling easier than an open-ended question about availability.

Lead Generation and Prospecting Email Templates

Initial sales emails are important for creating a positive customer relationship. These prospecting email templates are designed to spark interest and initiate customer engagement with potential leads.

6. Cold outreach

A well-crafted cold sales email is essential for making a strong first impression. The goal is to introduce yourself and your company, briefly highlight a potential benefit for the prospect, and encourage a short conversation. Personalization and relevance are key to overcoming the inherent challenges of cold email outreach.

When to use this template: When reaching out to a new contact who hasn’t previously interacted with your company.

Subject: [Prospect Name], your [specific achievement] at [Company] impressed me

Hi [Prospect Name], Your recent [specific initiative] at [Prospect Company’s Name] caught my attention – particularly how you [specific detail that shows genuine research]. Many [industry] leaders like you are struggling with [specific pain point] right now. We’ve helped companies like [recognizable competitor] achieve [specific metric improvement] in just [timeframe]. Would a brief 10-minute call on [specific day/time] work to explore if we could deliver similar results for [Prospect Company]? Best, [Your Name]

Why it works:

• Highly personalized subject line and opening shows you’ve done meaningful research, not just surface-level Googling.
• Specific metrics and timeframes make the value proposition concrete and credible rather than vague claims.
• Suggesting a specific time increases response rates compared to open-ended availability questions.

💡 Expert insight: Chris Orlob says, “Without a killer subject line, nobody is going to open your email.” To boost open rates:  • Keep subject lines short, emotional, and relevant.  • Highlight a customer problem, tease the benefit, and personalize when possible.  • Use AI tools like ChatGPT for fresh ideas.

7. Referral request

Leveraging mutual connections can significantly increase the chances of a positive response. A Harvard Business Review study found that referred customers bring in 30% to 57% more new customers through referrals than non-referred ones. This sales and marketing email template politely asks for an introduction to the appropriate person within a target company to capitalize on that network effect.

When to use this template: When you have a mutual connection with someone you believe could introduce you to someone relevant at a target organization.

Subject: [Mutual Connection Name] → [Target Company] introduction?

Hi [Mutual Connection Name], Hope you’re doing well! Your recent [mention something specific from their social media or updates] looked fantastic. I noticed you’re connected with [Target Contact] at [Company Name]. We’ve been helping companies like theirs increase [specific metric] by [percentage] through our [brief value proposition]. Would you be comfortable introducing us? I’ve drafted a brief note below that you could forward: [Target Contact Name], I wanted to introduce you to [Your Name] from [Your Company]. They’ve been helping companies like [similar company] solve [specific pain point] with impressive results. I thought it might be worth a quick conversation. [Your Name]‘s contact: [your email/phone] No pressure either way – I value our relationship regardless. Thanks, [Your Name]

Why it works:

• Personal opening referencing their recent activity shows genuine connection beyond just asking for a favor.
• Pre-written introduction note makes it effortless for the connection to forward your request.
• No pressure language respects the relationship and prevents awkwardness if they’re not comfortable making the introduction.

8. Event invitation

Inviting potential customers to an event, such as a webinar or industry gathering, is a great way to provide value, showcase your expertise, and initiate a relationship. This sales email template aims to generate interest and encourage attendance.

When to use this template: When you are hosting or participating in an event that would be relevant to your potential customers.

Subject: [Prospect Name], join industry leaders solving [specific pain point] – [Date]

Hi [Prospect Name], How are companies like [competitor] achieving [specific impressive metric]? Find out at our exclusive [Event Name] on [date] at [time]. What you’ll gain: • Actionable strategies to [specific benefit #1] • Case study: How [known company] increased [metric] by [percentage] • Live Q&A with [industry expert/speaker name] We’ve reserved a spot for you and one colleague from [Prospect Company]. Only [small number] seats remain. Reserve your spot: [prominent button/link] Best, [Your Name]

Why it works:

• Opening with competitor success creates FOMO (fear of missing out) and competitive urgency.
• Bullet-point benefits make scanning easy and emphasize tangible takeaways.
• Exclusivity language creates scarcity and encourages quick registration.

Engagement and Lead Qualification Templates

Once you’ve initiated contact, these email templates help nurture leads, demonstrate your understanding of their specific requirements, and qualify them further in the sales process.

9. Case study or testimonial email

Sharing a detailed case study or a compelling testimonial provides concrete evidence of your product or service’s effectiveness. This sales email template aims to deepen engagement by showcasing successful outcomes for clients facing similar challenges.

When to use this template: After an initial conversation or when a prospect shows interest in specific solutions you offer.

Subject: How [Client] achieved [specific result] in [timeframe] (case study for [Prospect Company])

Hi [Prospect Name], Following our conversation about [Prospect Company]‘s challenges with [specific pain point], I thought this would be valuable: [Client Company] faced the exact same challenge: • Before: [negative metric/situation] • After: [specific positive outcome] within [timeframe] • ROI: [concrete return on investment] Their [position title], [Name], said: “[Brief, powerful quote focusing on results].” I’ve attached the full case study with step-by-step implementation details. Would [day] at [specific time] work for a 15-minute call to discuss how we could implement a similar approach at [Prospect Company]? Best, [Your Name]

Why it works:

• Before-and-after format creates a clear transformation story that’s easy to visualize.
• Specific ROI metrics make the business case concrete rather than theoretical.
• Offering a client reference call demonstrates confidence in results and removes perceived risk.

10. Demo or meeting request

When a prospect shows genuine interest, the next logical step is to invite them to a quick demo or a more in-depth meeting. This sales email template clearly outlines the value of the demo and provides easy ways to schedule it.

When to use this template: After initial engagement, when the prospect has expressed interest in learning more about your product or service in detail.

Subject: [Prospect Name], your personalized [Product] demo is ready

Hi [Prospect Name], Based on our discussion about [specific pain point] at [Prospect Company], I’ve prepared a customized demo focusing specifically on: • How to [solve their specific challenge #1] • Implementing [feature they expressed interest in] • Achieving [specific outcome they mentioned wanting] Choose your preferred time (it takes just 20 seconds): [Calendar link with multiple time options] What to expect: A focused 25-minute session tailored to your needs, not a generic product tour. Best, [Your Name]

Why it works:

• Personalized agenda shows you’ve listened and tailored the demo to their specific needs.
• Setting expectations for timing and format reduces uncertainty and friction.
• Including a customer success manager signals investment in their long-term success beyond the sale.

11. Last attempt follow-up email

Sometimes, despite your best efforts, a prospect may not respond. A breakup email serves as a final, polite attempt to elicit a response or gracefully close the loop. This sales email template acknowledges the lack of response while leaving the door open for future contact.

When to use this template: After multiple follow-up attempts without a response from the prospect.

Subject: [Prospect Name], closing the loop

Hi [Prospect Name], I’ve reached out a few times about helping [Prospect Company] with [specific pain point], but haven’t heard back. I respect your inbox and time, so this will be my final message. If priorities have changed or timing isn’t right, I completely understand. Here are three options: 1. Reply “not interested” and I’ll close your file 2. Reply “bad timing” and I’ll check back in 3 months 3. Reply “busy, but interested” and suggest a better time to connect Meanwhile, this [industry guide/resource] might help with your [specific challenge]: [Link] All the best with your [relevant upcoming initiative/goal], [Your Name]

Why it works:

• Clear, numbered response options make it incredibly easy to reply with minimal effort.
• Providing a valuable resource leaves a positive final impression regardless of outcome.
• Mentioning a specific initiative or goal shows continued interest in their success, not just your sale.

12. Questionnaire or needs assessment email

To truly understand a prospect’s pain points and tailor your solution effectively, a questionnaire or needs assessment can be invaluable. This sales email template aims to gather information directly from the potential customer.

When to use this template: Early in the engagement process to gather detailed information about the prospect’s challenges and requirements.

Subject: [Prospect Name], 3 quick questions to customize your [solution] plan

Hi [Prospect Name], To create the most effective solution for [Prospect Company]‘s [specific challenge], I need your insights on just three critical questions: [Link to ultra-short questionnaire] This will take less than 2 minutes and will help us: • Prioritize features most relevant to your needs • Identify potential savings of [X%] or more • Customize your implementation plan As a “thank you” for your time, I’ll send you our exclusive [relevant industry report/resource] (not available publicly). Best, [Your Name]

Why it works:

• Emphasis on brevity reduces perceived effort to complete.
• Clear benefits of providing information motivates participation.
• Offering a valuable incentive creates reciprocity and increases response rates.

Closing and Conversion Templates

When executed well, a clear and persuasive communication plan can lead to successful conversions. These email templates for sales are designed to guide potential customers toward a decision and finalize the deal.

13. Proposal and quote delivery email

Delivering a well-crafted proposal and quote is critical in the sales process. This sales email template ensures clarity, outlines the key aspects of your offering, and clearly states the next steps.

When to use this template: After thoroughly discussing the prospect’s needs and when you are ready to present your proposed solution and pricing.

Subject: [Prospect Company]‘s [Solution] Proposal – Ready for Review

Hi [Prospect Name], Your custom [Solution] proposal for [Prospect Company] is ready. Based on our discussions about [specific pain points], we’ve designed a solution that will: • [Specific benefit #1 with projected impact] • [Specific benefit #2 with projected impact] • [Specific benefit #3 with projected impact] View your complete proposal: [Link] Key details: • Investment: [Price range/tier] • Implementation timeline: [Timeframe] • ROI projection: [Estimated timeframe] I’ve reserved time on [specific day/time] to walk through any questions. Does that work for you? Best, [Your Name]

Why it works:

• Bullet-point benefits with metrics make the value proposition immediately clear.
• Key financial details up front prevents surprises and builds trust.
• Time-sensitive incentive encourages prompt action.

14. Addressing objections email

Objections to sales are a natural part of the process. This sales email template provides a framework for addressing concerns thoughtfully and reinforcing the value proposition.

When to use this template: When a prospect raises specific concerns or objections about your product, service, or pricing.

Subject: Addressing your concerns about [specific objection], [Prospect Name]

Hi [Prospect Name], Thank you for sharing your concerns about [specific objection]. Your feedback is valuable and it helps us better address your needs. Regarding [objection], let me provide some clarity about your concern: [Restate their specific objection] However, the reality is [Clear, factual response with evidence] [Client Company] had the same concern initially. Here’s what their [Position] said after implementation: “[Brief testimonial specifically addressing this objection]“ I’ve attached a one-page document addressing this and other common questions. Would it be helpful to connect with [Client Name] directly to discuss their experience? Best, [Your Name]

Why it works:

• Restating their concern shows you’ve listened and understood their perspective.
• Sharing a relevant testimonial addresses the objection through a peer’s experience rather than your claims.
• Offering to connect with a reference demonstrates confidence and transparency.

15. Closing the deal email

A clear and concise closing email is essential when the prospect is ready to move forward. This sales email template reiterates the key benefits and outlines the final steps to finalize the agreement.

When to use this template: When you believe the prospect is ready to decide, you need to outline the final steps.

Subject: [Prospect Company] + [Your Company]: Next Steps to Launch

Hi [Prospect Name], Based on our productive discussions, I believe we’re ready to formalize our partnership and begin delivering results for [Prospect Company]. To summarize our agreement: • You’ll receive [key deliverable/outcome] • Implementation begins [timeframe] • Expected impact: [specific projected results] To move forward: 1. Review and e-sign the agreement: [Link] 2. Schedule your kickoff call: [Calendar link] 3. Meet your dedicated success team I’ve attached our onboarding roadmap showing exactly what to expect in the first 30 days.Shall we proceed with getting everything in place for a [specific date] launch? Best, [Your Name]

Why it works:

• Clear summary of agreement prevents misunderstandings and builds confidence.
• Numbered action steps make the process transparent and manageable.
• Specific launch date creates momentum and excitement while the bonus creates urgency.

16. Product features and differentiators email

Highlighting what makes your product or service stand out is important to stay ahead of the competition. This sales email template focuses on key features and differentiators that provide unique value to potential customers.

When to use this template: When you want to emphasize your offering’s unique advantages over competitors.

Subject: [Prospect Company] + [Your Product]: The difference-makers you haven’t seen

Hi [Prospect Name], In evaluating solutions for [business challenge], these three unique capabilities make [Your Product] different from what you’re currently considering: 1. [Unique Feature #1]: While others offer [basic version], only our [advanced version] delivers [specific superior outcome]. This means [tangible business impact]. 2. [Unique Feature #2]: Our exclusive [technology/approach] provides [unique benefit], resulting in [specific advantage] for companies like [similar customer]. 3. [Unique Feature #3]: Unlike [competitor product], we include [valuable feature] at no additional cost, saving you approximately [dollar amount/percentage]. Would seeing these unique capabilities in action be valuable? I have a 15-minute demo focused specifically on these differentiators. Kind regards, [Your Name]

Why it works:

• Direct competitor comparison makes differences concrete rather than abstract.
• Quantified advantages translate features into business value.
• Brief, focused demo offer makes it easy to see the differences without a major time commitment.

17. Switch from competitor email

When you know a potential customer is using a competitor’s product or service, this sales email template directly addresses the possibility of switching by highlighting the advantages of your solution.

When to use this template: When you have reason to believe a prospect is currently using a competitor’s offering and you can offer a superior alternative.

Subject: [Prospect Company]‘s switch from [Competitor]: What you need to know

Hi [Prospect Name], I noticed [Prospect Company] is currently using [Competitor Product]. You’re not alone – we’ve helped [number] companies make the switch to [Your Product] in the past year. Three reasons they switched: 1. [Specific limitation] with [Competitor] cost them [quantified negative impact] 2. Our [unique feature] delivered [specific benefit] that [Competitor] couldn’t match 3. Customers report [percentage] higher satisfaction after switching [Company Example] switched last quarter and saw [specific positive result] within [timeframe]. We offer a specialized migration program that includes: • Data transfer assistance • Free training for your team • [Timeframe] of parallel systems to ensure smooth transition Would it be worth a 15-minute call to see if the same benefits might apply to [Prospect Company]? Best, [Your Name]

Why it works:

• Acknowledging their current investment shows understanding of the switching barrier.
• Specific migration support details reduces perceived hassle and risk of changing.
• Time-limited switching incentive creates urgency to explore options now.

Post-Sale and Customer Retention Templates

Effective email communication can foster long-term customer relationships and drive customer loyalty when you go beyond the competition. These sales templates focus on nurturing existing customers and maximizing their value.

18. Welcome and onboarding email

A positive onboarding experience is important for setting the stage for a long-term relationship. This sales email template welcomes new customers and provides essential resources to help them get started. If you really want to wow them, consider adding a personalized video.

When to use this template: Immediately after a potential customer becomes a paying customer.

Subject: Welcome to the [Your Company] family, [Customer Name]!

Hi [Customer Name], Welcome aboard! We’re thrilled to have [Customer Company] join our community of successful clients. Your dedicated Success Manager, [Name], has recorded this quick welcome video just for you: [Link to personalized video] Your Success Path: • Book your kickoff call: [Calendar link] • Access your account: [Login details/link] • Complete quick-start training: [Link] Based on your goals, I’ve already set up [personalized feature/dashboard] to help you track [specific metric they care about]. For immediate assistance: • Email: [support email] • Phone: [support phone] • Help Center: [link] Also, what’s one quick win you’re hoping to achieve in your first week with us? Here’s to your success, [Your Name]

Why it works:

• Personalized video greeting creates an immediate human connection.
• Clear, numbered onboarding steps prevent confusion and ensure proper setup.
• Pre-configured personalization demonstrates proactivity and customer-focus.

19. Resource sharing email

Providing valuable resources demonstrates your ongoing commitment to your customers’ success. This sales email template shares relevant content that can help them achieve their goals.

When to use this template: Periodically, to share helpful content such as blog posts, guides, or webinars that align with your customers’ interests and needs.

Subject: [Customer Name], achieve [specific goal] faster with this exclusive resource

Hi [Customer Name], While analyzing your [Product] usage, I noticed you’re working on improving [specific area]. This new [resource type] might help accelerate your progress: [Resource Name]: [Link] What makes this particularly relevant for [Customer Company]: • Addresses your current focus on [specific initiative they’re working on] • Includes templates you can implement immediately • Features a case study from [similar company] who achieved [specific result] One quick tip: Pay special attention to the section on [specific relevant section]. It aligns perfectly with what you mentioned in our last conversation about [topic they mentioned]. Would a quick 10-minute call to walk through applying this to your specific situation be helpful? Best, [Your Name]

Why it works:

• Usage-based personalization shows attentiveness to their specific situation.
• Pointing out a specific section increases the perceived value by connecting it directly to their needs.
• Premium content access creates a sense of exclusivity and special treatment.

20. Upsell and cross-sell email

Identifying opportunities to offer additional products or services can increase customer value. This sales email template introduces relevant upsell or cross-sell opportunities to existing customers.

When to use this template: When you have a new product, feature, or service that would be beneficial to your existing customers based on their current usage or needs.

Subject: Unlock [specific benefit] you’re currently missing, [Customer Name]

Hi [Customer Name], After reviewing your current success with [Product/Service], I noticed an opportunity you might be missing. You’re currently seeing great results with [feature they use], but did you know that by adding [upsell product/feature], you could also: • [Specific benefit #1] – potentially increasing your [relevant metric] by [percentage] • [Specific benefit #2] – reducing [pain point] by [percentage/amount] • [Specific benefit #3] – enabling your team to [new capability] [Client Company] added this last quarter and saw [specific improvement] almost immediately. Since you’re an existing customer, I can offer: • [Special pricing or terms] • [Expedited implementation] • [Bonus feature/service] Would it be worth a 10-minute call to see if this could deliver similar results for [same Client Company mentioned earlier]? Kind regards, [Your Name]

Why it works:

• Data-backed opportunity identification positions this as helping, not selling.
• Quantified benefits from similar clients creates believable potential outcomes.
• Exclusive existing customer advantages rewards loyalty and creates urgency.

21. Renewal reminders

Ensuring timely renewals is crucial for maintaining customer relationships. This sales email template provides a friendly reminder about upcoming renewals. Make sure your contact list is up-to-date for seamless communication.

When to use this template: A few weeks or a month before a customer’s subscription or contract is due for renewal.

Subject: Your [Product] renewal – Important next steps for [Customer Company]

Hi [Customer Name], Your [Product] subscription is scheduled to renew on [exact date], and I wanted to personally ensure a smooth continuation of service. Your current impact metrics: • [Usage statistic #1] – [X%] improvement since implementation • [Usage statistic #2] – Saving approximately [time/money amount] • [Usage statistic #3] – [specific business impact] To ensure uninterrupted access and lock in current pricing: 1. Review your renewal details: [Link] 2. Confirm by [date 10 days before renewal] 3. Schedule your annual strategy review: [Calendar link] As a renewal bonus, I’ve arranged for [valuable add-on/feature] to be included at no additional cost. Would you prefer I connect with anyone else regarding this renewal? Thank you, [Your Name]

Why it works:

• Usage statistics and impact metrics demonstrate the value they’ve already received.
• Early confirmation incentive encourages prompt action.
• Annual strategy review offer adds value beyond the transaction.

22. Loyal customer reward email

Recognizing and rewarding loyal customers can significantly boost retention. This sales email template expresses appreciation and offers exclusive benefits.

When to use this template: To show appreciation to long-term or high-value customers.

Subject: A special thank you exclusively for [Customer Name]

Hi [Customer Name], You’re among our top 5% of customers based on your [tenure/usage/success], and I wanted to personally recognize your loyalty to [Your Company]. As one of our most valued partners, we’ve prepared something special: [Reward Name]: [Description of exclusive benefit/reward] • Value: [Monetary value if applicable] • How to access: [Simple redemption instructions] This is our way of thanking you for your [X years/months] of partnership and the trust you’ve placed in us. Additionally, I’ve arranged for you to have early access to our upcoming [new feature/service] before the public release. With sincere appreciation, [Your Name]

Why it works:

• Exclusive percentile mention creates a sense of special status.
• Tangible reward with clear value demonstrates genuine appreciation.
• Early access to new features makes them feel like a privileged insider.

23. Product updates email

Keeping customers informed about new features and improvements demonstrates ongoing development and value. This sales email template announces recent product updates.

When to use this template: Whenever you release significant new features or updates to your product or service.

Subject: [Customer Name], new [Product] features you’ll want to start using today

Hi [Customer Name], Based on your current usage patterns, these new features just released for [Product] will be game-changers for your team: • [New Feature Name] – Solves your challenge with [specific pain point they experience] → Get started: [Direct link to feature] • [New Feature Name] – Helps you [achieve specific goal they care about] [X%] faster → Watch 90-second tutorial: [Video link] • [Improvement] – We’ve enhanced [existing feature they use frequently] based directly on your feedback → See what’s new: [Link] The best part? All of these are already included in your subscription at no additional cost. I’ve reserved time on [day/time] for a personal walkthrough of how these updates can specifically benefit [Customer Company]. Does that work for you? Here’s to making your work easier, [Your Name]

Why it works:

• Personalized to their usage patterns makes updates immediately relevant.
• Direct links to each feature encourage immediate exploration and adoption.
• VIP early access messaging reinforces their special customer status.

24. Re-engagement email

Attempting to re-engage inactive customers can be a valuable way to recover lost revenue. This sales email template aims to reignite interest and encourage them to return.

When to use this template: When a customer has been inactive for a significant period.

Subject: We miss you at [Your Company’s Name]!

Hi [Customer Name], We’ve noticed you haven’t been active with [Your Product/Service Name] recently, and we wanted to check in. We understand that needs change, but we also wanted to remind you of the value you previously found in [mention a key benefit or feature they used]. Since you last used [Your Product/Service], we’ve also [mention any significant updates or new features]. We’d love to have you back. Would you be interested in a quick overview of what’s new or a refresher on how [Your Product/Service Name] can still benefit [Customer Company’s Name]? Kind regards, [Your Name]

Why it works:

• Specific mention of their last activity shows attention to their individual situation.
• Highlighting relevant improvements addresses potential reasons they became inactive.
• Refreshed account and bonus reduces friction to return and adds incentive.

25. Win-back email

Similar to re-engagement, a win-back email targets customers who have actively canceled their subscriptions or stopped using your service. This sales email template aims to understand their reasons and potentially offer an incentive to return.

When to use this template: After a customer has canceled their subscription or stopped using your service.

Subject: [Customer Name], we’ve fixed what you told us was missing

Hi [Customer Name], When you left [Your Company] [timeframe] ago, you mentioned [specific reason they canceled]. I wanted to personally let you know we took your feedback seriously. What’s changed since you left: • You said: “[Their specific feedback quote]“ • We fixed it: [Specific improvement addressing their concern] • You needed: [Capability they wanted] • We added: [New feature that provides this] • You found: [Pain point they experienced] • We improved: [Solution to that pain point] Many former customers like [Similar Company] have returned and are seeing [specific positive results]. To welcome you back, I’ve prepared a special offer: • [Reduced pricing or special terms] • [Expedited re-implementation] • [Additional value-add] Would it be worth a quick conversation to see if these changes address what you were looking for? Best, [Your Name]

Why it works:

• Acknowledges their departure and seeks valuable feedback.
• Highlighting relevant improvements addresses potential reasons they became inactive.
• Refreshed account and bonus reduces friction to return and adds incentive.

Sales Email Best Practices

To maximize the effectiveness of your sales emails, keep these actionable tips in mind:

• Personalize your emails: Generic email templates are a starting point, but always tailor your message to the individual prospect and their company name. Reference specific details to show you’ve done your research.
• Keep it concise and clear: Respect the prospect’s inbox and their time. Get straight to the point and make your message easy to understand.
• Write compelling subject lines: Your subject lines are the first impression. Make them intriguing and relevant to encourage opens. A/B test different subject lines to see what resonates best.
• Focus on value, not just the pitch: Highlight the benefits for the prospect and how you can solve their pain points. Don’t just talk about your product or service.
• Use social proof: Incorporate customer reviews, testimonials, case studies, and social proof in your email body to build trust and credibility.
• Include a clear call to action (CTA): Tell the prospect exactly what you want them to do next, whether scheduling a quick call, downloading a resource, or visiting a website. Ensure your closing line encourages this action.
• Follow up strategically: Use the “Gentle Nudge” sales email template and other follow-up techniques to stay top-of-mind without being overly persistent.
• A/B test different approaches: Experiment with different email templates, subject lines, and CTAs to see what yields the best results for your sales team.
• Make it easy to reply: Encourage engagement by asking open-ended questions and making it simple for potential customers to respond.
• Optimize for mobile: Many professionals check their emails on mobile devices, so ensure your email templates are mobile-friendly.

Helpful Sales Email Tools

Consider leveraging sales email tools to streamline your sales process and enhance your email deliverability. These platforms often offer automation, AI-powered writing assistance, email tracking and measurement, and seamless integration with CRM platforms. Here are a few popular options:

• Regie: Known for its generative AI and personalization features, helping sales reps craft compelling sales emails quickly.
• Reply.io: A sales engagement platform that automates cold email outreach and follow-ups, helping sales teams manage large volumes of sales emails efficiently.
• Salesloft: A comprehensive sales engagement platform offering features for email, phone, and social selling, with reporting and analytics to track performance.
• Outreach: Another leading sales engagement platform that helps sales professionals automate and personalize their cold outreach and follow-up sequences.
• Instantly: Focuses on improving email deliverability and provides tools for automated cold email campaigns, helping you avoid spam filters.
• Apollo: A data-first sales intelligence and engagement platform offering a vast database of contacts and tools for targeted cold outreach.
• Klenty: A sales engagement platform specializing in personalized email templates and automated follow-ups, helping sales representatives save time.

Increase Sales with Better Outreach from Nextiva

Effective sales email templates are just one piece of the puzzle for driving more sales and fostering strong customer relationships. A unified CXM platform like Nextiva empowers your sales team with a comprehensive suite of communication and collaboration tools. 

Beyond crafting compelling sales emails, outbound dialing capabilities from a top-rated VoIP provider are essential for maximizing connect rates and booking more meetings. Nextiva offers predictive, outbound, parallel, and auto dialers, all designed to help your sales team make the most of their time and connect with potential customers efficiently.

Attend an upcoming product demo to see how Nextiva’s customer experience management platform can transform your sales process and drive significant growth. You’ll find that strategic use of our sales email template examples, combined with Nextiva’s tools, can lead to more leads and responses, helping you reduce costs, save time, and close more sales.