9 Pro Tips on How to Write an Outreach Email That Convert Leads

Map out what your target audience cares about, including common points and what resonates with them. And don’t be afraid to get personal.
How to Write an Outreach Email That Convert

Email outreach is one of the most common ways to reach consumers, and we are here with some pro tips on how to write an outreach email that converts leads. With the help of an email, you can push additional consumers to digitize and adjust to a new world of digital sales. Email marketing is used by every small, medium, or large-scale business. Almost every company tries email outreach to obtain customers and increase brand awareness.

‍So not ever talk about yourself when writing outreach emails. You can stand out by writing casual, ethical sales emails with moral personalization. 

We are taking easy steps to get started with writing an outreach email that converts into leads.

What's an Outreach Email?

Email outreach is a message you send to someone who is not your customer to acquire leads and promote your product or service. Cold email marketing aims to have a business conversation with a prospect. Cold emails are usually sent to people who don't know you and have not been introduced to you through someone else.

It means that the person receiving your cold email hasn't agreed to receive it in any way. An outreach email is one of the essential parts of B2B marketing strategies. It's where you make the first impression, so it's vital to get it right.

What Makes Outreach Emails So Important?

You’ve probably received a bunch of bad outreach email messages before. Emails like this one:

Generic copy; odd phrasing; no added value. Even the tone is wrong — it comes across as weirdly confrontational.

Chances are, you’ve received so many low-quality cold outreach emails you’re starting to wonder if there’s any actual benefit to cold email outreach. But the fact is, effective outreach emails are worth their weight in gold.

They can help you build relationships in any industry. In time, those relationships can lead to:

  • Press coverage
  • Content promotion
  • Podcast appearances
  • Guest post placements
  • Influencer partnerships
  • Interview opportunities
  • Mutually beneficial business partnerships

Those things can help you reach new audiences, generate valuable backlinks, and drive sales.

Why is Email Outreach Still One of the Best Outreach Strategies?

Connecting with others in your field via email is a smart way to discover potential clients. The prospect isn’t forced to listen, so they can pay attention on their terms when they have the time. 

As well as expressing their request creatively, it allows them to include visual aids. You can easily incorporate an infographic about the features of your app and how the prospect can benefit from its use into your outreach campaigns if you have just built an excellent app. 

Marketing via email and outreach has generally proven to be the most effective method of promoting, resulting in opportunities such as guest posts, link building, and establishing contacts. Marketers also get the best ROI from it.

How to Write Outreach Emails That Will Convert?

Outreach plans vary depending on who you’re targeting and the industry they work in, just as with any marketing strategy.

A simple comparison would be to compare open rates for guest posts and sales pitches. Previously, we have had outreach emails convert at up to 43%, but you should note that this was for an outreach campaign for a guest post.

Even though getting those numbers is still a big deal, offering something upfront makes it more accessible. People prefer to be on the receiving end of a relationship, so successful outreach emails provide something instead of trying to sell. 

Cold emails won’t necessarily result in no responses, but that doesn’t mean you won’t get any. Your actual conversion rate will have to be more realistic, and you’ll have to be creative. 

In summary, here is what you need to know about email conversion:

  1. Research has done well
  2. Email sent well
  3. Having luck

It’s true; we said it. It’s luck. You won’t convert leads even after doing all the research, having the right decision-maker, and writing a killer email with a great value proposition.

You might be offering a solution that is already in the process of being implemented. There can be a problem with this timing. There may be too many projects on the prospect’s plate, and they will not be able to fit in a new one.

We cannot control point 3. The first and second points aren’t. The best way to write your email is as follows:

Why is Doing Good Research Important?

Your outreach campaigns will succeed or fail based on whether or not you win the battle before it is fought. Prepare yourself for success by creating a plan you feel confident about. 

Despite how cheesy it might sound, believing in yourself and whatever you do is crucial. The worst thing you can do is get discouraged even before you begin. It’s something we have experienced.

Here are some tips on increasing open mail rates and engagement using good research tactics and confidence. Defining your ultimate goals, selecting the right audience, and finding the individuals with the power to grant your wish are the first steps to a successful email outreach campaign. Let’s get started! 

1. Define Your Goals

To write an outreach email, you should always begin by defining your goals and key performance indicators (KPIs). 

Creating relationships with influential people in the industry could be a specific goal, such as promoting a study you made and getting people to link to it, or a more general one, such as gaining brand awareness and increasing brand awareness. 

It doesn’t matter how ambitious it seems; write it down and be specific. Including a tempting value proposition will help you attract your prospects and align your value proposition with their goals. 

2. Target the Right Prospects

It is vital to make good use of your time and resources. Using a comprehensive list of prospects is a common mistake even professionals make. You need to be specific if you want success. 

Targeting the outreach campaign to people who will benefit from this relationship, service, or product is crucial. Think about websites and prospects that will appreciate the type of content you’re offering and accept contributions if you’re looking for guest posting opportunities. 

3. Find the Right Decision-Maker and Their Email 

Your next step is to find the decision-maker's email address once you have a list of relevant prospects. You can also find emails by searching on Google or social media or using one of the many tools that offer that service. 

When it comes to learning more about the target and establishing rapport before sending an email, LinkedIn is beneficial most of the time. 

Sending your meeting request email to the shared customer support address is inappropriate if you want to schedule a meeting with the service development manager of a specific company. 

Nevertheless, finding the correct email address isn’t always easy if one gets lost. When this happens, ask the receiver whether they can forward your email to the appropriate person or department and state your request clearly. 

Always Focus on Benefits, Not Features

Don’t rely on the list of product features. Stop yourself from writing about the monetary value you offer. Instead, only highlight the benefits your prospect may gain from it. Remember to be specific since vague benefits will dilute your message.

It may be tricky initially, but you'll feel it when you put yourself into the customer’s shoes.

You should seamlessly link your pitch to the last part of your email. It should seem just like a natural continuation of an ordinary conversation. By all means, avoid making it forced and sales.

Do social media profiles on the email signature impact the response rate? Yes, as per the research, email messages with social profile links on the sender signature section have a 9.8% more response rate when compared with emails without social profiles. 

Social Profiles Links - How to Write an Outreach Email
Social Profiles Links – How to Write an Outreach Email

An email with social networks like Twitter, LinkedIn, and Instagram profiles will positively impact the repose rate.

The social profile links indicate that a recipient is a real person, not an outreach robot. Outreach emails that contain links to social media profiles have a greater response rate. Links to Instagram and LinkedIn profiles seem to be the most effective.

What is a Good Email?

Our spicy fix is finally here. Although it isn’t hot, we can express our growing frustration with mass email, or “The Shotgun Approach.” 

All of us have been contacted by generic emails that look like templates from ten miles away. The “Shotgun Strategy” is precisely what it sounds like reaching out to 500 prospects with the same message without considering their needs or interests. 

The offers we have seen don’t appeal to us personally. We follow the “Sniper” approach because of this. Our personalized message is crafted after carefully choosing my prospects.

Cold email software may also be helpful for your outreach efforts. You can send emails in bulk, automate follow-ups, perform A/B tests, etc. As a result, more deals are closed, and more responses are received.

You should always address the following four elements in a good outreach email: 

  1. You researched the website and the work they do.
  2. You are delivering value.
  3. There is a genuine interest on your part.
  4. It’s not just about selling.

 You can do that by following these steps. 

1. Personalize The Email

It would be best if you showed an interest in your prospect's work right away. If anyone accepts your offer, tell your prospects how you found them, what you appreciate about them, and what your customers stand to gain if they take it.

You can significantly improve your open rates just by using their first name. When my name isn’t included in the email, that’s a clear sign of laziness and a “Shotgun” tell-tale sign. I skip emails that don’t directly address my name since my name is relatively easy to find. 

Search engines and social media are great resources if you need information about them.

If you want to find articles they’ve written on the company’s website, you can use Google: 

[Site: Company-website.com+ “Name of prospect”]

Alternatively, you may look them up on LinkedIn and see if you can connect to anything.

2. Experiment With Your Subject Line

Subject lines can never be perfect. It is possible to get the most out of it, however, if you use specific tactics. Ultimately, it will determine whether or not an email qualifies as spam for your prospect, as it will be the first thing they see. 

Please refrain from using all caps. Several people like to be shouted at, which may get their attention, but nobody wants to be yelled at. 

You can also decrease the clickthrough rate by keeping the line too long, which often results in their spam department storing your email address.

3. Respect Their Time

Consider your prospects from their perspective. It is the best way to judge whether your outreach email is too long or incomprehensible. It is unlikely that your prospect will read through the whole thing if you are not patient enough. 

It’s all about cutting the fluff, saying what’s on your mind, and getting straight to the point. Their inboxes probably receive dozens, if not hundreds, of emails daily.

4. Make it Easy for Them to Take Action 

If your email calls for a prospect to take action, such as meeting with you to discuss the offer further, ensure you provide a simple means of doing so. 

Provide Clear Value to Your Targets

It’s relatively simple if your email recipients don’t see the clear benefits they can get from your offer, they are highly likely to refuse. Business partnerships are a two-way street, a game of give and take. And for your outreach efforts to be successful, you should abide by similar rules when creating these types of emails.

Ensure that your emails aren’t only about what you may need and propose something to your recipients in return. For instance, it could be a link exchange, a proposal for a project partnership, or anything else that may be useful to them in the future. It can even be as simple as valuable marketing and niche-related insight or any other advice that can be highly useful to them.

We also suggest emphasizing that you’re open to any suggestions or partnership ideas they may have for you. By doing so, you’re communicating that you’re flexible and value what they say. The key is to be specific, as with everything else so far, but to stress that you’re willing to listen.

Follow Up, But Not More Than Twice

When someone doesn’t reply the first time, they might have missed or forgotten about your email. It happens to all of us when we’re busy.

Some people reply after you follow up the first time because they remember. Some still do not. So you send another follow-up whose result should give you the answer you were looking for, whether you get a reply or not. Not replying is an answer in itself.

Follow Up - How to Write an Outreach Email
Follow-Up – How to Write an Outreach Email

When someone doesn’t reply after the second follow-up, there’s no point in trying again because this is where you will annoy people. Their lack of interest in your proposal is more than evident, so going on with “What do you think about my proposal?” will put you directly in the spam folder.

A method that might increase your chance of succeeding with your second attempt is to offer the recipient something extra that you didn’t mention in your initial email.

All of Your Work Will Be for Nothing if Your Emails End Up in the Spam

Spam Emails - How to Write an Outreach Email
Spam Emails – How to Write an Outreach Email

Here are all of our pro tips to avoid spam filters when you’re doing cold email outreach:

  • Personalize: No one will mark you as spam if they believe you wrote them an email yourself without any automation tools.
  • Don’t use links: Links tend to get flagged by email clients.
  • Use an email address you regularly use: At least type in a human way if you’re using a new email for cold outreach. Exchange emails with coworkers and create an account or two.
  • Please don’t send more than 300 emails a week: Ideally, you should schedule them apart or use an AI that mimics how a human sends emails. In the beginning, if you haven’t done any outreach, you shouldn’t send more than 100 for at least a month.
  • Please don’t mention unsubscribing: They are not subscribed to a marketing newsletter, and many people use it as a filter in their inboxes. You do, however, need to give a clear way for the prospect to communicate that they don’t want to receive any more emails from you. A more conversational version of “unsubscribe” could be: “Just email me if you’d like me to stop reaching out.”
  • Be polite: Do not email companies once they have expressed a clear wish to be removed from your list and have a functional signature.

Final Words on How to Write an Outreach Email That Convert Leads

Effective outreach emails can start a long-term, mutually beneficial relationship that can exponentially grow your business. You have to know how to get past the main obstacles to getting a response. Planning, patience, and some time are all it takes. 

Consider doing your research before starting your campaign next time. You’ll be more likely to succeed if you do this. You can then draft a template for your value proposition to establish a human touch. 

It is only human nature for you to write to another human being. When converting leads, sincerity is always a plus, especially when scheduling an appointment for an open conversation.

Nicholes Henry
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