How To Do Cold Email Prospecting and 20 Templates That Work

Cold email prospecting is the sales version of sliding into someone’s DMs — except this time, it’s your pitch and not your favorite meme.

It’s the art of reaching out to strangers in a way that doesn’t make them roll their eyes or delete your email faster than spam from a fake Nigerian prince.

Why does it work? Because a well-written cold email lands directly in the inbox of decision-makers — the people who can actually buy your product. Done right, it’s like finding a golden ticket in your inbox. Done wrong, it’s like handing out soggy business cards in the rain.

That’s where Lindy steps in — from generating lead lists to writing personalized emails. Lindy can take care of the busy work so you can get back to selling. 

Read on to learn: 

• How to write cold emails
• Tips to scale with AI
• Best practices
• 20 email templates you can swipe
• How Lindy makes cold emailing easy

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6 steps to write winning cold emails

1. Build your prospect list

A targeted, high-quality prospect list is your go-to to make sure your emails actually land in the inboxes of people who care. 

Here’s how to build one that works:

• Define your target audience: Don’t just send emails to anyone with a LinkedIn profile. Think about who actually needs what you’re selling.
  
  Narrow down your focus by job title, company size, industry, or location — because the CEO of a bakery probably doesn’t need enterprise IT solutions. 
• Use Lindy to do the heavy lifting: Why spend hours scrolling through LinkedIn when Lindy can build your prospect list quickly? Lindy sources leads, enriches their details, and organizes them neatly into Google Sheets or your CRM (it can be done in just a few minutes). 

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2. Write eye-catching subject lines

Your subject line is the first thing prospects see — and if it’s boring, they’ll delete your email faster than they delete “Congrats, you won!” scams. Great subject lines are the first line of offense in email prospecting (think of it as a cold email introduction), turning unopened emails into opportunities.

Here’s how to create ones that actually work:

• Keep it short and snappy: Aim for 5-7 words. “Let’s revolutionize your sales funnel” is as overdone as a strong, silent protagonist, but “Boom sales by 50% this quarter” gets straight to the point.
• Get personal: Use their name, company, or a recent accomplishment. “Congrats on [Company’s] latest launch!” works way better than “Can we connect?” (Spoiler: They’ll probably swipe left to that one.)
• Be specific: Sometimes, you’re wondering how to start an email to someone you don't know.
  
  Our advice? Skip the vague fluff like “Check this out” or “Let’s chat.” Highlight a clear value, such as “Cut admin time by 40% in 2 weeks.”
• Get them curious: Tease a benefit without revealing everything. “The email trick that doubled response rates” is practically begging to be clicked.
• Test until you’re the subject line wizard: Experiment with tone, length, and personalization to find what resonates.

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3. Write a personalized cold email introduction

If your cold email starts with something generic like "Dear [Recipient]," congratulations — you’ve just secured a one-way ticket to the trash folder. The opening of your email is your chance to grab their attention and show them that this isn’t just another cookie-cutter sales pitch. 

How to grab their attention from the get-go: 

• Make it about them: Your recipient doesn’t care about you (yet). They care about how you can make their life easier. Start by mentioning something specific to them — a recent achievement, a shared connection, or an observation about their business.
  
  For example, “Congrats on [Company’s] new product launch! It’s clear you’re leading the way in [industry].”
• A little flattery goes a long way: Nobody likes an over-the-top suck-up, but a thoughtful compliment can work wonders.
  
  Try something like, “I was impressed by your recent LinkedIn post about [topic]. Your insights on [specific point] really resonated.”

4. Highlight your value proposition

Your value proposition is the heart of your email. If it’s weak, your prospect will hit delete faster than they hit snooze in the morning. This is where you answer the ultimate question: “Why should I care?”

Here’s how to make your value proposition irresistible:

• Keep it clear and punchy: Avoid jargon and buzzwords that sound impressive but say nothing.
  
  Instead of “Our innovative platform transforms operational efficiency,” try “Save 10 hours a week with automated data entry.”
• Solve a pain point: Everyone’s got problems — offer to fix theirs. “Struggling to keep track of client follow-ups? We’ve got you covered” is way more compelling than a generic pitch.
• Back it up with results: Share quick success stories like, “We helped [similar company] increase sales by 30% in three months.”
  
  Just keep it concise — no one wants to read War and Peace in an email.
• Focus on benefits, not features: Your prospect doesn’t care that your tool has 87 features. They care that it saves them time, money, or stress. Always tie features to tangible outcomes.

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5. Create a cool call to action (CTA)

Your call to action is the big moment — the part where your prospect either clicks, replies, or leaves your email to gather digital dust. Don’t let all your hard work go to waste with a weak or confusing CTA. 

Here’s how to make it strong:

• Be crystal clear: A vague “Let’s connect” isn’t going to cut it. Instead, say, “Can we schedule a 15-minute call this Thursday at 2 PM?” Be specific and make it easy to say yes.
• Offer something valuable: Frame your CTA as an opportunity for them. “Would you like to see a quick demo that could save your team 10 hours a week?” sounds way better than “Can I pitch you something?”
• Make it feel casual (but intentional): Use a friendly tone that doesn’t pressure the recipient. “Interested in exploring how this could work for your team?” works much better than “Let me know if you’re interested.”
• Include links for easy action: Add a Calendly link or a button they can click to book a call or view a resource — the fewer steps, the higher the chance they’ll follow through.
• Skip the hard sell: A good CTA nudges them to take the next step without being pushy. Think, “Let’s chat about how we can help,” not, “Buy now or miss out!”

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6. Use a trustworthy email signature

Your email signature is a digital business card — and a subtle flex that screams, “Yes, I’m legit.” A strong email signature can add a layer of credibility to your cold email, reassuring the recipient that you’re not some random scammer trying to sell them magic beans.

Here’s what makes an email signature effective:

• Keep it professional (but don’t be a bore): Include your full name, job title, company, and a direct way to contact you. If you’ve got a LinkedIn profile or a portfolio, link it.
  
  Bonus points if your company has a recognizable logo — drop it in there for that extra bit of polish.
• Sprinkle in social proof: If your company has won awards or if you’ve been featured in reputable media, include a line or link to showcase it.
  
  For example, “As featured in [Industry Publication]” or “Proud to serve Fortune 500 clients.”

Here’s an example: 

Janet Gonzalez
Sales Manager | XYZ Tech Solutions
(555) 456-7890 | ✉️ jane.doe@xyztech.com
🔗 LinkedIn Profile | xyztech.com
“As featured in Wired & TechCrunch”

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Cold email best practices to keep in mind

Cold emailing is an art — one where subtlety and precision win the game. Get it wrong, and you’re just another email buried under “SALE: 30% OFF TODAY ONLY.” Nail it, and you’ve got a real shot at building meaningful connections. 

Here’s how to stay on the right side of the line:

• Focus on their problem, not your solution: Nobody opens an email hoping to read a sales pitch about your product. Make the email about them: their pain points, their goals, their challenges.
  
  For example, instead of saying, “Our platform is the best at streamlining processes,” try, “Struggling to keep up with growing client demands? Here’s how others in your industry are saving hours weekly.” It’s not about you — it’s about how you can help them.
• Use a single clear CTA: Decision fatigue is real, even in emails. Don’t throw five different options at them, like “Book a call, check out our case studies, follow us on LinkedIn, and subscribe to our newsletter!”
  
  Keep it simple. One email, one action. Something like, “Can we schedule a 10-minute call to discuss?” gives them an easy way to say yes without overthinking.
• Keep it casual but confident: No one wants to read an email that sounds like it was written by a robot — or worse, someone trying too hard to impress.
  
  A confident, conversational tone can make your email feel approachable and authentic. Think high-status individuals: They don’t beg for attention, and they don’t ramble. 
• Think about the frequency of follow-ups: Follow-ups are essential, but too many too soon? No, no, no. A good rule of thumb: Wait 2–3 business days before the first follow-up, then space subsequent ones out over a week or more. And keep it polite.
  
  A gentle nudge like, “Just wanted to see if this is still on your radar,” feels professional — not desperate.

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20 cold email templates that work

Crafting a cold email is like trying to nail a karaoke performance — it’s bold, high-stakes, and everyone’s judging. 

Here are 20 examples to nail it: 

1. A quick intro that doesn’t bore them to death

Subject: Quick intro from [Your Company]
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Hi [Name],

I’m reaching out because I think [specific solution or benefit] could make life a whole lot easier for [prospect’s company or industry]. For example, [similar company] saw [clear result], and I’m pretty sure we could do the same for you.

Are you open to a quick call this week to see if it’s a fit?

Looking forward to connecting,
[Your Name]

2. Address pain points

Subject: Struggling with [problem]?
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Hi [Name],
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I’ve noticed that [specific pain point] is a common challenge in [their industry]. That’s why we developed [your solution] — it’s already helping teams like [similar company] save [X hours or $Y] and avoid [specific issue].

Do you think this might be useful for [prospect’s company]? I’d love to hop on a quick call to show how it works.

Best,
[Your Name]

3. Use tailored compliments (but don’t overdo it)

Subject: Amazing work at [Company Name]!
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Hi [Name],
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I saw your [specific project, article, or achievement] and was seriously impressed — especially the part about [specific detail]. You’re ahead of the game in [their field].

I’d love to chat about how [your solution] could help you keep that momentum going. How’s your availability looking this week?

All the best,
[Your Name]

4. Share a juicy insight 

Subject: Thought this might interest you
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Hi [Name],

In [their industry], we’ve seen companies struggle with [specific challenge] — but here’s something that’s been working: [insert actionable tip or quick insight].

We’ve helped teams like [similar company] implement this and see [specific result]. Want to explore how we could make it work for [prospect’s company]?

Let me know!
[Your Name]

5. Offer a sneak peek without overdoing it

Subject: Quick way to [solve problem]
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Hi [Name],

We’ve been helping teams in [their industry] tackle [specific challenge] with [your solution]. It’s simple and effective, and it is already saving teams like [similar company] a ton of time and headaches.

I’d be happy to walk you through how it works — do you have 15 minutes this week?

Best,
[Your Name]

6. Bring the receipts (a.k.a. social proof)

Subject: See how [similar company] solved [problem]
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Hi [Name],

We recently worked with [similar company] on [specific challenge], and they saw [specific result] in just [timeframe].

I’d love to share how we made that happen and explore if we could achieve similar results for [prospect’s company]. Can we schedule a quick chat?

Looking forward to your thoughts,
[Your Name]

7. Here’s another insight 

Subject: Here’s something you’ll find useful
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Hi [Name],

In your role as [prospect’s position], staying ahead of [specific challenge] is probably at the top of your mind. One approach we’ve seen work well for teams like yours is [insert quick tip or insight].

If this resonates, I’d love to share more about how [your solution] could help make it happen. Let me know when you have time for a quick chat!

Best,
[Your Name]

8. Send them a freebie

Subject: Free resource to make your life easier
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Hi [Name],

I’ve put together a free guide on [specific topic] that I think you’ll find useful — it’s all about [briefly explain the value].

If you’re interested in diving deeper into how we could help [prospect’s company], I’d be happy to chat. Let me know what works for you!

Cheers,
[Your Name]

9. Hit them with a follow-up

Subject: Just circling back
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‍Hi [Name],

I wanted to quickly follow up on my last email about [specific solution]. I really think this could help [prospect’s company] solve [specific problem] — and I’d love to explore how together.

Would next Tuesday or Thursday work for a quick call?

Looking forward to hearing from you,
[Your Name]

10. Another follow-up

Subject: Still open to connecting?

Hi [Name],

I wanted to follow up to see if [specific solution or benefit] is still something you’re exploring. Teams like [similar company] have seen great results tackling [specific challenge], and I’d love to see if we can help [prospect’s company] achieve the same.

LMK if you’d like to set up a quick call! 
[Your Name]

11. Show how you can make their day better

Subject: Turn [specific challenge] into yesterday’s problem

Hi [Name],
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Tackling [specific challenge] every day must feel like Groundhog Day, right? We’ve helped teams like [similar company] put it in their rearview mirror — saving [X hours] and a lot of headaches. Let’s chat next week about how we can make this your new reality. When works for you?

Cheers,
[Your Name]

12. Use humor as an ice-breaker

Subject: Let’s fix [specific problem] before it breaks you

Hi [Name],

Dealing with [specific problem] is no way to live. That’s why [solution] exists — it’s like [specific frustration], minus the frustration. We’ve already helped [similar company] escape this mess and see [specific result]. What do you think? Worth a chat to see if we can do the same for [prospect’s company]?
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Best,
[Your Name]

13. Play the “industry insider” card

Subject: How [trend] is shaking up [their industry]

Hi [Name],

[Trend] is taking [their industry] by storm, and companies like [similar company] are already leveraging it to get ahead. We helped them implement [solution] to tackle [specific challenge] and saw [specific result]. Let’s explore how [prospect’s company] can stay ahead of the curve. When’s a good time to connect?

Looking forward to hearing your thoughts,
[Your Name]

14. Pique their interest with a question

Subject: What’s your plan for [specific challenge]?

Hi [Name],

Every team has its own way of handling [specific challenge], but we’ve found [specific solution] works best. It helped [similar company] achieve [specific result], and I think it could do the same for [prospect’s company]. Let’s dive into this. What’s your availability next week?

Best regards,
[Your Name]

15. Congratulate them

Subject: Kudos on [recent accomplishment]!

Hi [Name],

Congratulations on [specific accomplishment]! Growth like that is impressive — and let’s be real, it usually comes with [specific challenge]. We helped [similar company] tackle this with [solution], and the results? [specific results]. Want to chat about how we can make life easier for [prospect’s company]? Let me know when you’re free.

Cheers,
[Your Name]

16. Give them a ready-made solution

Subject: A simple plan for [specific goal]

Hi [Name],

I’ve put together a three-step plan to help [prospect’s company] crush [specific challenge] and hit [specific goal]. It worked wonders for [similar company], and I’d love to show you how. Are you available for a quick chat? Let’s make this happen.

Looking forward,
[Your Name]

17. Turn a connection into an opportunity

Subject: [Mutual connection/event] said we should talk

Hi [Name],

[Mutual connection/event] mentioned you’re doing incredible things at [prospect’s company]. It sounds like [specific challenge] is on your radar, and I think [solution] could help. Let’s set up a quick call to explore this. What’s your schedule looking like?

Best regards,
[Your Name]

18. Offer a little something extra

Subject: Free [resource] to get started

Hi [Name],
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I’d love to send over our [free resource] on [specific topic]. It’s packed with tips we’ve used to help teams like [similar company] achieve [specific result]. Want me to send it your way? Let me know, and we can also discuss how [solution] fits your goals.

Cheers,
[Your Name]

19. Call out the inefficiencies

Subject: Stop wasting time on [specific inefficiency]

Hi [Name],
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[Specific inefficiency] is costing [prospect’s company] more than it should. We’ve helped [similar company] cut this by [specific result] with [solution], and I’d love to share how we did it. Does Thursday or Friday work for a quick call? Let’s fix this together.
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Looking forward to your reply,
[Your Name]

20. Make it about their customers

Subject: Here’s how to wow [their customers]
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Hi [Name],
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Happy customers mean better business, right? We helped [similar company] deliver [specific result] that kept their clients coming back — and I think [prospect’s company] could see the same. Let’s connect and chat about how we make this happen. When’s a good time for you?
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All the best,
[Your Name]

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Tips for scaling your cold email campaigns with AI

Cold email prospecting can quickly become a full-time job — and let’s be honest, no one wants to spend their day manually tweaking templates or keeping track of follow-ups. 

Here’s how to keep it real while scaling with AI: 

• Build reusable templates: Create a library of cold email templates tailored to different use cases.
  
  Whether it’s introductions, follow-ups, or re-engagement emails, having these ready to go saves you hours.
• Personalize at scale: Use Lindy’s agents to add a personal touch to every email automatically.
  
  With enriched details like a prospect’s recent accomplishments or pain points, you can start getting tailored results even when you scale. 
• Optimize those follow-ups: Automate follow-up sequences with Lindy.
  
  Once you’ve set the cadence and messaging, Lindy ensures every lead gets timely, thoughtful follow-ups without you lifting a finger.
• Track performance and adjust: Use Lindy’s CRM integrations (like with Salesforce) to monitor open rates, click-throughs, and responses. See what’s working and tweak your approach for even better results.

Turn these templates into custom emails automatically with Lindy

Want to use some of those templates but don’t want to fill in the details for each company? Let Lindy show you how it’s done.

Here’s how Lindy helps: 

• Personalization made easy: Tailor emails to feel bespoke, even at scale. Lindy pulls recent accomplishments, pain points, and key details for every prospect — forget about the cookie-cutter stuff. 
• Automated follow-ups: Stop losing leads to manual mistakes. Lindy’s agents keep the conversation alive with perfectly timed, on-point follow-ups.
• Lightning-fast lead generation: Lindy sources and enriches leads in a handful of minutes, using integrations like People Data Labs to ensure every contact is fresh, detailed, and ready for automated outreach.
• Negotiate on auto: Lindy agents can also help you negotiate deals. Lindy will keep track of your parameters (like min/max dollar amounts) and past conversations to keep the convo going until she closes the deal. 
• Performance tracking and real-time insights: With CRM integrations, track everything from open rates to conversions. Refine as you go based on the incoming data.
• Multi-agent collaboration: Let multiple Lindy agents work together to handle complex sales tasks—from crafting emails to negotiating deals and beyond.
• Effortless integration: Whether you’re using Salesforce, HubSpot, or Slack, Lindy syncs with your systems for a fully connected ecosystem. 
• Affordable and scalable: Get top-tier capabilities without the premium price tag. Lindy adapts to your growing outreach needs, all while keeping costs manageable.
• Not just for cold emails: Want to go above and beyond? Lindy can help you with anything from content creation to workflow management, meeting scheduling, sales, and much more. 

Try Lindy for free.‍