12 Email Outreach Templates For Any Purpose (Both Inbound And Outbound)

Launching a new product is exciting, yet promoting it can be quite challenging. 

You might offer the most advanced solution on the market. Still, without proper promotion, you will likely miss many opportunities or even lose money.

Luckily, plenty of digital tools are available to help you get the word out. Email marketing, both inbound and outbound, is one of the most effective and budget-friendly options available.

Crafting the perfect email can be tricky, especially when reaching out to new prospects. Creativity is often shooed away by daily fatigue, not to mention dozens of tasks piling up while you’re waiting for the muse. 

But don’t worry. We’ve got you covered with a list of ready-to-use, customizable inbound and outbound outreach message templates. Keep reading to learn how to tailor them to your target audience.

Why email marketing is still relevant in 2025

Did you know that email marketing still yields the highest return on investment (ROI)? For each dollar invested in email marketing, top performers achieve an ROI greater than $50, while the average ROI is $36 for every $1 invested. 

Furthermore, according to Omnisend, in 2023, the average email conversion rate for those who clicked through was 4.61%. Top performers achieved a 17.4% click-to-conversion rate. 

Moreover, according to the Marketer Email Tracker 2021 report, among all the communication channels used when contacting clients, organizations still opt for emails (72%), while clients similarly name emails as their primary channel of engaging with their favorite brand (92%).

Still not convinced? Simply look at the current and expected revenue from email marketing kindly provided by Statista.

Here are some other reasons email marketing should be taken seriously: 

• It helps you reach a more targeted audience and get more control over all sorts of distributed information.
• Email marketing keeps you in touch with current clients and prospects and helps you build rapport with them over time. 
• It streamlines your other marketing channels, like social media platforms, to help you earn your clients’ trust and help them decide whether to purchase from you. 
• It encourages customers to take action, especially when you inform them of limited-time specials. 
• Email marketing increases brand recognition and awareness. 
• Depending on where your client is in the sales cycle, email marketing can help you move them further and eventually close the deal. 
• It boosts website traffic. For instance, an email with the subject line “Recommended for you” with a link to a relevant page on your website can encourage people to click, check out your content, and spend more time exploring your site, bringing in more engaged visitors.

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Inbound vs. outbound email outreach: what’s the difference?

If you’re interested in email marketing, there are a couple of terms you should know. 

Inbound email marketing involves sending outreach emails to people who have already engaged with your services or content: signed up for a newsletter, requested more information, or subscribed to your email list for a free product trial. 

On the other hand, outbound email marketing targets people who have yet to show an interest in your business. Similar to a cold call, this type of outreach is aimed at audiences who are either unfamiliar with your company or have little knowledge of your products and offers.

Both inbound and outbound marketing come hand in hand with inbound and outbound sales. 

Conceptually, they are very close. In inbound sales, prospects come to you. They find your company by searching for information that could help solve their pain points, attending webinars, or even scheduling a free consultation to learn more.

In outbound sales, you contact potential clients first. This includes cold outreach methods such as cold emailing or cold calling. Outbound leads usually are less aware of your product’s value and, hence, less engaged.

The best strategy is to use a combination of inbound and outbound outreach, depending on your industry, type of company, and client’s needs. This will ensure that you provide relevant content and value to your audience and that your message actually reaches people.

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Inbound outreach letters are a breeze to write as you already know that the recipient is interested. Whether it’s a potential client who requested a product demo, signed up for your newsletter or followed up on a lead magnet to receive a discount, they are already hooked. 

The main goal of inbound outreach emails is to nurture your leads and nudge them to become repeat clients. So, how do you craft a successful inbound email template, and what sets it apart from an outbound template?

Inbound email templates are targeted 

Gone are the days when salespeople would resort to random “blast” emails, hoping someone would respond. Nowadays, these kinds of actions can violate the General Data Protection Regulations (GDPR) and harm your sender reputation. 

To make your templates more specific and targeted, divide your target audience into specific groups. They will allow you to fine-tune your email outreach for better conversions and click-through rates. You can easily segment your audience list using CRM technologies based on their:

• Position
• Industry
• Location
• Demographic data
• Type of relationship with you (B2B vs. B2C), etc.

The best thing is that all these contacts are already primed to do business with you, making them more likely to convert.

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#1. Inbound outreach email template: new feature

Inbound email templates are shareable 

Are you looking to take your inbound email outreach to the next level? Here’s a great tip: include visually appealing content that is easily shareable on social media! 

Due to the picture superiority effect, recipients are much more likely to remember images in your email than words. Videos also work wonders. According to Superoffice, email open rates increased by 6% when the subject line contained the word “video.”

So why not incorporate a video or infographic into a visually engaging inbound outreach template? Also, add a link that redirects your reader to the content on your website. This way, your recipients can easily share it with their colleagues or anyone interested in seconds!

#2. Inbound outreach email template: valuable content

Inbound email templates are informative

An inbound outreach letter is a powerful way to connect with potential clients and showcase your product’s value. The key technique for this type of outreach is to answer some of your prospects’ most pressing questions, highlight your product’s strengths compared to competitors, and provide helpful information.

The “informing” tactic is your subtle way to nurture a relationship that will naturally evolve into a sale.

#3. Inbound outreach email template: demo

Inbound email templates are custom-tailored

If you’re in the sales business, you know first impressions are everything. That’s why creating custom-tailored inbound email templates is a must! Sending personalized emails will make your prospects feel seen and valued, which can go a long way in establishing a strong connection with them.

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#4. Inbound outreach email template: bug fix

Inbound email templates are constantly evolving 

In the fast-paced world of digital marketing, your outreach marketing strategy can’t stay the same. Client interests and needs evolve daily, and you should keep a close eye on any changes and reflect them in your outreach templates to stay ahead of the curve. 

#5. Inbound outreach email template: survey

Inbound email templates are purposeful 

As a salesperson, you know that a well-crafted sales email template can be a step forward toward closing a deal. The key here is to set a clear purpose for your outreach and be as clear as you can.

#6. Inbound outreach email template: free trial

Inbound email templates are all about following up

You should have a couple of follow-up email templates in your sales arsenal. If you still doubt whether you need to disturb your audience with extra emails, remember that they have voluntarily shared their email addresses with you, so they won’t mind discovering more benefits of your product.

That being said, spamming your recipients with endless follow-ups and reminders is never a good idea. Create a well-balanced outreach sequence that keeps you top of mind without overwhelming your prospects, ensuring every message adds value and builds trust.

#7. Inbound outreach email template: webinar registration

#8. Inbound outreach email template: webinar registration follow-up (1)

#9. Inbound outreach email template: Webinar registration follow-up (2)

Outbound outreach email templates 

Email templates for cold outreach are essential for reaching potential clients who may not have heard of your business before. 

Being a digital version of a cold call, they are much avoided by vast audiences. This is why it is important to ensure that your recipient is part of a targeted list of contacts and is likely to benefit from your product or service. 

So, what makes an outbound email template effective? Let’s find out!

Outbound email templates are attention-grabbing 

When sending a cold email to an unknown person, it’s hard to overemphasize the power of a good subject line. 

Your subject line should be short, casual, and relevant to grab your prospect’s attention amidst the other cold emails they receive throughout the day. Seems much easier said than done, but a striking subject line is your gatekeeper to your email’s sales message.

#10. Outbound outreach email template: social media reference

Outbound email templates are personalized and direct

Everyone wants to feel special, and your potential clients are no exception. 

When crafting your cold outreach template, show your clients you’ve taken the time to understand who they are and what they need. You must clarify that the email is tailored specifically to them, with a solution to their unique challenges.

If your email template fails to answer the question, “Why did they contact me?” it’s time to rewrite it until you reach that clarity.

#11. Outbound outreach email template: social media comment

Outbound email templates are problem-solving

Let your potential client know you are aware of their problem. Add a brief description of the problem in your outreach message so they can immediately relate. 

Focus not only on their pains but provide pain relievers up front. Research the problematic areas of your prospect’s business to make you look professional. An even better solution is to relate the problem to a specific decision-maker or stakeholder to make them pay attention to your email faster.

#12. Outbound outreach email template: mutual connection

Outbound email templates are short and sweet

You’ve got a great product and want to shout it from the rooftops. But hold on a minute. Short and sweet is the way to go when it comes to the first reach-out email. The most effective opening lines of cold sales emails are usually concise, specific, and engaging. 

#13. Outbound outreach email template: statistics

Outbound email templates ignite action 

Want to make sure your cold emails are hitting the mark? 

Remember to focus on a single call to action that would tell your prospect what exactly you expect them to do. Support it with a friendly invitation to follow your business on social media or sign up for your newsletter or blog.

#14. Outbound outreach email template: hard-to-believe facts

But here’s the thing: even the best outreach email won’t work if it falls into the spam folder.

→ Discover how to land your sales outreach email into the inbox every time with our free Email Deliverability Guide! Don’t let cold emailing intimidate you anymore—with the right tools and approach, your outreach campaign will boost your sales!

Best practices for personalizing your email outreach templates

As we mentioned earlier, personalization is key to effective email outreach in 2025. Despite the core differences between different types of outreach, each email template should be personalized. 

Of course, it’s easier said than done when you have to send hundreds of cold emails every week. Therefore, we’ve compiled a list of the most essential outreach personalization practices for you to remember.

1. Segment your audience based on demographics, interests, behavior, or other relevant criteria. There’s a big chance that recipients in the same segment have common needs. This way, you can emphasize similar selling points in an outreach template designed for a particular group while still remaining relevant to each recipient.
2. Tailor the template contents to the recipients’ area of expertise. Reference the particular company’s news or industry trends and developments. This will show your prospects that you are also an expert in their industry, boosting your reputation. 
3. Personalize follow-up email templates to show your prospects and clients that you value them. Don’t stop your outreach attempts if you don’t receive a reply. Instead, reference your previous communication and offer additional value.
4. Continuously sample outreach personalization strategies to identify what works best for each segment of your audience. A/B test your outreach templates with different subject lines and email contents. 
5. Reference shared experiences or mutual connections in your outreach messages. This way you can attract recipients’ attention and increase the likelihood of a response. For example, mention a viral post in the outreach template aimed at the prospects you found on LinkedIn.

Common mistakes to avoid with email outreach templates

We’ve talked a lot about how to write an outreach email that will bring in leads, but it’s also crucial to mention what to avoid. There are a couple of mistakes that may cost you tons of customers. So here are the “don’ts” any marketer should remember when creating email templates.

1. Don’t get down to lousy outreach tricks like starting your cold email’s subject line with “Re:” as if you’re responding to an email from the receiver. This can make you appear dishonest, ruin your first impression with the prospect, and potentially destroy the outreach.
2. Don’t use excessive sales jargon in your cold outreach letters. It makes you sound insincere and unprofessional. Instead, use clear language and concise phrasing that your recipient will easily understand.
3. Don’t forget to proofread your outreach templates. Typos and grammatical errors have no place in professional emails. A sloppy cold email can turn the potential customer away faster than a bad review.
4. Don’t forget a strong call to action (CTA). It feels great to talk about how great your product is, but a cold email template serves more than just an informative purpose. It must drive the recipient to take the desired action. Make sure your CTA is prominent and easy to find.
5. Don’t use generic greetings in your outreach message. We can’t overemphasize the value of personalization in 2025. A generic “Dear [Name]” or “Hi there!” makes your email template look generic and lazy. Use dynamic content and Spintax to enhance your email outreach variability and personalization.

But that’s not all! Watch this video to discover more examples of outreach mistakes that you should avoid during your cold email campaign:

Oh, and pay attention to automation!

Before you get a single response, you’ll have to send loads of cold emails. Even if you’ve been ignored, you shouldn’t stop and leave a potential deal! 

Automating the entire outreach process can make a huge difference. This will ensure that every prospect receives the same number of touchpoints before you give up.

Now, you might wonder, “How many emails is the right number?” The answer is that it depends on your prospect’s industry or background. Most salespeople see an increased response rate after the 3rd follow-up. The key is to balance how often you reach out to avoid becoming a nuisance.

Using Snov.io cold email software, you can create personalized cold email sequences and effectively manage your cold leads. 

With its intuitive visual drag-and-drop outreach campaign editor and behavioral triggers, you can easily build custom email campaigns and ensure that the right email goes to the right person based on their actions. This maximizes your email delivery, open and reply rates and minimizes conversion time.

Plus, with the free API method, you can perform actions with prospect lists and campaigns and view statistics in real time through your own applications.

Last but not least, you can search email addresses on any website on the web to create a high-quality prospect list.

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Final thoughts: how to maximize success with email templates 

Whether using inbound or outbound activities as your primary sales strategy, your email templates should embody your genuine intention to assist your audience in finding the best solution to their problem. 

Successful sales come from building trust and demonstrating a sincere desire for your clients to succeed. In a world filled with insincerity, being authentic is the only way to outshine the competition.

If you strongly believe in your product, your authenticity will shine through even in simple emails, and it will be reciprocated. So get creative, and let Snov.io handle the boring part.