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

Launching a new product is grueling, but promoting it can be just as challenging. 

You might offer the most advanced solution on the market. Still, without proper promotion, you are likely to miss loads of opportunities or even end up losing money. 

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

Needless to say, crafting the perfect email can be tricky, especially when reaching out to new prospects. But how do you break that first ice? Should you wait for the muse? Sometimes creativity can be shooed away by daily fatigue, not to mention dozens of tasks piling up in your task tracker. 

But don’t worry; we’ve got you covered. We’ve compiled a list of ready-to-use, customizable inbound and outbound outreach email templates and will show you how to tailor them to your target audience. 

Why email marketing is still relevant

Email marketing can be a game-changer for your business.

Did you know it still yields the highest return on investment (ROI)? For each dollar invested in email marketing, top performers achieve an ROI greater than $70, while the average ROI is $38 for every $1 invested. 

Not only that, but according to Barriliance, only in 2021, the average email conversion rate was 15.22% for those who clicked through, and for all emails sent, this rate was 1.33%. 

Moreover, according to Marketer Email Tracker 2021 report, among all the communication channels used when contacting customers, organizations still opt for emails (72%), while customers 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 MailMunch.  

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

• Helps you reach a more targeted audience and get more control over all sorts of distributed information.
• Keeps you in touch with both current and potential customers and contributes to establishing a better rapport with them over time.
• Assists in streamlining your other marketing channels, like social media platforms, to earn your customers’ trust and help them decide whether to purchase from you.
• Makes it easier to track and evaluate the results of email campaigns and is way cheaper than other marketing channels.
• Encourages customers to take action, especially when you inform them of limited-time specials.
• Increases brand recognition and awareness.
• Allows for a more personalized approach aimed at meeting your customers’ exact needs. Depending on where your customer is in the sales cycle, email marketing can monitor their willingness to purchase.
• Boosts website traffic. It’s a great way to enlighten your customers about their needs and wants and draw more attention to anything extra you have to offer. For instance, a campaign with the subject line “Recommended for you” based on their past purchases and interests draws more attention to your website.

Inbound vs. outbound email marketing & sales

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

There’s inbound email marketing, which is when you send emails to people who have already shown some interest in your business, such as by signing up for a newsletter, requesting more information, or subscribing to your email list for an additional discount or a free product trial. 

On the other hand, there’s outbound email marketing, which is designed to target people who haven’t yet shown an interest in your business. Being somehow similar to a cold call, it is aimed at audiences who are either unfamiliar with your company or have very little knowledge of your products and offerings. 

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

Conceptually they are very close, as in inbound sales, prospects come to you, often by searching for information that could help solve their pain points, reading blogs, attending webinars, or even scheduling a free consultation to find out more about a certain product or service. 

In outbound sales, you reach out to potential customers first, using methods like cold emailing or cold calling, while outbound leads are normally less aware, hence less engaged.

While some companies may feel pressure to choose between inbound or outbound marketing, neither is considered an inherently better choice.

The best strategy is usually to use a combination of inbound and outbound marketing strategies, depending on your industry, type of company, and the needs of your customers. The key is to provide relevant content and value to your audience and to make sure you’re reaching the right people with your message.

Inbound outreach email templates

Inbound email templates are a breeze to write as you already have the advantage of knowing that the recipient is interested. Whether it’s a potential customer who requested a free trial of your product, signed up for your newsletter, or followed up on a lead magnet to receive a discount, they are already hooked. 

The main goal of an inbound email template is to nurture your leads and nudge them to become repeat customers. So, what sets them apart from outbound templates?

Inbound email templates are targeted

Gone are the days when salespeople would resort to random “blast” emails, hoping someone would show some interest. Nowadays, these kinds of actions can directly violate basic General Data Protection Regulations (GDPR). 

To make your templates more specific and targeted, divide your target audience into highly-specific groups that will allow you to fine-tune emails 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, so they’re more likely to convert.

#1. Inbound outreach email template: New feature

Subject line: We’re excited to share [Product Name]’s new feature! Hi [Prospect Name], We wanted to share some exciting news – we’ve just added [Feature] to our [Product Name], and we think your team will appreciate these new developments when bringing their lead generation process to a brand-new level. Here’s a quick breakdown of the benefits: [Benefit 1] [Benefit 2] [Benefit 3] Don’t hesitate to reach out if you have any questions. All the best, [Your Name and Title]

Inbound email templates are shareable

Are you looking to take your inbound emails to the next level? Here’s a great tip: make them visually appealing and easily shareable through social media! 

According to Wistia, emails with infographics and video content can increase your click-through and open rates by 55%. When people hear information, they’re likely to remember only 10% three days later. But if a relevant image is paired with that same information, people are likely to retain 65%! 

So why not try making your inbound email template visually engaging by incorporating a video or infographic? By adding a link that redirects your reader to the content on your website, they can easily share it with their colleagues and anyone who might be interested in a matter of seconds!

#2. Inbound outreach email template: Valuable content

Subject line: X helpful blog posts about [Prospect’s pain point] Hi [Prospect Name], Hope you benefited from downloading our fresh guide on using advanced email lookup tools. I just wanted to reach out and give you some extra ideas on where to find more quality leads using the tools you’ve already discovered in our guide: [Resource 1] [Resource 2] [Resource 3] [Resource 4] When you have a few minutes, check them out and let me know your thoughts! I think they provide strong insights into [Blog post topics]. Thank you, [Your Name and Title]

Inbound email templates are informative

Inbound email templates are a powerful way to connect with potential customers and showcase your product’s value. One key approach is to answer some of your prospects’ most pressing questions, point to your product’s strengths compared to alternatives, and provide helpful information that can improve their workflow.

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

#3. Inbound outreach email template: Demo

Subject line: Can I help with [Product Name]? Hi [Prospect Name], I noticed that you recently requested a demo of [Product Name], and I wanted to reach out to let you know that I’m here to answer any questions you may have and give additional context behind this demo and why it can be helpful for you. Our demo offers [Description of what the demo provides] and can help you achieve things like: [Benefit 1] [Benefit 2] [Benefit 3] Are you available for a 15-minute call this week to discuss the demo in more detail? I’m confident we can help you take your workflow to the next level, and I’d love to learn more about your specific needs. Please let me know if that works for you, and I’ll send over a few available times! Best regards, [Your Name and Title]

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!

It goes without saying that all your inbound emails should be personalized to make your prospects feel seen and valued, which can go a long way in establishing a strong connection with them. You can also fine-tune the timing of your follow-ups according to customer triggers or the natural timeline of your sales cycle. 

#4. Inbound outreach email template: Bug fix

Subject line: All sorted!   Hi [Prospect Name], Thank you for your prompt feedback regarding our free [Product Name] trial. Your input was extremely valuable, and I’m happy to let you know that we’ve fixed the issue affecting your account. You can now start using the feature right away! We’ve also added an extra 50 credits to your account to show our appreciation for your patience. That’s right – 50 free credits to keep using [Product Name] you’ve been testing out. If you have any questions or need further assistance, please don’t hesitate to reach out. Our team is always here to help. Thanks again for your valuable feedback, and happy hunting! Kind regards, [Your Name and Title]

Inbound email templates are constantly evolving

In the fast-paced world of digital marketing, your approaches, even to the most loyal customers, can’t always be the same. Customer interests and needs evolve daily, and you should keep a close eye on any changes and reflect them in your templates to stay ahead of the curve. 

#5. Inbound outreach email template: Survey

Subject line: Let us know!  Hi [Prospect Name], At [Company Name], we’re committed to delivering the most relevant and informative content to our blog subscribers. But we know that everyone’s needs and interests are different, and we want to ensure we meet your expectations. That’s why we’re running a quick survey to gather your feedback on the content we’ve been sharing. We want to know how we can improve and provide you with even more valuable insights into the industry. On a scale of 1 to 5, how relevant do you find our content? Are there any topics you’d like to see us cover more often? We’re open to any and all suggestions, so don’t be shy – speak your mind! Your opinion matters to us, and we appreciate your time in helping us improve our content strategy. Thank you for being a part of our community and your ongoing support. Best regards, [Your Name and Title]

Inbound email templates are purposeful

As a salesperson, you know that a well-crafted email template can be the difference between closing a deal and getting sent straight to the trash folder. The key to success is having a clear purpose and making it evident from the get-go.

#6. Inbound outreach email template: Free trial

Subject line: You asked, we deliver! Hi [Prospect Name], Thank you for reaching out with your request for information about our [Product Name]. I’m excited to share the many features that make our platform a top choice for sales teams. With our [Product Name], you can streamline your sales process, improve your team’s collaboration, and stay organized with ease. Our free trial gives you access to all of these features and more. Here are just a few of the ways our [Product Name] can help you succeed: [Benefit 1] [Benefit 2] [Benefit 3] But don’t just take my word for it – give it a try yourself with our free trial. I’ve included a link below for your convenience. [Link] If you have any additional questions or requests, don’t hesitate to reach out. Sincerely, [Your Name and Title]

Inbound email templates are all about following up

Inbound email templates are all about following up and keeping your prospects engaged. If you still doubt whether you need to disturb your audience with an extra follow-up, always remember that they have voluntarily shared their email addresses with you, so they won’t mind discovering more benefits of your product. 

#7. Inbound outreach email template: Webinar registration

Subject line:  Your webinar registration Hi [Customer Name], Thank you for registering for our upcoming webinar on [Webinar topic]. I hope you’re looking forward to it as much as we are! If you are still seeking ways to boost your outbound prospecting, I’d love to chat with you about how [Product Name] can help provide a steady flow of quality leads into your sales funnel.  Are you available to chat this Tuesday or Thursday? I’m looking forward to discussing how [Product Name] can benefit your business. Sincerely, [Your Name and Title]

#7. Inbound outreach email template: Webinar registration follow-up (1)

Subject line: Re: Let’s optimize your prospecting and lead search Hi [Customer Name], I wanted to follow up on my previous email regarding your interest in [Product Name]. Are you interested in a consultation on optimizing your prospecting and lead search using [Product Name] features?  If you’re available this week, I would love to chat with you.  Alternatively, I’ve attached a link to my calendar for you to schedule a demo at your convenience.   [Link] [Product Name] has a lot in store for your business, and I’m here to help you navigate it. Let’s explore its potential together and see how it can benefit your business. Looking forward to hearing back from you. Kind regards, [Your Name and Title]

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

Subject line: Put your lead search on auto-pilot for free  Hi [Customer Name], I’m checking in again about the [Product Name] demo we discussed before. Did you have the time to check the available dates for scheduling a meeting?  I understand how busy things can get, but I’m hoping to assist you with automating your lead search and outreach efforts with ultimate ease.  If you’re still interested in testing our [Product Name], I’ve included the link try it out for free. [Link] We value your opinion, so please let us know how it goes. We’re here to assist you in any way we can. Kind regards, [Your Name and Title]

Outbound outreach email templates

Outbound email templates are an essential tool for reaching potential customers 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 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. 

And yes, don’t get down to lousy tricks like starting your subject line with “Re:” as if you’re responding to an email from the receiver. This will make you appear dishonest and ruin your first impression with the prospect.

#8. Outbound outreach email template: Social media question

Subject line: Are you prepared to overcome [Challenge]?  Hi [Prospect Name], I recently saw your question on [Social media channel] about the best [Product] for automated lead generation. As a company like yours, investing in the right lead generation tools is essential, and we believe our [Product Name] can meet your requirements, including: [Requirement 1] [Requirement 2] [Requirement 3] Our [Product Name] offers a free trial that provides insights into [Overcoming challenge]. Please let me know if you’re interested in trying it out! Best Regards, [Your Name and Title]

Outbound email templates are personalized and direct

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

When crafting your outbound email, show them you’ve taken the time to understand who they are and what they need. You need to make it clear that the email is tailored specifically to them, with a solution designed to address their unique challenges.

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

#9. Outbound outreach email template: Social media comment

Subject line: You’ll love this! Hi [Prospect Name], I’ve seen your LinkedIn comment on failed email drip campaigns due to untimely dispatch and decided to reach out.  Wouldn’t it be great if you could schedule your emails according to different time zones? Well, say no more. We have designed a new email scheduler just for you. If you’re interested in giving it a try, just reply to this email, and we’ll set you up with a free trial. Best regards, [Your Name and Title]

Outbound email templates are problem-solving

Make sure your potential customer knows you are aware of their problem by shortly describing it so they can immediately relate to it. 

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.

#10. Outbound outreach email template: Mutual connection

Subject line: Let’s overcome [Problem A], [Problem B], and [Problem C] together Hi [Prospect Name], As a [Your job role] at [Your company name], I wanted to reach out to you specifically regarding [Company function] at [Prospect’s company name]. I recently spoke with [Mutual connection name], and they mentioned that you might be the go-to person for this area. I’d love to get on a call next week to discuss how we can help you overcome: [Problem A] [Problem B] [Problem C] We specialize in [Service 1] and [Service 2] that can help businesses like yours overcome these exact issues. If you’re not the right person to approach this, could you please refer me to the decision-maker responsible for [Company function]? Thank you for your time, and I hope to hear from you soon. Best regards, [Your Name and Title]

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. When it comes to the first email, short and sweet is the way to go. The most effective opening lines are usually fact-packed, concise, specific, and engaging to spark your prospect’s curiosity. 

#11. Outbound outreach email template: Statistics

Subject line: Boost your follow-up success rate today Hi [Prospect Name], Did you know that 44% of salespeople give up after just one follow-up? Crazy, right? But with [Product Name], you can swoop in and save the day. Our tool will help you land in your prospects’ inboxes and get the follow-up you need to make the sale. Are you ready to get ahead of the game? Let us know, and we’ll be happy to help. Looking forward to working with you! Cheers, [Your Name and Title]

Outbound email templates ignite action

Want to make sure your outbound 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 and support it with a friendly invitation to follow your business on social media or sign up for your newsletter or blog. 

And if all else fails, consider triggered cold emails based on your prospect’s actions – a great solution for keeping the conversation going.

#12. Outbound outreach email template: Hard-to-believe facts

Subject line: Ready to take [Prospect’s product name] game to the next level? Hi [Prospect Name],  Did you know that [Add exciting facts related to your business?]  We found it hard to believe, too, when we first heard that! But it is possible. We here at [Your company name] have crafted the perfect solution to [Problem].  If this sounds like something you’d be interested in, simply reply to this email, and my team and I will be happy to set up a demo call. We’ll walk you through the process and show you just how [Product Name] can take your game to the next level. Don’t miss out on this opportunity to elevate your business. We’re looking forward to hearing from you! Best, [Your Name and Title]

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 don’t have to stop and leave a potential deal! 

A huge difference can be made by automating the whole process to make sure every prospect gets 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, but 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 drip email sequences and effectively manage your cold leads. 

With its intuitive visual drag-and-drop 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 prospects lists, campaigns, and view statistics in real-time.

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

But here’s the thing, conversions won’t come unless you genuinely care about your audience and their problems. Your email templates should reflect your desire to help your prospects find the best solution, and when you put their interests, pain points, and growth first, conversions will follow.

Check out 10 more failproof cold email templates. Don’t let cold emailing intimidate you any longer – with the right tools and approach, you can see incredible success!

Wrapping up

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 customers 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.