50 Cold Email Templates That Actually Work in 2026 (By Industry and Use Case)

Templates are a starting point, not a destination.

The best cold email performers don't copy-paste templates verbatim. They understand the underlying structure and adapt it to their specific prospect, product, and context.

This collection includes 50 templates across five industries and multiple use cases - each tested in real campaigns with documented results. Use them as frameworks to customize, not scripts to copy.

Before we dive in, a critical reminder: your list quality matters more than your template. Sending the perfect email to the wrong person yields nothing. Sending a decent email to the right person at the right time yields conversations.

How to Use These Templates Effectively

The Customization Framework

Every template has three customization zones:

1. Personalization Hook (First 1-2 lines): Must be specific to the recipient. Reference their company, content, recent news, or mutual connection.

1. Value Proposition (Middle): Adapt to their specific challenges and your specific solution. Don't just change the company name.

1. Call-to-Action (End): Match the ask to your relationship warmth and deal size. Bigger deals need softer CTAs.

Template Performance Benchmarks

Realistic expectations by template type:

Top performers hit 15-25% reply rates by combining excellent targeting with strong personalization.

Part 1: SaaS/Tech Templates (10 Templates)

Template 1: The Problem-Solution Hook

Best for: Product-led companies targeting specific pain points Expected reply rate: 5-8%

Subject: Quick question about [specific pain point]

> Hi [First Name], > > Noticed [Company] recently [specific trigger - hired SDRs, raised funding, launched product]. That usually means [related challenge they likely face]. > > We help [similar companies] [specific outcome with metric]. [Company X] cut their [metric] by 40% in 60 days. > > Worth a quick conversation to see if there's a fit? > > [Your name]

Why it works: Connects a trigger event to an implied challenge, then offers proof through a similar company result.

Template 2: The Tech Stack Observation

Best for: B2B SaaS selling to companies using specific tools Expected reply rate: 6-10%

Subject: [Company] + [Your Product]

> Hi [First Name], > > Saw you're using [specific tool from their stack]. Most teams using [tool] struggle with [common limitation of that tool]. > > [Your product] integrates directly with [tool] and helps solve that by [specific capability]. Teams like [similar company] typically see [specific improvement]. > > Interested in seeing how it works? > > [Your name]

Why it works: Demonstrates research depth and positions your product as a natural extension of their existing workflow.

Template 3: The Competitor Comparison

Best for: Differentiating from well-known alternatives Expected reply rate: 4-7%

Subject: [Competitor] alternative worth considering

> Hi [First Name], > > If you're still evaluating [Competitor], wanted to share why teams are switching to [Your Product]. > > The short version: [One key differentiator in plain language]. > > [Customer name] made the switch last quarter and saw [specific result]. Happy to share their story if useful. > > [Your name]

Why it works: Targets prospects actively evaluating solutions and offers social proof from someone who switched.

Template 4: The Case Study Lead

Best for: Companies with strong customer success stories Expected reply rate: 5-9%

Subject: How [Similar Company] [achieved result]

> Hi [First Name], > > [Similar Company] was facing [challenge that prospect likely has]. After implementing [Your Solution], they [specific metric improvement] in [timeframe]. > > Given [Company]'s focus on [their stated priority], thought this might be relevant. > > Want me to send over the full case study? > > [Your name]

Why it works: Leads with proof and makes a low-commitment ask (receiving a document vs. scheduling a call).

Template 5: The Direct Question

Best for: Cutting through noise with busy executives Expected reply rate: 4-6%

Subject: Question about [Company]'s [relevant area]

> Hi [First Name], > > Quick question: Is [specific problem] something [Company] is actively trying to solve right now? > > If so, might be worth comparing notes - we help [companies like theirs] with exactly that. > > If not, no worries at all. > > [Your name]

Why it works: Respects their time, qualifies immediately, and gives an easy out that paradoxically increases responses.

Template 6: The Free Resource Offer

Best for: Building trust before a sales conversation Expected reply rate: 6-10%

Subject: [Resource type] for [Company]

> Hi [First Name], > > Put together a [free audit/benchmark/analysis] of [Company]'s [relevant area]. Found a few quick wins worth sharing. > > For example: [One specific finding with potential impact]. > > Want me to send over the full breakdown? > > [Your name]

Why it works: Leads with value, demonstrates expertise, and creates reciprocity.

Template 7: The Mutual Connection

Best for: Leveraging network for warm introductions Expected reply rate: 10-15%

Subject: [Mutual connection] suggested I reach out

> Hi [First Name], > > [Mutual connection name] mentioned you're working on [relevant initiative] and thought we should connect. > > We've helped [similar companies] with [related challenge], and [mutual connection] thought there might be some overlap. > > Worth a brief call to explore? > > [Your name]

Why it works: Social proof from someone they trust dramatically increases open and reply rates.

Template 8: The Industry Trend

Best for: Positioning as a thought leader Expected reply rate: 4-7%

Subject: [Industry trend] affecting [Company]

> Hi [First Name], > > Been researching how [industry trend] is impacting companies like [Company]. Seeing a pattern: [specific observation]. > > We're working with [similar companies] on [related solution] and wanted to share what's working. > > Interested in comparing notes? > > [Your name]

Why it works: Positions you as someone following their industry closely, not just pitching a product.

Template 9: The Specific Metric

Best for: Data-driven buyers who care about ROI Expected reply rate: 5-8%

Subject: [Specific metric] at [Company]

> Hi [First Name], > > Most [their role]s I talk to are trying to improve [specific metric]. Usually, they're stuck around [common benchmark] and aiming for [target benchmark]. > > We've helped teams like [similar company] go from [X] to [Y] in [timeframe]. If that's relevant, happy to share how. > > [Your name]

Why it works: Speaking in their metrics demonstrates understanding of their world.

Template 10: The Product-Led Trial Push

Best for: SaaS with free trials or freemium models Expected reply rate: 5-8%

Subject: [Company] on MailBeast

> Hi [First Name], > > Saw [Company] signed up for a trial last week. Wanted to check in - any questions so far? > > Most teams get stuck on [common friction point]. Happy to walk through that if useful. > > Either way, here's a quick guide that might help: [link to resource]. > > [Your name]

Why it works: Reaches out at a moment of intent while offering genuine help.

Part 2: Marketing Agency Templates (10 Templates)

Template 11: The Audit Hook

Best for: Agencies offering services tied to measurable metrics Expected reply rate: 6-10%

Subject: [Company]'s [channel] has potential

> Hi [First Name], > > Took a quick look at [Company]'s [channel - website/ads/social]. Spotted a few areas that could drive more [leads/traffic/conversions]. > > For example: [One specific, actionable observation]. > > We help [similar companies] improve [relevant metric]. Want me to send a quick breakdown of what I found? > > [Your name]

Why it works: Proves you've done the work and offers immediate value.

Template 12: The Competitor Insight

Best for: Agencies with competitive intelligence Expected reply rate: 5-8%

Subject: What [Competitor] is doing differently

> Hi [First Name], > > Noticed [Company's competitor] recently [specific marketing tactic - new ad campaign, content strategy, etc.]. Thought you'd want to know. > > We help companies like [Company] [counter or match that strategy]. Happy to share more details if useful. > > [Your name]

Why it works: Competitive intelligence is always valuable and shows market awareness.

Template 13: The Results Story

Best for: Agencies with strong case studies Expected reply rate: 5-9%

Subject: [Similar Company]'s [result] - could work for [Company]

> Hi [First Name], > > Just wrapped a project with [similar company] that generated [specific result: leads, revenue, traffic]. > > The approach: [One sentence summary of what you did]. > > Given [Company]'s [current situation or goal], thought this might be relevant. Want me to share how we did it? > > [Your name]

Template 14: The Quick Win Offer

Best for: Agencies selling project-based work Expected reply rate: 6-10%

Subject: Quick win for [Company]'s [area]

> Hi [First Name], > > Reviewing [Company]'s [channel], found one change that could [specific impact] relatively quickly: [specific recommendation]. > > We've implemented similar fixes for [companies] and typically see [result]. > > Would you be open to a 15-minute call to walk through it? > > [Your name]

Template 15: The Partnership Angle

Best for: Agencies targeting companies with internal marketing teams Expected reply rate: 4-7%

Subject: Supporting [Company]'s marketing team

> Hi [First Name], > > Know your team is handling [marketing area] internally. We specialize in [complementary area] and often partner with in-house teams to [specific benefit]. > > Not looking to replace anyone - just add bandwidth where it helps most. > > Worth exploring? > > [Your name]

Template 16: The Industry Focus

Best for: Agencies with vertical specialization Expected reply rate: 5-8%

Subject: [Industry] marketing that works

> Hi [First Name], > > We work exclusively with [industry] companies, so we know what works (and what doesn't) in your space. > > For example, [specific insight about their industry's marketing]. > > Currently helping [similar companies] with [relevant service]. If [Company] is looking to [goal], might be worth a conversation. > > [Your name]

Template 17: The Scaling Support

Best for: Targeting fast-growing companies Expected reply rate: 5-8%

Subject: Scaling [Company]'s [marketing area]

> Hi [First Name], > > Congrats on [recent milestone - funding, growth news, new product]. That usually means [marketing challenge that comes with growth]. > > We help [growth-stage companies] scale their [relevant area] without the typical growing pains. > > Would it help to chat about what's worked for similar companies? > > [Your name]

Template 18: The Content Collaboration

Best for: Content agencies and PR firms Expected reply rate: 6-10%

Subject: Content idea for [Company]

> Hi [First Name], > > Had an idea that might work for [Company]'s content: [specific content concept tied to their product/industry]. > > We've produced similar pieces for [companies], and they've performed well for [specific metric]. > > Worth discussing? > > [Your name]

Template 19: The Seasonal Push

Best for: Agencies with seasonally relevant services Expected reply rate: 4-7%

Subject: [Company]'s [season/event] marketing

> Hi [First Name], > > With [season/event] approaching, curious if [Company] has plans for [relevant marketing activity]. > > We've helped [similar companies] run campaigns that [specific result]. > > If you're still planning, might be worth comparing notes. > > [Your name]

Template 20: The Direct Offer

Best for: Transactional services with clear deliverables Expected reply rate: 4-6%

Subject: [Specific deliverable] for [Company]

> Hi [First Name], > > We create [specific deliverable] for [type of companies]. [Pricing/timeframe] for [specific scope]. > > Recent examples: [link or brief description]. > > If this fits a current need, I'm happy to share more details. > > [Your name]

Part 3: Recruiting Templates (10 Templates)

Template 21: The Role-Specific Outreach

Best for: Sourcing passive candidates Expected reply rate: 15-25%

Subject: [Role] opportunity - thought of you

> Hi [First Name], > > Your background in [specific skill/experience] caught my attention. We're working with a [company type] looking for a [role title] to [key responsibility]. > > The role: [One sentence on the opportunity - level, location, impact]. > > Interested in learning more? > > [Your name]

Why it works: Specific and respectful of their time with a clear, low-commitment ask.

Template 22: The Career Growth Angle

Best for: Targeting candidates in roles with limited growth Expected reply rate: 18-30%

Subject: Next step in your career?

> Hi [First Name], > > Noticed you've been at [Company] for [X years] in [role]. Curious if you're open to exploring what's next. > > Working with a [company type] looking for someone with your [specific experience]. The role offers [growth opportunity - leadership, new challenge, better comp]. > > Worth a conversation? > > [Your name]

Template 23: The Referral Request

Best for: Expanding network through candidates Expected reply rate: 10-20%

Subject: Know anyone looking for a [role]?

> Hi [First Name], > > We're helping [Company] find a [role title]. Given your network in [industry/skill area], thought you might know someone who'd be a great fit. > > Quick overview: [Role summary - company, level, key requirements]. > > Anyone come to mind? > > [Your name]

Template 24: The Passive Candidate Warm-Up

Best for: Building relationships before specific roles Expected reply rate: 12-20%

Subject: Keeping in touch

> Hi [First Name], > > We don't have anything specific right now, but I'd like to stay in touch for when we do. > > Working on [type of roles] for [type of companies]. If that ever becomes relevant, I'd love to be a resource. > > Happy to connect on LinkedIn if easier - or just reply when the timing's right. > > [Your name]

Template 25: The Confidential Opportunity

Best for: Executive-level or sensitive searches Expected reply rate: 20-30%

Subject: Confidential opportunity - [Role level]

> Hi [First Name], > > Reaching out about a confidential [role level] search. Can't share all details yet, but thought your background would be relevant. > > Would you be open to a brief conversation to learn more? > > [Your name]

Why it works: Confidentiality creates intrigue while respecting that some conversations need discretion.

Template 26: The Competitor Targeting

Best for: Sourcing from specific companies Expected reply rate: 15-22%

Subject: [Their Company] → [Opportunity type]

> Hi [First Name], > > Know you're at [Their Company] - curious if you'd be open to exploring something new. > > Working with a [company description] that's looking for someone with your [specific background]. [One key selling point of the role]. > > Worth a confidential conversation? > > [Your name]

Template 27: The Re-Engagement

Best for: Candidates who weren't ready previously Expected reply rate: 8-15%

Subject: Still at [Company]?

> Hi [First Name], > > We chatted [X months ago] about opportunities, but timing wasn't right. Curious if anything's changed. > > Currently working on a [role description] that might be a fit given your [specific experience]. > > Open to reconnecting? > > [Your name]

Template 28: The Skills-Based Match

Best for: Technical or specialized roles Expected reply rate: 15-25%

Subject: Your [specific skill] experience

> Hi [First Name], > > Your work with [specific technology/skill] stood out. Working with a team that's building [project type] and needs someone with exactly that background. > > Role details: [Key points - level, company type, challenge]. > > Interested in hearing more? > > [Your name]

Template 29: The Company Culture Pitch

Best for: Roles at companies with strong brands Expected reply rate: 12-20%

Subject: [Company Name] is hiring

> Hi [First Name], > > [Company Name] is looking for a [role]. Given your background in [relevant area], thought you might be interested. > > A bit about them: [One sentence on culture, mission, or what makes them unique]. > > Want to learn more? > > [Your name]

Template 30: The Urgency Signal

Best for: Roles with immediate hiring needs Expected reply rate: 18-28%

Subject: [Role] - moving quickly

> Hi [First Name], > > [Company] is moving fast on a [role] search - interviewing this week. > > Your [specific experience] matches what they're looking for. [One key detail about the opportunity]. > > Interested in being considered? > > [Your name]

Part 4: Consulting/Professional Services Templates (10 Templates)

Template 31: The Problem Framing

Best for: Consultants solving complex business challenges Expected reply rate: 4-7%

Subject: [Specific challenge] at [Company]

> Hi [First Name], > > Companies at [Company's stage/size] often struggle with [specific challenge]. Usually shows up as [symptom they'd recognize]. > > We've helped [similar organizations] address this by [high-level approach]. The typical result: [outcome]. > > If this resonates, happy to share more context. > > [Your name]

Template 32: The Thought Leadership

Best for: Establishing credibility before pitching Expected reply rate: 5-8%

Subject: Research on [relevant topic]

> Hi [First Name], > > Recently published research on [topic relevant to their business]. One finding: [specific insight]. > > Thought this might be relevant given [Company]'s focus on [their priority]. > > Happy to send the full report if useful. > > [Your name]

Template 33: The Diagnostic Offer

Best for: Consultants with assessment-based sales processes Expected reply rate: 6-10%

Subject: Quick assessment for [Company]

> Hi [First Name], > > We offer a [free/low-cost] [assessment type] for [type of companies]. Takes [timeframe] and shows [what they'll learn]. > > Recent example: [Company] discovered [specific insight] that led to [outcome]. > > Interested in scheduling one? > > [Your name]

Template 34: The Peer Comparison

Best for: Consultants with industry benchmarks Expected reply rate: 5-8%

Subject: How [Company] compares

> Hi [First Name], > > Been analyzing [industry] companies on [specific metric]. [Company] appears to be [above/below/at] average for [specific area]. > > The top performers are doing [specific thing]. If closing that gap is a priority, might be worth comparing notes. > > [Your name]

Template 35: The Executive Briefing

Best for: Targeting C-suite and senior leaders Expected reply rate: 3-6%

Subject: [Topic] briefing for [their role]

> Hi [First Name], > > We're offering 30-minute executive briefings on [topic] for [their role type]. > > The session covers: [2-3 bullet points of what they'll learn]. > > No pitch - just sharing what we're seeing across [industry]. > > Would [date/time] work? > > [Your name]

Template 36: The Workshop Invitation

Best for: Consultants who lead with educational content Expected reply rate: 5-9%

Subject: Invitation: [Workshop topic]

> Hi [First Name], > > Hosting a [virtual/in-person] workshop on [topic] for [their role type]. > > We'll cover [specific outcomes] based on work with [type of companies]. > > [Date, time, duration]. Thought it might be relevant given [Company]'s [focus area]. > > Interested? > > [Your name]

Template 37: The Change Trigger

Best for: Targeting companies going through transitions Expected reply rate: 5-8%

Subject: [Company]'s [recent change]

> Hi [First Name], > > Noticed [Company] recently [change event - new leadership, acquisition, strategic shift]. That usually means [challenge that follows]. > > We've helped other [companies going through similar changes] navigate this by [approach]. > > If relevant, happy to share more. > > [Your name]

Template 38: The Results Guarantee

Best for: Consultants with performance-based models Expected reply rate: 6-10%

Subject: Guaranteed [outcome] for [Company]

> Hi [First Name], > > We guarantee [specific outcome] for [type of companies] or [what happens if you don't deliver]. > > Typically, this means [quantified result] within [timeframe]. > > If [Company] is looking to [related goal], might be worth discussing. > > [Your name]

Template 39: The Referral Follow-Up

Best for: Following up on partner or customer referrals Expected reply rate: 12-18%

Subject: [Referrer name] suggested we connect

> Hi [First Name], > > [Referrer name] from [their company] mentioned you might be dealing with [challenge]. They thought a conversation could be helpful. > > We've worked with [Referrer's company] on [relevant project]. Happy to share what's worked if useful. > > Worth a quick call? > > [Your name]

Template 40: The Simple Introduction

Best for: Building long-term relationships Expected reply rate: 4-7%

Subject: Introduction

> Hi [First Name], > > Wanted to introduce myself. We work with [type of companies] on [area of expertise]. > > Not pitching anything specific - just connecting with [role type] in [industry] to stay current on what challenges are top of mind. > > Open to a brief call sometime? > > [Your name]

Part 5: Follow-Up and Re-Engagement Templates (10 Templates)

Template 41: The Soft Follow-Up

Best for: First follow-up after initial email Expected reply rate: 4-10%

Subject: Re: [Original subject line]

> Hi [First Name], > > Just floating this back up in case it got buried. > > [One sentence summary of the original value proposition]. > > Worth a quick conversation? > > [Your name]

Template 42: The Value-Add Follow-Up

Best for: Second or third follow-up Expected reply rate: 3-7%

Subject: Re: [Original subject line]

> Hi [First Name], > > Wanted to share this - [relevant resource, article, or case study] that relates to [original topic]. > > Thought it might be useful regardless of whether we connect. > > [Your name]

Template 43: The Social Proof Follow-Up

Best for: Adding credibility in follow-ups Expected reply rate: 4-8%

Subject: Re: [Original subject line]

> Hi [First Name], > > Quick update: We just helped [similar company] achieve [specific result]. > > If [Company] is still looking to [original goal], might be worth comparing notes. > > [Your name]

Template 44: The Different Angle

Best for: When initial approach didn't resonate Expected reply rate: 3-6%

Subject: Different thought for [Company]

> Hi [First Name], > > Realized I led with [original topic], but [Company] might actually benefit more from [different angle]. > > [Brief explanation of why this matters to them]. > > Does this resonate more? > > [Your name]

Template 45: The Break-Up Email

Best for: Final email in sequence Expected reply rate: 2-5%

Subject: Closing the loop

> Hi [First Name], > > Haven't heard back, so I'll assume the timing isn't right. > > If things change and [original value proposition] becomes relevant, feel free to reach out. > > Wishing [Company] the best. > > [Your name]

Why it works: Loss aversion - people often respond when they realize this is their last chance.

Template 46: The Permission Check

Best for: Re-engaging cold leads after long gaps Expected reply rate: 3-6%

Subject: Still interested in [topic]?

> Hi [First Name], > > We connected [X months ago] about [topic]. Curious if that's still on your radar. > > If so, happy to reconnect. If not, no problem - just let me know and I'll update my notes. > > [Your name]

Template 47: The New Information

Best for: Re-engaging with legitimate news Expected reply rate: 5-9%

Subject: Update: [New development]

> Hi [First Name], > > Since we last connected, we've [new development - feature launch, customer win, research finding]. > > Thought this might change the equation for [Company]. [One sentence on relevance]. > > Worth revisiting? > > [Your name]

Template 48: The Trigger Event Re-Engagement

Best for: Reaching out after company news Expected reply rate: 5-10%

Subject: Congrats on [trigger event]

> Hi [First Name], > > Saw [Company]'s news about [trigger event]. Congrats. > > That usually means [related challenge or opportunity]. We've helped other companies in similar situations with [relevant solution]. > > Worth reconnecting? > > [Your name]

Template 49: The Direct Ask

Best for: Clearing ambiguity after multiple touches Expected reply rate: 3-6%

Subject: Quick question

> Hi [First Name], > > I've reached out a few times about [topic]. If it's not relevant, just let me know - I'll stop following up. > > But if there's interest and timing is just off, happy to reconnect whenever it makes sense. > > Either way, a quick reply helps. > > [Your name]

Template 50: The Long-Term Nurture

Best for: Staying top of mind without being pushy Expected reply rate: 2-4%

Subject: Thought you'd find this interesting

> Hi [First Name], > > Came across this [article/resource/insight] and thought of [Company]. > > [One sentence on why it's relevant]. > > No ask - just sharing. Hope things are going well. > > [Your name]

Templates to Avoid

Some approaches are overdone and trigger immediate delete responses:

Don't use:

• "I hope this email finds you well" (generic opener)
• "Just checking in" (no value)
• "Per my last email" (passive-aggressive)
• "Would you be the right person to talk to?" (do your research)
• "We're the #1 solution for..." (unverifiable claim)
• "I'd love to pick your brain" (one-sided ask)
• Long feature lists (no one reads them)
• Excessive exclamation points (looks desperate)

Putting It All Together with MailBeast

The right template gets you started. The right platform helps you scale.

MailBeast makes it easy to:

• Test variations: A/B test subject lines, openers, and CTAs across templates
• Personalize at scale: AI-powered customization that feels human
• Track what works: See which templates drive replies and conversions
• Optimize sequences: Build follow-up sequences with the right timing

Start with these templates, customize them to your prospects, and let MailBeast handle the infrastructure that gets them delivered.

Key Takeaways

1. Templates are frameworks, not scripts. Customize every email.
2. List quality beats template quality. The best email to the wrong person fails.
3. Shorter is better. Stay under 100 words for initial outreach.
4. Follow-ups matter. 70% of responses come from emails 2-4.
5. Soft CTAs outperform hard asks. "Worth a conversation?" beats "Can we schedule?"
6. Industry context matters. Use templates designed for your space.

Frequently Asked Questions

How many templates should I test?

Start with 2-3 variations of your best-fit template. Test subject lines first (highest impact), then test openers and CTAs. Run tests with at least 100 sends per variation for statistical significance.

Should I use the same template for everyone?

No. Segment by company size, industry, role, and trigger events. A template that works for startup founders won't work for enterprise executives.

How long should follow-up sequences be?

3-5 emails total is optimal. First email plus 2-4 follow-ups spaced 2-5 days apart. Don't exceed 7 total touches without a response.

Can I use AI to customize templates?

Yes, but review before sending. AI excels at research and first-line personalization but can produce generic or awkward output. Human oversight ensures quality.

What's more important: subject line or body?

Subject line gets the open; body gets the reply. Both matter, but if your subject line fails, the best body in the world won't help.

Last updated: January 2026