When you send a sales email to your prospect, you expect them to open, respond, and start a conversation with you. But the reality looks different from this. Simply put, most of your sales emails go unread and unnoticed, and so ends the story.
It’s not because your prospects don’t read emails at all; it’s because your email didn’t make the cut. They won’t just read to know how your company can help their business grow; they will read only if your email sounds interesting to them.
It doesn’t surprise us that not even 30% of sales emails are opened across all industries. You have to work on your emails and make them so compelling that the prospect can’t scroll without reading and, if you are lucky, clicking on the link you shared.
We know that a lot of people might even be thinking about dropping the idea of sending emails and using other modes of communication to win new customers. But the truth is a lot of deals begin with a sales email. That’s why it’s critical to learn how to write sales emails that work.
1. How to Write Sales Emails that Convert?
To improve your business sales, learning to write effective sales emails is essential. Without a doubt, sales emails serve as a powerful tool to connect with your potential leads, build relationships, and close more deals.
To start with, make sure your emails are able to grab your prospect’s attention, provide value, and convince them to take action such as replying to your email, requesting a demo, filling out your form, or scheduling a meeting.
To help you with this, we are here with the best practices for sales emails that you cannot afford to overlook.
1.1. Craft a Subject Line that Convinces
The sales email’s subject line is probably where the experts stand out from the ordinary.
The subject line, “Page Layouts in Kylas!” got us a higher open rate than any other subject line we tried over the years.
A subject line that is simple to understand and doesn’t sound like an overt pitch often stands out and gets the most business.
Even you might have received several disastrous sales emails that don’t seem to add any value. Some may even come with spelling mistakes, indicating that the sender is not detail-oriented. Then there are those senders who are too experimental with their subject lines; they trick the reader into opening them, and if the content is solid, they may even take action.
The subject line becomes more important when you are sending cold emails. It’s the first time your prospect is getting to know about you, so you better write a subject line that works for you.
This is especially true with cold emails—when sending your first email to prospects who’ve never heard of you, the subject line is the only thing you’ve got to work with. The best thing to do is create a subject line around what you know about the recipient.
Let us make it clearer for you with some tips.
- Keep it Concise: Keep the email subject line short and crisp, ideally under 60 characters.
- Write Clear Words: The purpose of your email subject line is to attract the prospect’s interest. But it should also give an idea of the content that the email contains. Otherwise, the prospect will delete your email or mark it as spam.
- Use the Prospect’s Name: Add your prospect’s name to give a personalized touch to your subject line. It’s a way to catch their attention.
- Share Value/Benefit: By highlighting the value or benefits your product or service offers, you clearly communicate what your email recipient should expect. This becomes a reason for them to open and read your email.
- Talk About Pain Points: By addressing a pain point in your subject line, you immediately resonate with recipients who are dealing with that challenge. It tells them that you have shared a solution for their problem and convinces them to open your email.
- Don’t Use Spammy Words: If your email contains spammy words such as “Free” or “Guarantee”, the ESPs can send it to the spam folder. So, avoid using such words.
- Avoid Using ALL CAPS: Subject lines in ALL CAPS may attract your prospect’s attention, but they can also seem spammy.
- Use Emojis Moderately: If you use emojis wisely in your emails, it can make your email stand out. But make sure that the emojis you use are relevant to the content you are sending.
There is no denying the fact that writing an authentic sales email subject line is important. Write as if you are addressing another real person and want to capture their interest with something that is genuine and winning.
1.2. Personalize Opening Lines
When creating the opening line for your sales email, you must know the appropriate way to address your recipient. Should it be on a first-name basis, or should you keep it formal?
If your prospects are the formal type, you must go with a Mrs. or Mr. opening line. Otherwise, a Hey, Hi, Hello, or Dear may also work.
Just be sure about the answers to these questions before you send your email. You may refer to your ideal customer profile to get an idea of the customers you are sending the email to. Also, talk to your sales team to make sure that you are proceeding in the right direction.
Avoid using a generic start, as it won’t make the cut. Personalize your email statement to grab your prospect’s attention and encourage them to read.
Here are a few tips that will help you write great opening lines:
- Use Their Name: Using your prospect’s name in the opening statement is the simplest and most effective way of personalizing your sales email.
- Congratulate Them On Their Recent Business: Before you write a sales email, make sure that you research the prospect. Acknowledging their recent business or personal achievements with a sincere compliment will instantly grab their attention.
- Segment Your Contact List: For each segment that you create, you must tailor unique opening statements that will resonate with them.
- Talk About a Specific Problem: You must talk about a specific challenge that is relevant to your prospect’s industry or role. This will build a personal connection and tell them that you understand their business needs.
Make sure that you establish context while building trust and credibility to naturally pitch in front of your prospects.
1.3. Share a Quick Context
After you have grabbed your prospect’s attention with the subject line and opening statement, it’s time to address the heart of the issue. You must convey why you are reaching out to them and why they should listen to you.
Here’s how you can add a quick context to your sales email:
- Clear Your Purpose: Once you have given your introduction, clearly tell them why you are contacting them. This will help avoid any misinterpretation.
- Keep it Short: You know that no one has time to read long paragraphs. If you want to write sales emails that get responses, you must keep them short, straight, and to the point.
- Get Straight to the Point: Don’t waste time writing unnecessary things; come straight to the point in your sales email.
If you need, you can also check a sales email template that will make it easier for you to draft your email.
1.4. Talk About Your Value Proposition
Once you have told the prospects why you are sending your email, the next thing to do is convey your value proposition. This is when you tell your prospects why they should care about what you are offering.
Tell them about a specific problem that you can solve, and then share a few examples of how you have solved that problem for other clients in the past.
Here are a few tips that will help you communicate your value proposition to your prospects:
- Know Your Target: Tailor your value proposition in accordance with the prospects you are reaching out to.
- Be Specific: Your prospects won’t be interested in statements like “our product delivers the best value in the market.” They are more interested in how your product will benefit them.
- Talk About Benefits: Your prospects are not interested in the fancy features your product offers. They are more interested in what good it does for them. Emphasize the benefits, not the features, if you want to write sales emails that work.
- Prove What You Say: While highlighting the benefits of your product or service, make sure you share relevant proof such as case studies, testimonials, etc., to show the results you have achieved.
Your prospects will buy from you only if you can convince them that you are good enough for them.
1.5. Give a Clear CTA in the Sales Email
It is wrong for salespeople to assume that their prospects will know exactly what to do after they have read their sales email. To generate responses, schedule demos, and book meetings, you must tell them exactly what they should do.
You can include CTAs such as scheduling a call, starting a free trial, requesting a quote, purchasing a product, visiting your website, or requesting a meeting.
Let’s take a look at a few tips that will help you add a clear CTA to your sales email:
- Emphasize Your Value: In a sales email, you can add your value proposition more than once. Ideally, add it in the email closing to obtain maximum impact. Just make it clear and let the readers know how it can help them.
- Define the Next Steps Clearly: Outline a clear and straightforward action by the end of your email to tell the prospects what action they need to take.
- One CTA is Enough: To avoid confusing your prospects, use only one CTA in your sales email.
A clear CTA can be the reason for many of your responses. So, be sure about what you are trying to achieve.
1.6. Use Your Email Signature
For some, this might seem obvious. However, many others often forget to add their email signatures to their sales emails. Keep in mind that your email signature is a valuable asset, and you should never forget to include it in your sales emails.
Preferably, your email signature must have the following:
- Other relevant information about your business
Let us now take a look at a few tips that will help you create your email signature.
- Keep it Professional: Maintain professionalism when creating your email signature. Use proper formatting to get maximum responses.
- Include Important Information: Add the above-mentioned information about yourself in your email signature.
- Add a Photo: To give your email a personal touch, you can also add a professional photo to the signature to increase trustworthiness.
- Determine Mobile-Friendliness: Since most of your prospects will check their emails on their smartphones, ensure that your email signature looks good on mobile devices.
- Disclaimers: If you are required to include a legal disclaimer in your signature, keep it short, simple, and easy to understand. Do this without overwhelming the prospect with unnecessary details.
Make the most of this area to stand out from the rest.
1.7. Proofread Before Sending
Never hit the send button before you proofread the email. This will help you maintain a professional image and avoid unnecessary errors. Always check for the following while proofreading:
- Typos or grammatical errors
- Unclear sentences. Rewrite them if needed.
- Wrong dates, names, or details
- Everything else that doesn’t align with the rest of your email.
Don’t proofread your email immediately after writing. Sit for a while and then do it to spot errors and correct them. This is the key to sending a clean, polished email to your prospects that will help make a great impression.
2. When is the Right Time to Send a Sales Email?
There is no denying the fact that it is of utmost importance to ensure that you write great sales emails. But it is equally important to consider when you send those emails to your prospects to get them to open and reply.
According to research, the best time to send sales emails for the highest engagement is between 9 AM to 12 PM. The second best time to send sales emails is between 12 PM to 3 PM.
Sending sales emails in the morning actually makes a lot of sense because people are most likely to open and read their emails before they start their workday.
12 PM to 3 PM is mostly the post-lunchtime when, again, they may check their emails.
If, for some reason, you cannot send emails in these windows, try to send them before the end of the workday. Many prospects check their emails before logging off for the day.
Talking about the best days to send sales emails, Tuesdays and Thursdays are good days. Mondays are often the busiest days because people have to align their work for the rest of the week. On Fridays, people are mostly trying to wrap up their weekly tasks.
But it’s worth mentioning that you must try sending your emails at different times of the day to see what works the most for you based on your industry.
3. Sales Email Templates to Help You Write Great Sales Emails
Now that you have an idea of how you can write sales emails that convert, we thought of sharing a few email templates from our gallery to make the job a little easier for you.
3.1. Sales Email Template 1
Subject Line: Hello! This is Ketan Sabnis, CEO of Kylas!
Body:
Hello [Prospect’s Name],
As I write this message to you, I sincerely hope you are doing well.
Many of our clients, mostly growing businesses, have been talking to us about the various challenges they’ve faced over the past couple of years. Sales team members have had to transition from in-person meetings to developing relationships with customers digitally. Cross-functional teams have found it difficult to coordinate due to a change in working environments. Spends have been tightened, all across the board, and we need to make every penny count!
We understand that growing businesses, like yours and mine, need to make a mark for ourselves in a digital-first world.
While there has been lot of talk about Digital Transformation and how businesses should get on board at the earliest, very few tech providers have made tools accessible & affordable for Growing Businesses. Growing businesses need all the support that they can get.
At Kylas, our aim is to support you with the right set of tools and also help you make the most of it.
Kylas Sales CRM offers you and your team-
- Unlimited Users at a Flat Cost
- Onboarding and Training by CRM Experts
While Kylas is not a secret sauce that can solve all your problems, I know it can help you manage your sales functions better. I hope to connect with you soon. You can just reply to this email, and I’ll help you get started!
Kylas is our resolve to empower growing businesses across India. My team and I would be super happy to help you scale your business.
Just drop a line or visit our website.
Take Care.
3.2. Sales Email Template 2
Subject Line: Why do most CRM implementations fail?
Body:
Hi there!
Did you know that 70% of CRM implementations fail?
Let me elaborate a bit on that statistic-
Growing Businesses have unique needs, specific to their sales cycle and industry. And often, businesses turn to technology solutions to help solve their challenges.
They stumble upon popular CRM brands and based on referrals they decide to invest in one. However, in a short period of time, they begin to face multiple challenges* such as:
- Product Adoption & Usage Issues
- High Total Cost of Ownership
- Lack of Organization-Product Fit
- Lack of Timely & Responsive Support
*Based on our conversations with various clients across multiple industries.
These challenges deter growing businesses from leveraging their CRM tools for maximum impact.
At Kylas, we believe that small businesses, like yours, deserve technology designed and engineered to propel Business Growth!
We would love to walk you through Kylas and show you how it’s just the right fit for your business!
Yours Sincerely,
3.3. Sales Email Template 3
Subject Line: Introducing Field Sales Management in Kylas
Body:
Hello,
We have some exciting news for you! 🌟
Managing your field sales team just got easier and more efficient with Kylas! ✨
With this new feature update, you can keep your field sales team more coordinated, accountable, and productive!
Here’s what you can do with Kylas Field Sales Management:
1️. Simplify Attendance Tracking 🕒
No more errors or time-consuming scrums. With Kylas, your field executives can easily mark themselves as ‘Available’ or ‘Unavailable’ at the start and end of the day from anywhere! 🌍
2️. Know Where Your Team Is 📍
Track your team’s live location and also get an overview of their entire day on a map! 🗺️
3. Understand Your Team’s Daily Progress 📊
Get an overview of your team’s activities, from the total distance traveled and areas covered to the number of meetings attended. 🤝
4. Make Every Meeting Worthwhile 📈
Easily get all the details you need about each meeting- how long did it last, where did it happen, and what to do next- all without having to call your team. Use this info to help your sales team plan the next steps and close more deals! 📝
Here’s a bonus!!!
We are offering a 7-day Free Trial for this feature! Give it a go and experience firsthand how it can simplify your sales and boost productivity. 🎁
To avail the free trial:
- Go to ‘CRM Settings’ in your app.
- Click ‘Field Sales’ and then go to ‘Manage Executives’.
- Click on the locked ‘Add Executive’ button in the top right corner.
- Click to start your free trial!
Upcoming Product Training
Want to learn more? We are conducting a FREE Product Training on Kylas Field Sales Management to help you understand the capabilities of this feature.
Join us on 13th March at 5:30 PM IST
See you there! 🌟
New to our app? Why not Schedule a Demo to see how Kylas can transform your business process? 🌐
Got questions or need help? Just hit reply or email us at support@kylas.io. 💌
Regards,
Team Kylas
4. Wrapping Up
The key to successfully booking meetings and closing deals requires planning and execution. When writing sales emails, ensure that you craft personalized, prospect-oriented emails that address the challenges your prospect is facing and position your brand as the ideal solution for those challenges.
