Is there a secret formula for the perfect cold email length? This question often plagues even the most seasoned email marketers. Striking the right balance is key: your cold email needs to be long enough to convey your message, yet short enough to keep your prospects engaged and motivated to take action.
Crafting a great email is an art. Beyond engaging content and personalization, it’s crucial to mix the right ingredients in your email recipe. The length of your email plays a pivotal role in this blend. So, what’s the magic number for the perfect email length? No need to ponder anymore—we’ve got the insights you need. Let’s dive in!
What Is Cold Email Marketing?
A cold email campaign involves sending unsolicited emails to individuals or businesses that have not previously engaged with you or expressed interest in your products or services.
The goal of cold email strategies is typically to initiate new business relationships and promote products or services to your target audience. It often involves reaching out to prospects who may not be familiar with your company or offerings, making the initial contact “cold” in nature.
What Is the Ideal Cold Email Length?
In the world of cold emailing, where only a fraction of sales emails get opened, the optimal email length becomes pivotal.
Studies provide valuable insights: Boomerang suggests that emails ranging from 50 to 125 words yield the best response rates, while Constant Contact’s analysis recommends around 200 words and approximately 20 lines of text to achieve higher click-through rates.
The consensus? Keep it concise by aiming for an email length of 50-200 words. Read on for a deeper dive into when to opt for shorter or more detailed emails respectively.
When to write a short message
In the age of diminishing attention spans, keeping your emails short is a strategic move that demonstrates your respect for the recipient’s time and attention.
Concise messages are more likely to retain the prospect’s focus and convey essential information effectively. Short emails work particularly well when you aim to direct prospects to a link for more details.
You should consider keeping a cold email short in the following situations:
👉🏼 Initial contact: When you’re reaching out to someone for the first time, it’s advisable to keep the email short and concise. Long emails from unknown senders can be overwhelming and may not get read.
👉🏼 Busy professionals: If you’re targeting busy professionals who receive a high volume of emails, a short and to-the-point email is more likely to grab their attention and get a response.
👉🏼 Mobile users: Many people check their emails on mobile devices, where long emails can be challenging to read. Short emails are more mobile-friendly and increase the chances of engagement.
👉🏼 Clear and specific requests: A shorter email is more effective when your email has a specific purpose or request, such as scheduling a meeting or asking for a brief response. It’s easier for the recipient to understand and respond to a clear call to action.
👉🏼 Follow-ups: In follow-up emails, especially if you’ve previously established contact, keeping the email brief and reminding the recipient of your previous conversation can be more effective in prompting a response.
When should a cold sales email be longer?
In cases where prospects are unfamiliar with your business, longer emails come into play. While a brief subject line can grab attention, a longer email is necessary to provide vital information and introduce your brand.
Offering sufficient details is essential because prospects are unlikely to take action without a solid understanding of your business.
This becomes especially crucial when your call to action involves deeper engagement and conversion. In such situations, a longer email helps build authenticity and trust in sales.
Writing an Effective Cold Email: A Step-by-Step Guide
Now that we’ve explored the fundamentals of cold emails, it’s time to dive into the strategies for crafting an effective email while keeping it at the ideal length.
Step 1: Research your recipient
Before you write your prospecting email, you must research the person you want to contact. Below, we’ll show you how to do that.
➡️ Understand the recipient’s background
Investigate their current position, responsibilities, and how long they’ve been with the company. Also, look into their previous roles and any notable achievements or transitions in their career.
➡️ Explore the company context
Familiarize yourself with the company name, its mission, values, recent achievements, and its position in the industry. Check for any recent press releases, major projects, changes in leadership, or industry awards.
➡️ Identify personal interests and affiliations
Review their LinkedIn, Twitter, or other relevant social media profiles to glean interests, professional groups they’re part of, or topics they frequently discuss. Read articles or blog posts they’ve written to understand their viewpoints and areas of expertise.
➡️ Recognize company challenges or opportunities
Understand the broader industry trends that might be affecting their business. Based on your research, hypothesize about challenges and a specific pain point they might face or opportunities to explore.
➡️ Personalize your approach
Use the insights gained to tailor your email, which will make it relevant and engaging to them specifically.
If you share a mutual connection, attended the same university, or have a shared interest, mention it to create rapport.
As you refine your cold email strategy, Hyperise is a valuable tool that you can use to add a personal touch to your cold email campaigns. It allows you to incorporate elements like dynamic images and personalized videos, which make each email more engaging and tailored to the individual recipient.
This approach elevates your emails by ensuring they stand out in a crowded inbox and resonate more with your audience. With Hyperise, you have an opportunity to enhance the effectiveness of your emails, which fosters better connections and responses. Try it for free today!
➡️ Prepare your value proposition
Prepare to clearly articulate how your message, product, or service is relevant and can be beneficial to them specifically, based on your research. Identify what sets you apart and how it aligns with their needs or interests.
This expanded research phase sets the foundation for a more personalized, relevant, and impactful cold email. By demonstrating that you’ve taken the time to understand both the individual and their company, you’re more likely to capture the recipient’s interest and elicit a response.
Step 2: Write an intriguing subject line
Cold email subject lines are the first impression you make on your recipient. It’s the gateway to your message and often determines whether your email gets opened or overlooked.
In the crowded inbox of a professional, a well-crafted subject line can be the difference between your email being read or relegated to the trash folder. Here are some best practices to think about when writing a cold email subject line:
Be clear and concise
- Summarize the purpose: Ensure your subject line directly reflects your email’s main point or offer.
- Keep it short: Aim for a length that is easily readable at a glance. Generally, keeping it under 50 characters ensures that it’s not cut off by most email clients.
- Avoid jargon: Use simple and easily understandable language.
Spark interest
- Create intrigue: Use a subject line that makes the recipient curious about the email’s content without misleading them.
- Use action words: Verbs and action-oriented language make your subject line more compelling.
- Personalize: Mentioning the recipient’s name, company name, or a reference to a recent event can make for a catchy subject line.
Avoid clickbait tactics
- Be honest: Ensure your subject line accurately represents the email’s content. Avoid overpromising or sensationalizing.
- Steer clear of spam triggers: Avoid using all caps, excessive punctuation, or spammy phrases like “Free,” “Buy now,” or “Urgent.”
By focusing on clarity, sparking interest, and avoiding clickbait, you can create catchy subject lines that capture attention and encourage the recipient to read your email. Remember, the subject line is the first impression, so make it count!
Step 3: Write a strong opening paragraph
When cold emailing someone, your opening sets the tone for the entire message. It’s crucial to begin with a personal touch and establish a connection that resonates with your recipient.
Here’s how:
Personalize the greeting
Start with the recipient’s name to make it feel more personal. Avoid generic greetings like “Dear Sir/Madam,” which can make your email feel impersonal and mass-produced.
Start with a connection
Immediately establish a connection to catch the recipient’s interest. This could be a mutual contact (“I was speaking with [Mutual Contact’s Name] who recommended I reach out to you”), a recent event or achievement of the company (“I was impressed by your company’s latest product launch”), or a relevant piece of information from your research (“I read your recent article on [Topic] and found your insights extremely valuable”).
This personalized and connected approach in the opening paragraph of your email helps create immediate relevance for the recipient, which increases the likelihood of engaging them and getting a response.
Step 4: State your purpose clearly
In a cold email, clarity is key. After your initial greeting and connection, it’s important to swiftly and succinctly state the purpose of your email. Here’s how to do it effectively:
✔️ Be direct: Get straight to the point. Clearly articulate the reason for your email. For instance, “I am reaching out to discuss a potential collaboration between our companies,” or “I would like to learn more about your experiences in [industry/field].”
✔️ Provide context: Briefly explain how you identified the recipient as the appropriate contact. This could be based on their role, expertise, or a referral. For example, “I came across your profile on LinkedIn and saw that you specialize in [specific area],” or “Your recent presentation at [Event Name] on [Topic] aligns perfectly with our project’s goals.”
By being direct and providing context, you respect the recipient’s time and clearly establish why reading your message is important for them. This approach helps build a foundation for a meaningful and focused conversation.
Step 5: Add value
The key to a successful cold email is to ask for something and offer something of value in return. This makes your email beneficial to the recipient and enhances the chances of a positive response.
Offer insight
Share something useful with your recipient. This could be a relevant article, a recent study, a helpful tool, or a piece of advice that aligns with their interests or industry. For example, “I thought you might find this recent article on [topic] insightful, as it relates to your work in [field].”
Show relevance
Establish a clear connection between what you are offering and how it relates to the recipient’s needs or challenges. For instance, “I believe our software solution can streamline your team’s workflow, particularly with the challenges you mentioned in your recent [blog post/interview].”
Adding value in this way demonstrates that you have the recipient’s interests in mind and that you’re not just reaching out for your own benefit. This approach fosters goodwill and opens the door for meaningful engagement.
Step 6: Create a clear call to action
The call to action (CTA) is a critical component of any cold email strategy, as it guides the recipient toward the next step. To make it effective:
Be specific
Clearly state what you are asking for. Whether it’s requesting a meeting, a phone call, feedback, or a referral, make sure your request is unambiguous.
For example, “I would appreciate the opportunity to discuss this with you in a 20-minute call,” or “Could you please refer me to the appropriate person in your organization for further discussion?”
Make it easy
Propose a specific action that is easy for the recipient to take. Suggest a concrete time and date for a meeting or call, or offer flexibility according to their schedule. For instance, “I am available for a call next week on Tuesday or Thursday between 10 am and 2 pm. Please let me know if any of these times work for you, or suggest a time that suits you better.”
By being specific in your CTA and making it easy for them to respond, you increase the chances of a positive engagement, moving the conversation forward in a structured and respectful manner.
Step 7: Close politely
Thank them for considering your request or for their time. Acknowledge the recipient’s time and consideration. A simple thank you can go a long way in showing respect and gratitude. For example, “Thank you for taking the time to read my email,” or “I appreciate your consideration of my request.”
Use a professional closing like “Best regards” or “Sincerely”. Follow this with your full name, position (if relevant), and contact information. This adds a touch of professionalism and makes it easy for them to get back to you.
Step 8: Proofread and edit
Before you send your email, it’s essential to review and refine it to ensure it conveys your message effectively and professionally.
💬 Check for errors: Rigorously proofread your email to eliminate any spelling or grammatical mistakes, which ensures professionalism and clarity.
💬 Keep it professional: Ensure the tone is respectful and professional. Avoid slang and complex jargon, and keep your message concise and straightforward.
Step 9: Follow up
Following up is an important part of a cold email strategy.
⏰ Be patient: Wait about a week to give the recipient time to respond; thereby you’re acknowledging their busy schedule.
⏰ Send a follow-up: If there is no response, send a brief and polite follow-up email reiterating your initial message and interest.
This step shows your dedication and respect for their time, potentially encouraging a response.
Example of a Good Cold Email
Having followed the step-by-step guide on how to write cold emails, let’s take a look at a practical example.
This email incorporates the key elements we discussed—from a compelling subject line to a clear call to action—and demonstrates how to put these guidelines into action.
Subject: Innovative Collaboration Opportunity for [Company Name]
Dear [Recipient’s Name],
I hope this email finds you well. I recently came across your insightful article on [Topic] in [Publication], and it resonated deeply with our current project at [Your Company Name].
I am reaching out to propose a potential collaboration between [Your Company Name] and [Recipient’s Company Name]. Our team has developed a [brief description of your product/service], which I believe aligns perfectly with your recent initiatives in [specific area related to the recipient’s company]. This collaboration could [briefly state the potential benefits].
I came across your profile while researching industry leaders in [Recipient’s Industry], and your expertise in [specific area] stood out. Given your role in [Recipient’s Company Name] and your commitment to [specific goal or project mentioned in your research], I am confident that our [product/service] could offer significant value.
Would you be available for a brief 20-minute call next week to discuss this further? I am flexible and can adjust to a time that suits your schedule. I believe this conversation could be the start of a mutually beneficial partnership.
Thank you for considering this opportunity. I look forward to the possibility of working together.
Best regards,
[Your Full Name]
[Your Position]
[Your Contact Information]
Key points
✨ Subject line: The subject is clear and concise and hints at a beneficial proposal for the recipient’s company.
✨ Opening: Personalized with a reference to the recipient’s article, which shows that you’ve done your research.
✨ Purpose: Clearly stated, with a direct mention of the proposal for collaboration.
✨ Value proposition: Outlined how the collaboration could be beneficial, aligning it with the recipient’s interests.
✨ Call to action: A specific request for a 20-minute call that offers flexibility in scheduling.
✨ Closing: Polite and professional, expressing gratitude and openness to future interaction.
How Long Should a Cold Email Be? Key Takeaways
A cold email should be concise yet comprehensive enough to convey your message effectively. Ideally, aim for about 100-200 words.
This length is enough to introduce yourself, explain why you’re reaching out, provide your value proposition, and include a call to action, all while respecting the recipient’s time.
Keep your paragraphs short and focused. Each paragraph should contain no more than 2-3 sentences, and each sentence should serve a clear purpose in your message.
Key takeaways
✅ Get straight to the point. Avoid unnecessary details that might dilute your main message.
✅ Tailor your email specifically to the recipient to show that you’ve done your research and understand their needs.
✅ Clearly articulate what’s in it for them. Why should they care about your email?
✅ End with a clear and specific request. What do you want the recipient to do next?
✅ Maintain a balance between being professional and approachable. Avoid overly casual language.
✅ Always review your email for spelling and grammatical errors to maintain professionalism.
Remember, the goal of a cold email is not just to inform but to engage the recipient and prompt a response. Keeping your email concise, focused, and relevant increases the likelihood of it being well received and acted upon.