36 Sales Email Templates PDF

36 SALES EMAIL TEMPLATES for prospecting, scheduling meetings, following up, networking, and asking for referrals. INTRODUCTION: A LOST OPPORTUNITY Here was the scenario: We make a valuable connection at a networking event. We could totally help pick up her business and get the money rolling in. We...

36 SALES EMAIL TEMPLATES for prospecting, scheduling meetings, following up, networking, and asking for referrals. INTRODUCTION: A LOST OPPORTUNITY Here was the scenario: We make a valuable connection at a networking event. We could totally help pick up her business and get the money rolling in. We even get her business card so we do what we think is we should: Shoot over an email as soon as we get home that night … www.hubspot.com/sales/sales-email A LOST OPPORTUNITY But there were a few issues with this: Hey, I really think I can help with your sales. Let me know if you’re interested. x We didn’t remind them who we are. x We didn’t do further research into their company. x We weren’t specific about what we could help with. x We didn’t include any obvious value. www.hubspot.com/sales/sales-email A LOST OPPORTUNITY Luckily, we don’t have to make these mistakes. In fact, we spoke with dozens of entrepreneurs, sales reps, and email hustlers and collected 36 email templates that have helped CEOs and sales reps alike book meetings with decision makers and close $100,000 deals. These templates cover six key areas … www.hubspot.com/sales/sales-email 1. PROSPECTING EMAIL TEMPLATES 2. SCHEDULING MEETING TEMPLATES 3. INBOUND LEAD EMAIL TEMPLATES 4. NETWORKING EMAIL TEMPLATES 5. FOLLOW UP EMAIL TEMPLATES 6. REFERRAL EMAIL TEMPLATES 1. PROSPECTING EMAIL TEMPLATES 2. SCHEDULING MEETING TEMPLATES 3. INBOUND LEAD EMAIL TEMPLATES 4. NETWORKING EMAIL TEMPLATES 5. FOLLOW UP EMAIL TEMPLATES 6. REFERRAL EMAIL TEMPLATES PROSPECTING EMAIL TEMPLATES A successful prospecting email provides three things: Prospecting emails should hit on three key areas: 1 A reason for contacting; focus on them and use a trigger event as a reason to reach out to this person. 2 A reason for why we’re contacting the prospect now. 3 A call-to-action. What do we want them to do? Make sure it’s quick and easy. Here are five prospecting email templates that accomplish all three of those things. www.hubspot.com/sales/sales-email REFERENCING A COMPANY ACCOUNCEMENT congrats! have you thought of [business value]? Hey [first name], Because I work so much with [your targeted industry], I constantly follow industry news. I’ve noticed that you recently [company action]. Congrats! Usually when that happens, [business value] becomes a priority. That’s why I thought you might be interested in finding out how we helped [similar company] get going quickly in their new direction – without any of the typical glitches. If you’d like to learn more, let’s set up a quick call. How does [specific day and time] look on your calendar? Regards, www.hubspot.com/sales/sales-email OUTREACH THROUGH A MUTUAL CONNECTION [mutual connection] recommended we get in touch. Hi [first name], [Mutual connection] recommended we get in touch. I work with [him/her] for a company called [company name] that does [X, Y, and Z]. In thinking about your role at [company}, I thought there might be a great fit for your group. Our [product name] has been been extremely well-received in the marketplace and I think it’s something that might be helpful for you! Do you have time to chat next week? Best www.hubspot.com/sales/sales-email PROVIDING USEFUL IDEAS (A) can we help you achieve [goal] too? Hey [first name], In working with other [job title]s, one of the key issues they’re struggling with is [key issue]. This past year we helped numerous companies to [business driver], resulting [money saved, revenue added, productivity increases]. If this is something you’re challenged with too, let’s set up a quick call. I have some ideas that might help. All the best, www.hubspot.com/sales/sales-email PROVIDING USEFUL IDEAS (B) Ideas for generating leads Hey [first name], I saw that you recently posted a question on LinkedIn about how to generate new leads for your company. How, if at all, would you like to improve your strategy? I’ve found that [solution] has been successful for others. I would love to set up some time to chat about this solution if it strikes your interest. Best, www.hubspot.com/sales/sales-email COMPANY ANNOUNCEMENT your announcement this week [First name], Your latest announcement this week about [news] got me thinking. I found an article on [article topic] that may be beneficial as you folks progress. Here’s the link to read it: [article link] Are you the right person to schedule 15 minutes to discuss how to improve [business value]? Hope you find this article helpful. www.hubspot.com/sales/sales-email Tired of manually searching for information about prospects? HubSpot’s Prospecting feature crawls the internet for you. The HubSpot Prospecting tool contains information on over 20 million companies. CLICK TO ACCESS 20 M COMPANIES >> www.hubspot.com/sales/sales-email 1. PROSPECTING EMAIL TEMPLATES 2. SCHEDULING MEETING TEMPLATES 3. INBOUND LEAD EMAIL TEMPLATES 4. NETWORKING EMAIL TEMPLATES 5. FOLLOW UP EMAIL TEMPLATES 6. REFERRAL EMAIL TEMPLATES SCHEDULING MEETING TEMPLATES Now its time to schedule a meeting. Keep these three things in mind when doing so. 1 A reason for why we’re scheduling a meeting. 2 Two flexible days and times that work for you. 3 What we hope to accomplish in the meeting. If you’re ready to move a relationship to the point of actually meeting your prospect, these two templates will help. www.hubspot.com/sales/sales-email TO SCHEDULE A NEW MEETING (A) free for coffee? On me! Hey [First Name], I’m going to be embarrassingly honest: I’ve really enjoyed learning more about what you do and would love the the opportunity to connect over coffee to learn more about your experience with [industry or specialty]. I’m currently doing [role or project] at [company name], and am very interested in learning more about how you use [method] to enhance [detail mentioned in last conversation]. I know you must be very busy, but I thought I’d try my luck. Would you be able to grab a coffee for 20 minutes this [day] or [another day] at [time]? Just let me know! Thanks, www.hubspot.com/sales/sales-email TO SCHEDULE A NEW MEETING (B) free for coffee? On me! Hi [first name], My name is [your name], we spoke briefly [when you spoke]. You seem like you’d be a perfect match for [your offer/ company name], so I had to get in touch. I also went through [piece of their company’s content], it was great. I believe our strategy aligns with your goals for the following reasons: 1. We focus on [your unique value] 2. We help with [something they are trying to accomplish] I would love to chat more about this. Can you do [two days that work for you] at [one time that works for you]. Best, www.hubspot.com/sales/sales-email 1. PROSPECTING EMAIL TEMPLATES 2. SCHEDULING MEETING TEMPLATES 3. INBOUND LEAD EMAIL TEMPLATES 4. NETWORKING EMAIL TEMPLATES 5. FOLLOW UP EMAIL TEMPLATES 6. REFERRAL EMAIL TEMPLATES INBOUND LEAD TEMPLATES A successful prospecting email provides three things: Inbound leads are often sourced from marketing content, which naturally pulls interested and qualified prospects toward your company. For these we should … 1 Catch these leads while they’re warm. 2 Take a consultative approach. 3 Focus on helping them rather than selling them immediately. For an inbound lead consider using the following four templates. www.hubspot.com/sales/sales-email FOR AN INBOUND LEAD SOURCED FROM CONTENT what are you looking for? Hi [first name], You recently visited our website and downloaded [content piece]. Did you download the piece just to learn more about [topic of content piece]? Or, are you looking for a costeffective solution to [topic of content piece]? I did some research on [their company] and have a few follow tips: -[tip 1] -[tip 2] Have you thought of doing this? Best, www.hubspot.com/sales/sales-email QUICK INTRO WITH RESOURCES here are some resources for [topic] Hi [first name], You recently visited our [webpage or blog post] so I thought I’d quickly check in and ask if you found what you were looking for? I also have additional resources for you: -[link to resource 1] -[link to resource 2] I’ve looked at your company and would be happy to share how you compare to the industry benchmarks we’ve seen out there. Would you like to talk tomorrow at [two times you’re available]? Best regards, www.hubspot.com/sales/sales-email PROSPECT WAS NAVIGATING YOUR WEBSITE what do you think? [Name], two of your teammates were looking at our product page this week. The product page they’re all viewing is focused on helping [job title] improve [business value]. Do you have 10 minutes to discuss what tools your team has been researching? Would they like to join the call? If so, how does your calendar look? Best, www.hubspot.com/sales/sales-email REPEAT WEBSITE VISITS FROM COMPANY ready to talk? Hi [first name], You and a number of your colleagues at [their company] have visited our website and [action on site]. I was wondering whether they were trying to figure out how you might improve [business solution]. So, I did some research and found some areas of opportunity for you. One idea I have is to [suggestion from research]. With the number of people researching our company, would it make sense to talk for 10 minutes? Hope to hear from you, www.hubspot.com/sales/sales-email 1. PROSPECTING EMAIL TEMPLATES 2. SCHEDULING MEETING TEMPLATES 3. INBOUND LEAD EMAIL TEMPLATES 4. NETWORKING EMAIL TEMPLATES 5. FOLLOW UP EMAIL TEMPLATES 6. REFERRAL EMAIL TEMPLATES NETWORKING TEMPLATES A successful prospecting email provides three things: Networking comes in the form of in-person and online contact. We can try these reference points in our email to develop rapport. 1 Research the contact’s blog or website. 2 Connect them with someone whose services could be relevant. 3 Reference our own knowledge around their interest. Remember: A networking email doesn’t have to be completely cold. Try these four templates. www.hubspot.com/sales/sales-email USING BLOG AS A REFERENCE POINT love these Hey [first name], I loved your post on [article title, hyperlinked]. I shared it with 3 other friends that I know are facing similar challenges and they all said they immediately subscribed to your blog. Your and [related influencer]’s writing have been very influential on my own work. There are two other incredible posts on [topic] I read recently that you might be interested in. -[article title, hyperlinked] -[article title, hyperlinked] I hope you enjoy! www.hubspot.com/sales/sales-email REFERRING SOMEONE THEY CAN WORK WITH looking for a [title]? Hey [first name], The design of [their company] is truly awesome. I’ve learned a lot from your work along with [respected relevant company] and [another respected relevant company]. I saw on twitter you were looking for a [title] to join your team. While I’m not a [title] myself, I know [full name of referral] who runs a local meetup for [title]s. He is very plugged into the scene and I think he would have some candidate ideas for you. Interested in an intro? All the best, www.hubspot.com/sales/sales-email AFTER A TWITTER INTERACTION noticed your tweets about [topic] Hey [first name], I recently followed you on Twitter, you [interaction the two of you had]. I noticed you have been tweeting about [topic] frequently. I came across some content that I think you would be interested in. 1. [link to content from external source] 2. [link to content from your website] I’d love to go more in depth with you regarding the second piece of content on [your website]. Are you free [two days you are free] at [time you are free] to chat about [topic]? Let me know! Best, www.hubspot.com/sales/sales-email YOU’RE VISITING THEIR TOWN while I’m in the neighborhood Hi [first name], I’m here in [city name] this week for [reason for traveling]. I know you must be busy, but I’ve always admired your work in [describe role] and appreciated all you had to say when [mention last time you spoke]. Since then, I’ve made some developments of my own in this arena. If you’re around and open to meeting up, I’m flexible to whenever works for your schedule. www.hubspot.com/sales/sales-email Ready to stop wasting valuable time logging every email? Integrate HubSpot’s CRM with your email and browser to automatically track every interaction with your contacts. CLICK TO GET IT FOR FREE >> www.hubspot.com/sales/sales-email 1. PROSPECTING EMAIL TEMPLATES 2. SCHEDULING MEETING TEMPLATES 3. INBOUND LEAD EMAIL TEMPLATES 4. NETWORKING EMAIL TEMPLATES 5. FOLLOW UP EMAIL TEMPLATES 6. REFERRAL EMAIL TEMPLATES FOLLOW UP TEMPLATES A successful prospecting email provides three things: Persistence pays off when it comes to email. 80% of sales require at least five follow ups.* In our follow-up email, we should include: 1 Reference to something we have discussed. 2 Ask what they think makes sense moving forward. 3 Reason why we’re following up. If you want to see success, you have to follow up, these thirteen templates can help. *Source: Marketing Donut www.hubspot.com/sales/sales-email AFTER A MEETING next step? [First name], I’m writing to follow up on our meeting on [date] when we discussed [topic of discussion]. I’m not sure what our next step is. Let me know what makes sense as a next step, if any? Thanks for your input. Best, www.hubspot.com/sales/sales-email OR MORE AGGRESSIVELY update? [First name], I’m writing to follow up on our last conversation about [topic]. My boss asked me for an update on your account. I told [him/her] I didn’t have one. I’m not sure if it makes sense to continue the conversation. What makes sense as a next step, if any? Best, www.hubspot.com/sales/sales-email CONFIRMING NEXT MEETING pleasure chatting earlier, [name] Hi [Name], I really enjoyed chatting with you earlier today and learning more about your role at [company]. I understand the issues you’re encountering with [challenges discussed in conversation] and how they make it harder to [impact on team or company]. As mentioned, I’ve attached more information about our resources and how we can help you boost [business objective] and solve [business problem]. Just let me know if you have any questions and I’d be more than happy to chat again. If not, I look forward to talking again on [date and time]. www.hubspot.com/sales/sales-email AFTER A GREAT BUSINESS MEETING [date] meeting recap Hey team, Thanks for another great meeting today. Here’s a recap of what we talked about, what we have to focus on in the coming weeks, and steps to take to accomplish our goals. Objective: Discuss [topic] Conversation items: - [conversation item 1] - [conversation item 2] Action items: - [action item 1] - [Owner] Next meeting: [day], [date] to discuss [topic] www.hubspot.com/sales/sales-email AFTER A DEMO today’s demo recap Hey [first name], I am glad I was able to give you a test run of [your product] today. I have sent a calendar invite for our next meeting on [date and time] along with this email. In the meantime, I stumbled across this [link to piece of content] that I thought would be particularly helpful given the [challenge] we have discussing. Let me know if you have any questions about what we went over today. I’m looking forward to chatting again on [date]. [signature] www.hubspot.com/sales/sales-email AFTER A MEETING AND OFFERING AN INTRO thought you might like to meet [name] Hi [Name], Thank you so much for meeting with me today. I really enjoyed our conversation and learning more about what you do at [company name]. I truly appreciated all your advice and tips on how to break into [industry]. I actually just met [name of contact] who runs the [department] team at [company name] and I think you two would really hit it off. She has an interesting perspective that I think you would find useful. Can I make an intro? Thanks again for your time, and good luck with your upcoming [project]! I hope to stay in touch and see you around soon. Best, www.hubspot.com/sales/sales-email LEAVING A VOICEMAIL sorry I missed you Hi [Name], I just called to [explain your purpose]. In my voicemail, I mentioned that I’ll try you again on [date and time], but feel free to reach me whenever works best for you at [phone number] or shoot me any questions via email. Best, www.hubspot.com/sales/sales-email AFTER A HIATUS let’s take another look Hi [Name], Last we chatted, you requested that I get in touch in November. I may be a month early, but I figured it’d be worth checking-in. Have you given any additional thought to my proposal? I’d be happy to do a quick review of it on the phone and answer any pending questions. What does your calendar look like to talk? www.hubspot.com/sales/sales-email WHEN YOU DON’T HAVE A MEETING SCHEDULED RE: Appropriate person? [original subject line] [Name], I’m writing to follow up on my email. I didn’t hear back from anyone on the team. If it makes sense to talk, let me know how your calendar looks. If not, who is the appropriate person for me to talk to? Thanks for your help www.hubspot.com/sales/sales-email AFTER MEETING AT A TRADE SHOW, CONFERENCE OR EVENT excited about [thing] at [company name] Hi [Name], What a great show. I hope you enjoyed it and learned more about [topic or tool] to improve your [problem facing business]. I’m sure improving your [objective] is a top priority for you. I thought I’d send you [piece of content] for you to review. If you’d like any additional information about [topic], I’d be more than happy to have a quick chat over the phone. Just let me know if you have any questions or would like to have a more in-depth conversation. I’m here whenever you need me. Best, www.hubspot.com/sales/sales-email PROVIDING A USEFUL TOOL (A) have you tried using [tool] for [goal]? Hi [First Name], Glad we got to meet at [event]. I checked out your website afterwards and loved your take on [topic]. Have you tried using [recommendation]? I use that with my team and it has been incredibly successful. Happy to chat more about it or send over some templates and examples if you’re interested. Again, it was great meeting you at [name of networking event], and I hope to see you again soon. Best, www.hubspot.com/sales/sales-email PROVIDING A USEFUL TOOL (B) this might help with your goals Hi [First Name], It was great meeting at [name of event]. I remember you mentioning that you’re trying to revamp [project] next quarter, and I thought I would share a book that I used to exceed my own target goals by [result]. It’s called [Name of Book], and I just sent you the Kindle version of it. Hope you like it! Happy to discuss the book or my own approach if you’d like. Just let me know! Best, www.hubspot.com/sales/sales-email AFTER SENDING THEM TIPS 10 ways we can help Hi [Name], I wanted to get in touch to see which of the 10 ways you’re using to boost your sales team’s productivity [details of content sent in first email]. If you haven’t implemented these techniques yet, I’d love to help you get started. Are you available for a 30 minute call on [date and time]? Just let me know what works best for you. I look forward to hearing from you! www.hubspot.com/sales/sales-email MORE FOLLOW UP TEMPLATES A successful prospecting email provides three things: Again, persistence pays off. Sometimes one follow up email just doesn’t cut it. Make sure in your follow, follow up emails you: 1 Create a sense of urgency. 2 Express an understanding of their busy schedule. 3 If appropriate, make it clear this is the last time we’ll be reaching out. Here are a chain of four follow up emails that eventually lead to “breaking up” with an unresponsive prospect. www.hubspot.com/sales/sales-email FOLLOW UP #3 trying to connect Hi [Name], I’m sorry we haven’t been able to connect. Last time we spoke, you seemed very interested in [objective]. Again, I know how hectic things can get at work, family, and everything else in life. I can be available for a call during weekends or before or after work hours if that’s easier for you. I don’t mean to bug you, but I do want to help you achieve [goals]. www.hubspot.com/sales/sales-email THE BREAK UP EMAIL should I stay or should I go? Hi [First Name], I’ve tried to reach you a few times to go over suggestions on improving ___, but haven’t heard back which tells me one of three things: 1) You’re all set with ____ and I should stop bothering you. 2) You’re still interested but haven’t had the time to get back to me yet. 3) You’ve fallen and can’t get up and in that case let me know and I’ll call someone to help you. Please let me know which one as I’m starting to worry! www.hubspot.com/sales/sales-email MAKING YOUR INTENTIONS CLEARER is the love gone? [First Name], I wanted to reach out to you one last time. I have a few suggestions on how your company can improve in terms of [metric]. If I don’t hear back from you, I’ll assume the timing isn’t right. My information is below should you have any questions. Best www.hubspot.com/sales/sales-email TIME TO END IT permission to close your file? [First Name], We are in the process of closing files for the month. Typically when I haven’t heard back from someone it means they’re either really busy or aren’t interested. If you aren’t interested, do I have your permission to close your file? If you’re still interested, what do you recommend as a next step? Thanks for your help. www.hubspot.com/sales/sales-email 1. PROSPECTING EMAIL TEMPLATES 2. SCHEDULING MEETING TEMPLATES 3. INBOUND LEAD EMAIL TEMPLATES 4. NETWORKING EMAIL TEMPLATES 5. FOLLOW UP EMAIL TEMPLATES 6. REFERRAL EMAIL TEMPLATES REFERRAL TEMPLATES A successful prospecting email provides three things: Cold connections often fail. But 83% of people worldwide trust in recommendations from people they know.* That means referrals are a big deal and should include: 1 Reminder of our relationship with the recipient. 2 Why we’re asking them to be a referral. 3 Make it as easy as possible. Here are four templates ways to ask for referrals. *Source: Nielsen www.hubspot.com/sales/sales-email ASKING FOR AN INTRODUCTION Introduction to [contact name]? Hey [first name], It was fantastic meeting you last week at [event]. I enjoyed our conversation about [topic discussed]. As we were discussing what I’m working on, you mentioned that you know [contact name] over at [company name] and how [s/he]’s an expert in this space. If you’re willing, an introduction to [contact name] would be greatly beneficial and [s/he] might be interested in learning more. I understand you might have a lot going on so I attached a short blurb below to make the introduction as easy as possible. Would you be able to take a moment to introduce me? www.hubspot.com/sales/sales-email REFERRAL THROUGH AN EXTERNAL CONNECTION [referral’s first name] meet [your first name] Hey [referral’s first name], How have things been with you? A friend of mine, [your name], is working with a company right now that, given your role, I thought you’d want to be aware of. Their [product name] handles [X, Y, and Z] and we’ve been extremely impressed by what they do. I thought it may be something you’d want to look into, so I’m introducing the two of you here. So, [referral’s first name], [your first name]; [your first name], [referral’s first name]. Please let me know if I can help either of you further. Otherwise, I’ll let you both handle it from here. www.hubspot.com/sales/sales-email REFERRAL THROUGH AN INTERNAL CONNECTION [referral’s first name] meet [your first name] Hi [referral’s first name], How have things been with you? I’m working for a company called [company name] that does [X, Y, and Z]. In thinking about your role at [referral’s company name], I thought there might be a real application for your group and wanted to introduce you to a colleague of mine, [your first name], who is our [your title]. Our [product name] has been been extremely well-received in the marketplace and I think it’s something that you might have great interest in. So, [referral’s first name], meet [your first name]; {[your first name], meet [referral’s first name]. I’ll let you both handle it from here. Please let me know if I can be of further assistance. www.hubspot.com/sales/sales-email REFERRAL THROUGH A CUSTOMER [referral’s first name] meet [your first name] [Referral’s first name], I don’t know if I’ve mentioned it before, but I’ve been working with [your first name] for a few months. The other day, I was talking with [her/him] about some of the things that [s/he] and I have done, and I realized that I should introduced you two. So... [Referral], meet [your first name, with a LinkedIn profile URL]. [Your first name], meet [referral, with a LinkedIn profile URL]. Can I leave the rest to you both? Talk to you both later. www.hubspot.com/sales/sales-email CONCLUSION: FROM TEMPLATES TO TOOLS Now equipped with the right email templates, we need the right tools to make our sales process even more effective. We recommend the free HubSpot CRM. The advantages:  Unlimited users, usage and data  Flexible, intuitive solution for managing prospects and sales pipeline \ CLICK TO GET THE FREE CRM