Free templates for reps, founders and solo sellers
Cold email templates: twelve short ones, each with a follow-up for when they don't reply
Twelve short cold emails for the moments that give you a reason to write: a referral, a trigger, a new job, an event, an old enquiry, a business nearby. Each one has a subject line, five lines or fewer, one ask and the follow-up to send if they don't reply. Copy one or download them all for Word.
A cold email gets a reply when it has a reason to exist: someone sent you, something changed for them, or you've solved this exact problem before. Without one, it reads like the other forty in their inbox. Each template here starts from a reason, stays under 100 words, and asks for one small thing. Most replies come from the follow-up, so each email comes with its own.
Twelve cold emails to copy
Cold email templates: [your name]
Before you send: a reason for each person, one ask, and a date for the follow-up
1. The referral
Subject: [Referrer] said to get in touch
Body: "Hi [name], [referrer] mentioned you're looking at [problem]. I helped [them / a company like yours] with [result]. Worth a 15-minute call next week?"
Follow-up after 3 days: "Hi [name], just floating this back up. [Referrer] thought it might help. Is next Tuesday or Thursday better?"
2. The trigger
Subject: [The thing that changed]
Body: "Hi [name], I saw [the news: new office, new hire, funding, new product]. When [companies like yours] do that, [the problem] usually follows. I help with that. Open to a quick call?"
Follow-up after 4 days: "Hi [name], one thing I've seen work after [the change]: [a useful tip]. Happy to share the rest on a call."
3. The new job
Subject: Congrats on the new role
Body: "Hi [name], congrats on starting as [role] at [company]. The first 90 days usually bring [problem]. I've helped [similar role] with [result]. Would a short call be useful?"
Follow-up after 5 days: "Hi [name], I know the first weeks are busy. Should I check back next month instead?"
4. The event
Subject: After [event]
Body: "Hi [name], I saw you [spoke at / went to] [event]. Your point about [topic] stuck with me. I work on [related problem] with [who]. Could we compare notes for 15 minutes?"
Follow-up after 3 days: "Hi [name], following up on [event]. Is a call next week any use?"
5. The problem you've solved before
Subject: [Result] for [company type]
Body: "Hi [name], [similar company] was [problem] until [what changed]. Now [result]. Is [problem] something you're working on this quarter?"
Follow-up after 4 days: "Hi [name], if [problem] isn't on the list right now, say so and I'll stop here."
6. The short question
Subject: Quick question
Body: "Hi [name], who looks after [area] at [company]? I have an idea on [problem] and want to send it to the right person."
Follow-up after 3 days: "Hi [name], is it you, or should I try someone else?"
7. The useful thing
Subject: [Useful thing] for [company]
Body: "Hi [name], I put together [a short list / a checklist / three ideas] on [problem] for [company type]. Want me to send it over?"
Follow-up after 4 days: "Hi [name], happy to send it with no call attached. Just say yes."
8. The last one
Subject: Closing the loop
Body: "Hi [name], I haven't heard back, so I'll take it this isn't a priority. If that changes, I'm here. All the best with [something specific]."
Four more cold emails: an old enquiry, a business nearby, a missed call and the right person
Add these after the eight above. Each one has its follow-up, to send a week later if there's no reply.
9. The old enquiry
Subject: Your question about [topic] in [month]
Hi [name], you asked me about [topic] back in [month], and I never heard how it went. Did you get it sorted? If not, I'm happy to [send a short plan, have a 15-minute call].
[Your name]
Follow-up, a week later
Hi [name], just checking this reached you. If [topic] is sorted already, I'll leave it there and won't write again.
10. The business nearby
Subject: From one [area] business to another
Hi [name], I run [business], a few streets from you in [area], and I help [type of business] with [problem]. Would a 15-minute chat next week be useful?
[Your name]
Follow-up, a week later
Hi [name], one more note from down the road, and if now isn't the time, that's fine.
11. The call that didn't connect
Subject: Sorry I missed you
Hi [name], I tried you by phone earlier about [reason]. Rather than keep calling, here it is in two lines: [what you can do for them]. If it's worth a talk, which suits you, [day] or [day]?
[Your name]
Follow-up, a week later
Hi [name], I'll leave this with you. If [reason] comes up later, reply to this email and I'll pick it up.
12. Asking for the right person
Subject: Who looks after [topic]?
Hi [name], who at [company] looks after [topic]? I'd like to send them a short note about [what you do]. A name is all I need.
[Your name]
Follow-up, a week later
Hi [name], a quick nudge on this one, and even "it's me" works as a reply.
After you send
Sent today: __ Follow-ups due today: __ Replies: __
Mix email with calls and messages with the sales cadence guide
How to write a cold email in five lines
One reason, one result, one ask.
- Line 1: why you're writing to this person now
- Line 2: what you've done for someone like them, with a result
- Line 3: the ask, small enough to say yes to
- Keep it under 100 words, and read it on a phone before you send it
- Put the follow-up date in your calendar before you press send
How to write the follow-up email
Short, in the same thread, and with something new.
- Reply to your own email, so they see the first one under it
- Add something new: a tip, a question, a different day
- Space them out: 3 days, then 4, then a week
- Stop after the last one, and say so
Two rules to check before you send a cold email in the US
From the FTC's guide to CAN-SPAM, in its own words.
- In the US, the FTC's CAN-SPAM guide says: "Tell recipients where you're located." and "Tell recipients how to opt out of receiving future marketing email from you." It adds: "The law makes no exception for business-to-business email."
- It also says: "You must honor a recipient's opt-out request within 10 business days."
- Outside the US, check your own country's rules before you send in bulk.
Source: FTC, CAN-SPAM Act: A Compliance Guide for Business, read 28 September 2026
A filled-in email, line by line
- Subject: Tom Reyes said to get in touch
- "Hi Priya, Tom Reyes mentioned you're moving payroll in-house next year."
- "We helped his team at Brightline cut their monthly payroll run from three days to one."
- "Worth a 15-minute call next week?"
- Follow-up three days later, in the same thread: "Hi Priya, just floating this back up. Is Tuesday or Thursday better?"
Date the follow-up, and see who never replied
Palby CRM is the CRM we make. It doesn't send email. It keeps the follow-ups you promised on a date.
- Log calls and meetings in one tap
- Keep every callback on today's list
- Every maybe gets a follow-up date, not a place in your memory
Questions
A reason to write to this person now, a result you've got for someone like them, and one small ask, in under 100 words. Most replies come from the follow-up, so plan it before you send.
Under 100 words, or about five lines on a phone screen. If it needs scrolling, cut it.
Two or three follow-ups over two to three weeks, then a last email that says you'll stop. Each one should add something new.
Short and specific to them: the referrer's name, the thing that changed, or a plain question. Avoid anything that sounds like an ad.
In the US, the FTC says a commercial email has to tell people how to opt out, and that the law makes no exception for business-to-business email. Check your own country's rules too.
Both work better together. The sales cadence guide shows how to mix calls, emails and messages over two weeks.
Yes. They're templates to copy and use yourself, so print them, download them for Word and change any word.
Send fewer. Follow up every one.
Palby CRM keeps every follow-up you promised on today's list.
30 minutes. You choose the day and the time.