ActivityTracker

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Cold email templates: eight that get replies, with the follow-up for each

Eight short cold emails for the moments that give you a reason to write: a referral, a trigger, a new job, an event, a problem you've solved before. 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. Free, no sign-up.

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.

Eight cold emails to copy

Download for Word

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]."

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

Lena Ortiz, account executive at a payroll software company, writing to a finance director. The names are made up.
  • 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

The templates are free. ActivityTracker, the app we make, is paid. It doesn't send email. It keeps the follow-ups you promised from slipping.

  • 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

See how sales reps use it

Questions

Send fewer. Follow up every one.

The templates are free to use. The app is paid and keeps every follow-up you promised on today's list.

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