It’s a typical morning, and I find myself starting my day by catching up with some emails.
As I scroll through my inbox, I encounter some of the most fascinating stories of entrepreneurial ambition, brilliant ideas, and genuine connections.
I realized that there are some patterns in those outreach emails that I simply cannot resist replying to!
And then there are some outreach emails that make me scratch my head.
From the long-winded novellas of sales pitches to the cryptic “hello’s” from strangers, my inbox has seen it all.
So, I decided it was high time to share some of these examples with you and what I think could be done better.
Get ready to learn from the common mistakes that I notice and uncover the secrets of crafting compelling, engaging, and downright irresistible outreach messages.
Here are my 10 tips for writing effective outreach messages
1) Keep outreach messages short and clear
When reaching out to busy people, you want to grab their attention quickly and deliver your message concisely.
Long, convoluted messages can be overwhelming and may lead to your email being ignored or deleted.
Think about it – professionals receive countless emails every day, and they don’t have the time to read through lengthy explanations or unnecessary fluff.
By keeping your message brief and to the point, you show respect for their time and increase the likelihood of them engaging with your content.
In a fast-paced world where attention spans are short, a concise and straightforward outreach message stands out and leaves a positive impression on the recipient.
So, always keep it short and sweet!
Before:
I am writing to inform you about our upcoming event, which will be taking place on the 27th of June, and we would greatly appreciate your attendance. It will be a fantastic opportunity to network and learn from industry experts.
After:
We have an upcoming event on June 27th. We’d love to have you join us for networking and learning from industry experts.
2) Avoid complex terms – Simplicity always wins
Using simple words and avoiding complicated vocabulary is essential to ensure your message is easily understood by the person you’re emailing.
Your primary goal is to connect with your audience and convey your message without causing confusion.
By using simple words and phrases, you eliminate any potential ambiguity and make sure your message is accessible to everyone.
Before:
SureTriggers provides a plethora of integration capabilities across various APIs, enabling effortless automation and enhanced workflow management. It’s a cutting-edge SaaS solution designed to streamline processes and boost productivity.
After:
SureTriggers makes automating tasks and workflows a breeze. It seamlessly integrates with different APIs, helping you save time and work more efficiently.
3) Humanize your emails – Avoid sounding like a bot or spammer
Nobody likes to feel like they’re just another name on a long list of recipients.
To stand out and build meaningful relationships, you need to be personal and avoid sounding like a robotic, impersonal sender.
When you write an outreach email, picture yourself having a one-on-one conversation with the recipient.
Use their name in the greeting, and if possible, find some common ground or a point of interest to mention. This could be something you both share, like attending the same conference, having a mutual connection, or even appreciating a recent achievement they accomplished.
Avoid using overly formal language that makes your email sound like a template or a generic mass message.
Instead, write in a conversational tone, just as you would when talking to someone in person.
By showing that you’ve taken the time to research and understand the recipient, you convey that your outreach is meaningful and relevant to them.
Before:
Dear Influencer,
We came across your impressive content and noticed your expertise in the WordPress and software ecosystems. We believe that SureTriggers aligns perfectly with your audience’s needs. As a valued influencer, we kindly request that you review and promote SureTriggers to your followers.
After:
Hey [Influencer’s Name],
Loved your [their content]. Especially [a point in that content]. I’ve been following your amazing journey.
Anyway, my name is Sujay and I’m from the SureTriggers team. I wanted to check in to see if you’re open for collaboration. If you would like, we can get on a call to discuss it whenever you’re free.
4) Simple CTAs lower the action barrier
A call-to-action (CTA) is the part of the message where you tell the recipient what specific action you want them to take next.
The CTA should be clear and straightforward – whether it’s scheduling a meeting, downloading a resource, or replying to your email.
For example, instead of saying, “We have several time slots available for a meeting next week; please let us know your availability,” you can simplify it to, “Are you available for a quick 15-minute call next Tuesday at 2 PM?”
Additionally, reducing the action threshold means minimizing the effort required to complete the desired action. If your CTA involves filling out a lengthy form or going through a complicated process, people might be less likely to engage.
To reduce the action threshold, make it as easy as possible for the recipient to respond.
Provide a direct email address or a one-click option whenever feasible. If you want them to check out a resource, consider providing a direct link rather than asking them to navigate through multiple pages to find it.
The idea is to remove any barriers that could discourage the recipient from taking action. When you make it effortless for them to respond, you increase the likelihood of getting a positive response.
Before:
We invite you to sign up for SureTriggers, explore its features, and create a comprehensive review highlighting its benefits as an alternative to Zapier. Additionally, we request you to share this review on your blog and social media platforms to maximize its reach.
After:
Check out SureTriggers, explore its features, and let us know what you think. Would love your feedback! I have already created your account.
Use these details to log in:
Also to help you get started, here is a video that explain how it works: [Video URL]
Looking forward to hearing from you.
5) In the first email, avoid asking for too much – Focus on building a relationship
The first email serves as an introduction, and your primary goal is to make a positive and lasting impression.
Think of it like meeting someone for the first time at a networking event. You wouldn’t immediately ask them to buy your product or invest in your business.
Instead, you’d engage in friendly conversation, get to know each other’s interests, and find common ground.
Similarly, in your first outreach email, take the time to introduce yourself or your company, and briefly explain why you’re reaching out.
Show genuine interest in the recipient’s work or achievements, and perhaps reference something specific that caught your attention about them or their business.
Avoid bombarding them with a laundry list of requests, proposals, or sales pitches in the first email. It’s simply too much to digest, and it might come across as too pushy or aggressive.
For example, you could share a relevant article or resource, or provide insights that might be beneficial to their business.
By focusing on relationship-building in the first email, you set a positive tone for future interactions.
Once you’ve established a rapport, it becomes easier to ask for more significant commitments or actions down the line.
People are more inclined to respond positively to someone they feel connected to and trust.
Before:
Can you please sign up for SureTriggers, write a detailed review, create tutorial videos, and promote it to your audience? We believe your influence can significantly boost our user base.
After:
I wanted to reach out and introduce myself as a fan of your work in the WordPress and software ecosystem. I really love [qualities worth praising] about your content, especially how you did [specific quality worth praising].
Anyway, I’m Sujay and my company recently developed SureTriggers. I think it could be a great fit for your audience. I’d love to hear your thoughts and see if there’s any way we can collaborate.
6) It’s crucial to explain “What’s in it for them” and why they should care or act
When reaching out to business owners or professionals, you need to answer the most critical question they have: “Why should I care about this message, and what do I gain from it?”
Your recipients are busy individuals, and they receive countless emails every day. If they don’t immediately see the value or relevance of your outreach, they might dismiss it without a second thought.
To capture their attention and motivate them to take action, you need to emphasize the benefits they’ll receive from engaging with your message.
Highlight how your proposal, service, or collaboration can solve their problems, meet their needs, or bring about positive outcomes for their business.
Before:
Sign up for SureTriggers now and start automating your workflows!
After:
With SureTriggers, you can automate repetitive tasks and save hours each week. Spend more time on what you love and let SureTriggers handle the rest.
7) Outreach angle matters – It should grab their attention and convey why you care
Think of your outreach angle as the unique selling point (USP) of your message. It should clearly explain why you’re reaching out and what makes your proposal or opportunity valuable to them.
Tailor your angle to the recipient’s specific interests, achievements, or pain points. Show that you’ve done your homework and that your message is not a generic mass outreach.
Also, don’t forget to create an element of curiosity in your angle to pique their interest. Pose a thought-provoking question or share a surprising fact that leaves people eager to learn more.
Craft an interesting and relevant angle that clearly conveys why they should care about your message, and you’ll significantly increase your chances of a positive response.
Before:
SureTriggers – The Best Automation Tool for You!
After:
Discover How SureTriggers Can Revolutionize Your Workflow.
8) Introduce yourself to establish authority
People tend to feel more comfortable and receptive when they receive communication from someone they perceive as an authority figure rather than a generic sender.
When you introduce yourself, you give your outreach message a face and a personality.
It shows that there’s a real person behind the email who is genuinely interested in connecting with them.
Start by sharing your name, job title, and a brief background related to your expertise or experience. This helps build trust and credibility, and it shows the recipient that you are qualified to discuss the subject matter.
However, it’s important to strike a balance between introducing yourself as an authority figure and being approachable and relatable. Avoid coming across as too formal or intimidating.
Share a genuine interest in their work, mention a hobby or shared passion, or even use humor if it aligns with your message and the recipient’s personality.
By showing your personality and authenticity, you create a more human connection with the recipient. They’re more likely to see you as a real individual rather than just a corporate entity or a faceless outreach executive.
Before:
We are a rapidly growing SaaS company with a team of dedicated professionals. We believe SureTriggers is the next big thing in workflow automation, and we would like you to join us in promoting it.
After:
Hi [Influencer’s Name],
I’m Sujay, the founder of SureTriggers. I’ve been following your work for some time, and I must say, your insights and expertise in the WordPress and software ecosystem are impressive.
I wanted to reach out and [share why you’re reaching out]
9) Use AI to compose answers, but show your personality
With the evolution of AI-based tools, I noticed that people are heavily relying on them for all kinds of things.
A few times, I even noticed that an email writer didn’t even remove ChatGPT’s extra message. He straightaway copied the message and sent it to me! *facepalm*
AI-generated replies can sound robotic or overly formal.
I am not at all against using AI tools to speed up your writing. In fact, we are building SureWriter, which is an AI writing tool like no other. Unlike other writers, it helps you command the AI to get unique and personalized output that mirrors your writing.
But let’s talk about that another day. Or maybe you can just visit the URL…
Review any content you create using AI and make the necessary adjustments to keep it concise and to the point.
If the AI-generated response doesn’t feel quite right, feel free to rephrase or add your unique touch to the message.
AI is a helpful tool, but always review and modify the responses to let your personality shine through.
Before:
Thank you for your interest in SureTriggers. We appreciate your time and look forward to hearing from you soon. If you have any questions or need further information, please don’t hesitate to reach out.
After:
Thanks a bunch for considering SureTriggers! We’re thrilled to have you on board. Got questions? Shoot them our way, and we’ll be quick to respond.
10) Send follow up emails but don’t be annoying
Only 8.5% of cold emails get a response. But don’t worry, here’s the secret sauce: researchers say sending follow-ups can triple your response rate, but there’s a catch – you gotta do it right!
First things first, no boring openings like “Just checking in.”
Don’t be too obvious with “Follow-up” – be personal, keep it short, and ask intriguing questions.
Spice it up with a question, mention a mutual connection, or address their problem. Keep them interested!
Now, when to follow up? Send your first one three days after your initial email.
Here’s a schedule to follow: Day 1 – initial outreach, Day 3 – first follow-up, Day 7 – second follow-up, Day 14 – third follow-up. After that, once a month (if needed).
Use your judgment on how many times to follow up. Stop if they ask you to. And only do it if you’ve got more value to offer.
Three follow-ups max if you’re not getting any response. But if they show interest, you can go beyond three.
Rest of the practices remain the same as those that I mentioned in my previous points.
Final takeaways for reaching out like a pro
From the “Dear Sir/Madam” era to the modern age of personalized connections, it’s clear that crafting a stellar outreach email is an art form in itself.
Let’s take a moment to reflect on the key takeaways.
1) Clarity: In a world where attention spans are shorter than a Snapchat story, keep your outreach message clear, concise, and easy to digest.
2) Personalization is key: Addressing someone by their first name isn’t enough to create a genuine connection. Dive deeper into their interests, work, or recent achievements to show that you genuinely care.
3) The magic of WIIFM: “What’s in it for me?”: The golden question that every outreach email must answer. Highlight the value you bring to the recipient’s life or business.
4) The power of storytelling: Engage your readers with a compelling story that sparks curiosity and creates an emotional connection.
5) Respect their time: Avoid overwhelming your audience with multiple requests in your first email. Focus on building a relationship rather than making a transaction.
6) Genuine authority: If you’re reaching out on behalf of a company, establish your credibility with a personal touch. People want to interact with real human beings, not faceless entities.
7) Use AI assistance with caution: While AI can be a helpful tool, ensure that it doesn’t strip away the human touch from your outreach messages.
So, as we emerge from this expedition, armed with knowledge and a few good laughs, let’s apply these insights to our own outreach endeavors. May our future emails be the ones that sparkle like diamonds, not the ones that crash like a sinking ship.
And remember, whether you’re a seasoned entrepreneur or an aspiring startup founder, the journey of outreach is an ever-evolving one.
Embrace the learning process, stay open to feedback, and continuously refine your outreach strategies.
Now, go forth, fellow adventurers, and conquer the daunting inbox with newfound confidence. Craft those outreach emails that build bridges, foster connections, and create opportunities. Let’s revolutionize the art of outreach, one email at a time!
Until we meet again, happy emailing!
