Templates save time, but they only work when personalized. Here are 12 sales outreach templates organized by purpose. Copy them, customize the merge tags, and make them your own.
Initial Outreach Templates
1. The Observation Opener
Subject: noticed something about {{company}}
Hi {{firstName}}, saw that {{company}} recently [specific observation]. Teams going through this often struggle with [relevant pain point]. We help companies like yours [specific outcome]. Worth a quick chat?
2. The Mutual Connection
Subject: {{mutualConnection}} suggested I reach out
Hi {{firstName}}, [mutual connection] mentioned that {{company}} is looking to [goal]. We've helped similar teams [result]. Happy to share how — 15 minutes this week?
3. The Value Lead
Subject: idea for {{company}}
Hi {{firstName}}, I came across an approach that's helping [similar companies] improve their [metric] by [X]%. Thought it might be relevant for {{company}} given [observation]. Want me to share the details?
Follow-Up Templates
4. The Quick Bump
Subject: re: [original subject]
Hi {{firstName}}, just floating this back up. I know things get buried. Still relevant?
5. The Value Add
Subject: thought this might help
Hi {{firstName}}, came across [resource/article/data point] that's relevant to what {{company}} is doing with [area]. Sharing in case it's useful — and still happy to chat about [your solution] if timing works.
6. The Case Study
Subject: how [similar company] solved this
Hi {{firstName}}, [similar company] was facing [same challenge] and [result they achieved]. Happy to share exactly what they did differently. Worth 15 minutes?
Break-Up Templates
7. The Direct Close
Subject: should I close your file?
Hi {{firstName}}, I've reached out a few times and haven't heard back — totally understand if the timing isn't right. Should I close your file, or is there a better time to reconnect?
8. The Permission Ask
Subject: one last thing
Hi {{firstName}}, I'll keep this short: I don't want to be that person who keeps emailing. If [solution area] isn't a priority right now, just let me know and I'll stop. No hard feelings.
Re-Engagement Templates
9. The Check-In
Subject: checking in, {{firstName}}
Hi {{firstName}}, we spoke [timeframe] ago about [topic]. Curious if anything has changed on your end. Would it make sense to reconnect?
10. The News Hook
Subject: saw {{company}}'s news
Hi {{firstName}}, congrats on [recent news/achievement]. Given [news context], thought [your solution] might be more relevant now. Worth a quick catch-up?
Referral Templates
11. The Internal Referral
Subject: right person at {{company}}?
Hi {{firstName}}, I'm trying to connect with whoever handles [area] at {{company}}. Would you happen to know who that is? Happy to be pointed in the right direction.
12. The Warm Introduction
Subject: quick intro?
Hi {{firstName}}, I help [type of companies] with [outcome]. Is this something that's on your radar, or is there someone else at {{company}} who'd be a better fit to chat with?