How to Handle Writing Cold Emails: A Guide for Startups and Entrepreneurs
Alright, let’s play a game. Let me guess which one’s a lie about you: that you’ve travelled to space or that you enjoy crafting cold emails. I’d wager the latter one. However, in the world of startups and entrepreneurship, cold emailing remains an essential strategy for building connections, securing funding, and forging partnerships. So, let’s break down the magic behind cold emails that actually get people to hit that reply button.
Here’s a sweet deal for you: shoot me your cold pitch to a venture investor within a week from when this post goes live, and I’ll take a look to give you my feedback. You’ll find my email at the bottom of this article. And don’t forget to clap and share this article with your peers!
1. Research Your Recipient
Before typing out your email, take time to research your recipient. Understand their role, recent accomplishments, and how your proposition aligns with their interests or business goals. This initial step is crucial for tailoring your message to resonate with the recipient personally and professionally.
But is diving into this research actually worth the effort? Let me share my experiment in the media relations domain. When I was just starting my PR journey, I created two mailboxes and compiled a list of 50 reporters with their email addresses, along with 51 pitches. From one mailbox, I sent a generic pitch, and from the second, I added a personal touch to each one. The results were astounding: while I received only 2 responses from the first mailbox, I got 14 from the second. This means that reporters were 7 times more likely to respond to the personalized pitches, with a response rate of 28% compared to 4%.
2. Craft a Compelling Subject Line
Your subject line is your first (and possibly only) chance to make an impression. Keep it concise, relevant, and intriguing. A good subject line should give the recipient a reason to open your email. Avoid generic phrases like “quick question” and instead aim for something that speaks directly to the recipient’s interests or pain points.
Looking for an example? Here’s another from building PR-journalist relationships, but trust me, these rules are universal.
3. Personalize Your Greeting
Start your email with a personalized greeting. Use the recipient’s name and, if possible, reference a specific piece of their work or a recent achievement. This not only shows that you’ve done your homework but also helps establish a connection from the get-go.
Always double-check the name! You wouldn’t believe how many potential partnerships were ruined before they even started, simply due to getting the name or its spelling wrong.
Or even like that!
4. Be Clear and Concise
Get to the point quickly. Busy professionals appreciate brevity. Clearly articulate who you are, what you want, and why the recipient should care. Avoid jargon and overly complex sentences. The goal is to convey your message as simply and directly as possible.
By the way, here you can find a template for a cold email pitch to a VC that could increase your chances of getting a reply:
5. Highlight Mutual Benefits
Explain not just what you want, but what you can offer in return. Whether it’s a unique perspective, a potential partnership, or a solution to a problem they’re facing, make sure the recipient understands the mutual benefits of engaging with you.
6. Include a Clear Call to Action
End your email with a clear call to action. This could be a request for a brief meeting, a call, or simply a response. Be specific about what you’re asking for and make it as easy as possible for the recipient to take the next step.
Here are some great examples:
For Customer Engagement and Sales
“Start Your Free Trial” — Encourages users to try your product or service without commitment.
“Book Your Demo Today” — Ideal for B2B startups, inviting potential customers to see your product in action.
“Get Started Now” — A straightforward CTA that prompts immediate action.
“Claim Your Special Offer” — Offers a discount or special deal to incentivize immediate purchases.
“Subscribe for Updates” — For getting users to sign up for newsletters or product updates.For Investor Interest
“Schedule a Pitch Meeting” — Directly invites investors to discuss your startup in detail.
“Download Our Investment Deck” — Provides investors with detailed information about your startup.For Building Partnerships
“Explore Partnership Opportunities” — A CTA for potential partners to learn more about how you can work together.
“Contact Us for Collaboration” — Encourages companies or individuals interested in collaborating to reach out.For Recruitment
“Join Our Team” — Used to attract potential candidates to your careers page.
“Apply Now” — For specific job listings, encouraging candidates to submit their applications.For Social Media Engagement
“Follow Us on [Social Media Platform]” — To increase your social media presence and community engagement.
“Share Your Story With Us” — Encourages user-generated content and interaction on social media platforms.For Feedback and Surveys
“Give Us Your Feedback” — Invites customers or users to share their experiences or suggestions.
“Take Our Quick Survey” — Requests users’ participation in a survey to gather insights.
7. Professional Sign-off
Close your email with a professional sign-off, such as “Best regards” or “Sincerely,” followed by your name and contact information. Including your LinkedIn profile or a link to your website can also provide the recipient with an easy way to learn more about you and your business.
What would you say about my sign-off? Do you like it?
Here is one more that the signature line is important:
8. Follow Up, But Don’t Pester
If you don’t receive a response, it’s acceptable to send a follow-up email after a week or two. However, keep the follow-up courteous and brief, acknowledging the recipient’s busy schedule. If you still don’t get a response, it’s best to move on. Persistence is key, but so is respecting others’ time and inbox space.
Lear more about follow ups here:
9. Test and Refine
Finally, remember that there’s no one-size-fits-all approach to cold emailing. What works for one recipient may not work for another. Be prepared to test different subject lines, messages, and calls to action. Analyze the responses (or lack thereof) and refine your approach accordingly.
Crafting effective cold emails is a skill that can significantly impact your startup’s success. By following these strategies, you’re not just sending emails but opening doors to new opportunities, connections, and growth paths. Remember, every email is a chance to make a meaningful impression — make it count.
My email for submitting your cold pitches is agegamova@leta.vc. Please use the subject line “How to Handle Writing Cold Emails.” If you don’t receive feedback within a week, please reach out to me on LinkedIn, as your email may have landed in spam.
Do you run an innovative tech startup? We are investing in early-stage revenue-generating software startups and would love to hear from you! You can reach us at info@leta.vc or fill in the form here.
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