CRM Automation: Sales Introduction Email Templates

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What’s the best way to make a sales introduction? 


Nowadays, people get hundreds of emails every day. According to Harvard Business Review, an average full-time worker in America receives 120 messages per day, some of which are cold sales outreach emails.


Competing in the sea of emails requires attention-grabbing email strategies that make your prospects stop scrolling, open the emails, and respond positively to your pitch.


So, what’s the formula for creating successful sales introduction emails?


Here are some sales email tips you can use to make scroll-stopper sales introduction emails.

CRM Automation Sales Introduction Email Templates

Free CRM Guide

4 Steps of Crafting Powerful Sales Emails

Step #1: A Fascinating Subject Line


Did you know that only 1 from 4 emails gets opened?


To get the click, you need to make extra effort in coming up with intriguing subject lines. If prospects don’t open your email, they won’t see your message, and your sales email will lose its purpose.


With that in mind, below are some creative subject lines (designed to increase email open rates) you can add to your sales introduction emails. Copy these ideas to your email templates on your sales CRM software.


  1. I read your [content type] on [channel] I thought it was…
  2. [Prospect First Name], you know what your business’s problem is?
  3. I’d like to send you some money—in the form of increased business profit
  4. [Referral] said you were a…
  5. [Referral] said you needed this…
  6. [Prospect First Name], you need [Name/Product] in your life
  7. [Prospect First Name], I saw this and thought of you
  8. [Result] in [duration] days. Is this possible for you?
  9. I noticed you [verb] at [company]
  10. If we can’t fix your [problem] issue I’ll give you…


Alright, you have successfully made your prospects open the emails. Now, you need to focus your attention on the next crucial step: keep them reading.


Pro tip: Crafting a successful sales email takes multiple refinement steps. Analyze your email performance with Pipeline CRM’s in-app Email Reporting. See the results of your email drip campaigns and test the new strategy with the A/B testing feature.


Step #2: Crafting Your Opening Line


There are three ways to approach your opening line: confirm the subject line, disagree with the subject line, or create a fascinating hook that keeps people reading.


Here are a few templates you can use for your opening line (these templates are paired with your subject lines above).


  1. Here’s the one thing that stood up to me. Your [content type] gave me [result]
  2. Your problem is [outcome]. Here’s how I can help you with that.
  3. I’d like to send you some money—in the form of increased business profit. What’s your [address]? I’m asking because…
  4. [Referral] said you were a good person to speak to about [problem], is that true?
  5. [Referral] said you needed a [resource]. Said you wanted [result]. Is this still the case?
  6. [Name] can help you with your [problem] issue. They’re the [title] at [company]. They have [number] years of experience.
  7. I saw this [resource], and I thought of you. In the past, you mentioned that you were looking for [resource]
  8. [Result] in [duration] days. It’s absolutely not possible. So how did they do it? 
  9. I noticed you [verb] at [company], and I see that your [company] is [positive outcome]. Do you have something to do with that?
  10. [Risk reversal: promise]. If we can’t fix your [problem] in the timeframe we’ve promised we’ll [risk reversal: promise] to make things right. 


Once you’ve spent some time tweaking your subject and opening lines, you can pivot to the main topic of discussion. This needs to be handled carefully. If the transition is too abrupt, everything you said could sound insincere.


Step #3: Writing the Body of Your Email


Now, we’re ready to shift our prospect’s attention to the main topic or discussion. 


In the body of a sales email, you’ll want to define your goal. Do you want your prospects to book a demo or increase free trial sign-ups? Do you want to set more appointments or make direct sales?


The body of your message will vary depending on the email purpose, so we’ll need to focus the attention on best practices and important do’s and don’ts. Here are some tips you should follow:


  • Rally each email around a single focal point
  • Define the purpose of each message (e.g., education, information, transaction, or commitment)
  • Use short sentences, no more than 20 words per sentence
  • Break it every 2-3 sentences to improve cognitive fluency, decrease friction, and decrease fatigue
  • Leave readers wanting more
  • Avoid rambling; be concise, get to the point
  • Use a single call to action. Focus your conversion goal down to a single link
  • Use bullets and formatting to break up text
  • Write messages that are easy to read and simple to understand
  • Use subheadings to reduce bloat
  • Run A/B split tests to optimize your messages


Step #4: Take Prospects Through Phases


Ideally, each of your emails should fit into one of the below five phases. The phases range from writing emails for cold outreach to promoting upselling opportunities and re-engaging cold leads.


  1. Indoctrinate: This phase is about introducing yourself to new prospects, showing them how and what you sell, how your product or service can solve their problems, and turning them into friends.
  2. Engage: Talk about the things that interest your prospects and encourage them to make a commitment (e.g., a purchase, opt-in, follow, or like).
  3. Ascend: You’ve successfully turned prospects into customers. Greet them, and solve their next problem. Keep nurturing them so that they will make another purchase with you. 
  4. Segment: Get feedback from your prospects and customers. Ask your cold prospects why they didn’t buy, and ask your customers what they might want to learn or buy next. 
  5. Re-Engage/Win Back: Bring prospects and customers back when the relationship has gone cold or you’ve drifted apart.


Related: Learn how to re-engage cold prospects by sending them heart-warming emails in this blog.


When done right, each phase should build upon the previous phase. It’s a systematic process to convert prospects into friends, friends into customers, and customers into passionate fans. 


Successful Sales Introduction Emails Follow a Formula

When crafting a sales introduction email, a customer-first approach is the only way to make consistently high-performing introductions. Use these recommended templates and frameworks to make powerful sales introductions.


As a rule of thumb, the better you are at grabbing the attention of your prospects and appealing to their desires, the easier it will be to close more sales. 


If you want to save time and effort in crafting delivered sales emails, leverage the built-in AI email assistant feature of Pipeline CRM. With just a few clicks, you’ll have captivating emails ready to be sent. And don’t worry about the lack of personalization. Although AI helps you craft it, you can still tailor it by adding specific messages and editing it by selecting commands like “more engaging” or “shorten.”


Book a demo to try this nifty sales email feature and other powerful sales-related solutions on Pipeline CRM. Sign up now!