Writing Formal Cold Emails That Get Replies: Pro Tips (for humans and AI)

Sending cold emails can feel like throwing a message in a bottle into the ocean, hoping it reaches the right person. 

But it doesn’t have to be that way. 

Writing formal cold emails (or using an AI email generator to create it) that actually gets a response is all about striking the right balance between being professional and showing some personality. Here’s how you can nail that perfect formal cold email in a few steps. 

Let’s start with the subject line. 

It’s your first impression, so make it count. Keep it short, sweet, and to the point. Skip the generic stuff like “Hello” or “Meeting Request.” Go for something specific, like “Collaboration Idea for {{Project Name}}” or “Quick Question about {{Relevant Topic}}.”

Now, onto the opening line. You need to grab their attention right away. 

One great way to do this is by mentioning something about them. It could be something they recently achieved, some news about their company, or even a post they made on social media. For example:

“I recently read your article on sustainable marketing strategies and found your insights really eye-opening.“

This shows you’ve done your homework and are genuinely interested in what they do. Let’s see how this works in an example opening paragraph.

“Hi Dr. Smith,

I recently came across your latest research on renewable energy solutions and was really impressed by your innovative approach to solar energy storage.”

Once you’ve got their attention, it’s time to introduce yourself and explain why you’re reaching out. 

Keep it brief and straightforward. Mention your name, your role, and the purpose of your email early on. Here’s an example:

“My name is Jane Doe, and I’m a project manager at GreenTech Solutions. We specialize in developing cutting-edge renewable energy technologies.“

To make things clearer, let’s break down the key elements of a strong cold email body.

Next, you need to present your value proposition. 

This is where you highlight how your proposal or idea can benefit the recipient. Keep it relevant and simple. Avoid long explanations and jargon. Focus on the value you bring:

“Our latest technology can increase solar energy storage efficiency by up to 20%, which could significantly enhance your current projects.“

To make your points stand out, use a bullet list. Here’s how you might format your value proposition:

• Innovative technology → a brief description of your unique solution.
• Proven results → any relevant metrics or success stories.
• Mutual benefits → how this collaboration can be beneficial for both parties.

After laying out your value proposition, move on to your call to action. This is where you guide the recipient on what to do next. 

Be polite but clear. Instead of a vague request like “Let me know if you’re interested,” be specific:

“I would love to discuss this further and explore potential collaboration opportunities. Are you available for a 15-minute call next week?“

To further illustrate how to frame your call to action effectively, let’s look at another table.

Before wrapping up your email, don’t forget to say thanks. Thank the recipient for their time and consideration. 

It’s a small gesture that goes a long way in building a positive rapport.

“Thank you for considering this opportunity. I look forward to your response.”

To bring everything together, here’s a comprehensive email template that includes all the elements we’ve discussed.

Subject line: Exploring Collaboration on {{Topic of Interest}}

Hi {{Recipient’s Name}},

I recently came across your latest research on {{Research Topic}} and was really impressed by your innovative approach to {{Specific Aspect of Research}}. My name is {{Your Name}}, and I’m a {{Your Position}} at {{Your Company}}. We specialize in developing cutting-edge {{Industry/Field}} technologies.

Our latest technology can increase {{Specific Benefit}}] by up to {{Percentage}}%, which could significantly enhance your current projects.

• Innovative Technology: Our unique solution to {{Problem/Challenge}}.
• Proven Results: Demonstrated success in recent case studies.
• Mutual Benefits: Enhancing your projects while promoting {{Relevant Goal/Value}}.

I would love to discuss this further and explore potential collaboration opportunities. Are you available for a 15-minute call next week?

Thank you for considering this opportunity. I look forward to your response.

Best regards,

{{Your Name}}

{{Your Position}}, {{Your Company}}

{{Your Contact Information}}

When closing your email, make sure all your contact information is easy to find (try using an email format to make it stand out). This includes your full name, job title, company name, and any relevant links (like your LinkedIn profile or company website). You can also use Reply.io to send personalized emails at scale if needed.

Bottom line on cold emails

In a nutshell, a successful cold formal email is all about personalization, clarity, and providing value. Be respectful of the recipient’s time, and make it as easy as possible for them to respond. By following these tips and using the provided examples and templates, you can increase your chances of getting a positive response.