[New] Best Prospecting Email Templates in 2023

Prospecting emails are outreach emails sent to potential customers by salespeople to introduce themselves and their company. This email is intended to secure a phone call, video call, or in-person meeting with the prospect to discuss their specific needs. If a salesperson sends a prospecting email to a receiver with whom they have never previously communicated, it is also frequently referred to as a “cold email.” Even though you might occasionally need to send a cold email, it’s ideal for sending outreach or prospecting emails to people who already know something about you or your company.

If you don’t know what to write in the subject section of your email then this article right here will guide you.

Subjects for “Prospecting Email”

The only thing preventing your prospecting email from being seen is your subject line. The probability of your email getting open highly depends on the subject line and if you send your email without a proper subject line then it will surely get ignored. If you don’t want that then its better to send your prospecting email with a good subject line. If you need some help with it then you can select any one of the following:

  • Are you hyper-focused on {the goal your solution addresses}?
  • A resource for {business area your solution addresses}
  • {Prospect name} – following up on your search
  • Can we help you achieve {business goal}, too?
  • Right contact at {company name}
  • {Prospect name}, need help with {specific issue}?
  • {Prospect name}, looking for help with {specific issue}?

1. Cold Prospecting Email

Hi {Name},

Just saw the news about {trigger event}. Congrats!

Usually when this happens, {insert value prop} becomes a priority. So, I thought you might be interested in finding out how we helped {similar company} {benefit}.

I know things at {company name} must be crazy now, but If you’d like to learn more, let’s set up a quick call.

How does {specific day and time} look on your calendar? Alternatively, here’s a link to my calendar or feel free to send me yours.

Yours Sincerely,
{Sender Details}

2. Sales Prospecting Email

Dear {Name},

Speaking with {PROSPECT’S ROLE} leaders, they're frustrated that {PROBLEM}. I suspect you're looking into [SOLUTION] to help like they were.

We’ve helped companies such as {COMPETITOR COMPANIES} achieve {SPECIFIC RESULTS} after implementing {YOUR PRODUCT}.

Here’s how: {CASE STUDY}.

Against learning how we could help, {PROSPECT’S COMPANY}?

Yours Sincerely,
{Sender Details}

3. Reverse Prospecting Email

Dear {Name},

Thanks so much for stopping by {address} last Sunday. It was great to meet you!

If you’re interested in seeing more homes, I have a few in the {neighborhood} that I think might be right for you. It’s a competitive area, but my expertise in buying and selling in this neighborhood is unparalleled.

Let’s make sure that I am a good fit for you and your needs before we move forward. To do so, I want to hear more about what you are looking for in a new home and discuss my approach to the homebuying process. Feel free to send me an email with your availability for meeting and I will create a time that works for both of us.

Yours Sincerely,
{Sender Details}

4. Best Prospecting Email

Dear {Name},

Because I work so much with {your targeted industry}, I noticed that {company} recently {company action}. Congrats!

Usually when that happens, {business value} becomes a priority. That’s why I thought you might be interested in finding out how we helped {similar company} get going quickly in their new direction – without any of the typical glitches.

If you’d like to learn more, let’s set up a quick call. How does {specific day and time} look on your calendar?

Yours Sincerely,
{Sender Details}

5. Hotel Prospecting Email

Dear {Name},

I'm {Your Name}, and travelers find our hotel the best stay. 
I would love to tell you more about it and show you why we are different from other hotels.
Our high-end, luxury hotel offers a beautiful view, spacious rooms with all the latest technology and amenities like a full kitchenette and gym in each room. 
Whether your stay is for business or pleasure, we want to make sure that everything goes smoothly.
Let me know when it is a good time for a call.

Yours Sincerely,
{Sender Details}

6. Insurance Prospecting Email

Dear {Name},

Thank you for taking some time from your busy schedule to chat with me today. I know insurance shopping can be challenging.

I reviewed the cost of your current insurance policy and noticed a $150 premium increase in 12 months.

I can provide quotes from multiple carriers based on your specific needs.

If you're ready, I will call you on Wednesday to follow up. In the meantime, you can reach me at 000 000 000 if you have any questions.

Yours Sincerely,
{Sender Details}

7. Real Estate Prospecting Email

Dear {Name},

It was great meeting you at {address} last weekend. I hope you got a good feel for the house and the {benefit of the property — i.e., great pool, huge primary bedroom, beautiful view}. Let me know if I can answer any questions.

If you’re interested in the neighborhood, I have another property available nearby. It has many of the wonderful qualities that {address} has, with a few surprises! I’d be happy to set up a private showing for you this week.

Thanks again for stopping by!

Yours Sincerely,
{Sender Details}

8. Prospecting Email During Covid

Dear {Name},

If you're like most {lead's role}, you know how hard it can be to {deal with the problem your company solves}, especially when {relevant change in the industry since COVID-19}. 

Our {product/service} eliminates the stress and improves this by {one-sentence pitch}. Here's what {customer} has said about us:

{customer testimonial about the problem}

Would you like to also have {the benefit of your product}? If yes, will you email me the best time to give you a call next week?

Hope your team is staying healthy, 

Yours Sincerely,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO Emailformatsample.com
  • Date/Time – 15 October 2021

Tips for writing “Prospecting Email

  • Brief
    In an unsolicited message, prospects won’t spend much time reading, since they don’t know you. So it is preferable to make your email as short as possible.
  • Focused on prospects
    Rather than talking about your product or service, the first sentence should focus on prospects. It is best to use the language that they use in their industry, business, and/or personal lives.
  • A personal touch
    Include industry, a competitor, an event they attended – anything that indicates you didn’t just copy their name.Include industry, a competitor, an event they attended – anything that indicates you didn’t just copy their name.
  • Make a difference
    The only way to get is to give. Cold leads can be immediately warmed up by providing value.
  • CTA 
    A call to action that advances the sales process is required in each prospecting email. Request a response, a call, a meeting, or permission to call.


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope your Prospecting Email meets with politeness and a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.



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