Guide To Writing Personalized Cold Emails in 2023 (With 18 Best Templates)

This blog has been written for you. You, the one reading this right now. Brace yourself, it’s about to get personalized.

If you felt that was a scary intro, don’t worry. The jump scares are done.

The important thing is, you felt something. That’s the singular goal for every personalized email template. The receiver should feel, connect, and respond to your sales outreach – in that order.

But, before getting into the email examples, there’s one big question that needs to be answered.

Why Should You Personalize Your Cold Emails?

Short answer: to cut through the white noise created by generic cold emails and grab your prospect’s eye. In fact, personalized email content can boost your response rates by a whopping 32.7%, reports Backlinko.

Personalizing your emails also helps you avoid spam filters, saving your sender reputation and email deliverability.

But how do you personalize every email in a prospect list with 100s or even 1000s of names? 

For SDRs like Nikita Solberg, personalizing the initial cold emails is never an option. “I’m more of a fan of personalizing later in the process—after they’ve opened a couple of emails. I like personalizing, especially for the person you’d probably be signing off on the product”, she says.

But this strategy of personalizing only for the decision-makers comes with certain risks. What if your prospect ignores your cold email only because you sent a generic email? This is highly likely, considering 76% of consumers get annoyed by non-personalized communications.

So, here’s a framework we’ve put together to help you quickly decide whom to personalize your emails for during your cold email outreach.

Want to know how the best-performing sales reps are hitting 100% quota through cold emails and cold calls? Check out Klenty’s SDR X Factor interview series, where we spoke to 8 quota-crushing SDRs like Nikita and curated their strategies for cold emailing and cold calling.

Email Personalization Framework 

Different prospects bring different amounts of revenue for your business. So, why spend 10-15 minutes for all of your 500 cold prospects?

To save time and make your cold email campaigns infinitely more productive, select deals that are most important for the business and personalize your communication with those prospects. 

For that, we should find the deal size, and prioritize prospects based on that.

Here’s the formula to find the deal size:

Deal Size = Price of your plan($) x No. of Seats taken by a Prospect.

Once you find the deal size, categorize them into small, medium, and large deals.

Here’s How You Can Personalize for Different Deal Sizes

Small: Prospects with minimum deal value. Your personalization should be basic, like using placeholders for prospect’s name, company name, and/or designation in your email templates.

Tabular representation of the level of personalization with regard to the deal size

Medium: Mid-sized deals. Here, you personalize using mutual connections or recent developments in their company. Spend less than 3-5 minutes.

Large: These have deals with the highest value. So, go all in and hyper-personalize these cold emails by addressing role-specific pain points

How To Personalize Your Cold Emails?

From using the information on LinkedIn to checking a prospect’s company website, there’s a lot you can do to personalize your sales emails.

And there are different parts of your cold sales email template that you can personalize: the subject line, the call-to-action, the sign-off, and the email body. Every piece of real estate in the email is an opportunity to personalize. 

Here are some easy ways to personalize your sales emails to prospects. 

Pro tip: Use any of these cold email templates as your base, and personalize on top of it to save time. 

18 Best Personalized Sales Email Templates To Boost Response Rates

Personalizing With the Prospect’s Name

Research shows hearing our own names triggers a unique reaction in our brains, which makes us pay more attention. In fact, name personalization in the subject line boosts the average open rate by 39%.

Now, if you add your prospect’s name to your email, they’ll definitely spot your email in their crowded inbox. But don’t go adding it before the start of every sentence. Use it appropriately.

Tip: Additionally, you could also hyper-personalize the email according to the meaning of your prospect’s name. For example, Matthew means “Gift of God.” While this may not work at scale, Matthew is sure to open an email with the subject line “Matthew, you’re a Gift of God!” 

Template 1: Personalized email with just a name

Sub:  {Prospect’s name}, your {target audience} are out of time!

Hi {prospect’s name}

Now, I know you don’t like wasting time.

Just like many other {industry} organizations, your {target audience} are most likely wasting at least 60 minutes every day on {tasks}.

Our product, {your company} can help your {target audience} save a lot of time by automating {task}.{their competitor} saved {number of hours} using {your product}.

Is this worth your time, {prospect name}?


Personalized cold email example with the prospect’s name:

Personalized cold email example with the prospect's name

Personalize Around the Buyer Personas

Personalizing around the buyer persona is all about having a clear understanding of the needs or pain points of your different buyer personas. 

Nanditha Menon, BDR at G2’s APAC team, uses this strategy to personalize her emails. “If I’m reaching out to a marketing person, I should be solving a marketing problem. If I’m reaching out to a CEO, I should be solving a larger problem, like about brand visibility,” she says.

To personalize around buyer personas at scale, follow these 2 steps:

  • Group your prospects with similar job profiles, company size, priorities, and pain points.
  • Then, craft emails with personalized content that appeals to each group and send them at scale.

Initially, a business with just a few customers may find it difficult to get this right. A/B test different messages for different buyer personas and then choose the ones that are working.

Template 2: Personalized email based on buyer persona

Sub: Grow {results} by {percentage}

Hi {prospect’s name},

As a {designation of the prospect} in the {industry}, you must surely be aware of the importance of {having/improving results}. But managing and tracking {pain points} is never an easy job.

And that’s where {product} can help you. With {product}, you can get {results}.

{customer company} achieved {results} within {time frame} of using {product}. Here's how. [Embed case study link]

Worth a chat, {prospect name}?


Personalized email sample based on buyer persona:

Example for Personalized email based on buyer persona

Using Trigger Events for Personalization

Sometimes, certain events can cause disruption in the business world. These disruptions create opportunities for a rep to reach out to their prospects with personalized cold email templates specific to the events. Such events are called trigger events.

Here are a few examples:

i) New Hires at the Top of the Rung

A newly appointed C-suite executive would want to prove their value. One way would be to purchase a new product to revamp any existing processes and shake things up a bit.

Template 3: Personalizing around a new hire

Sub: {old designation} to {new designation}!

From a/an {old designation} to {new designation}! 

Congrats {prospect name}! Took me a good 20 minutes to figure out the reason behind this unusual career trajectory. And now I know one more thing about you - your love for streamlined processes.

So, here’s my offer. How would you like it if you could build an organized and repeatable {process for achieving results}?

Sounds too good to be true? Not with {product} by your side.{product} solves {pain point 1} and {pain point 2} all on autopilot. 

Recently {product} helped {customer company, {industry} company improve their {results} by {percentage}.

Is this worth your time, {prospect}?


Personalized email sample around a new hire:

Personalized email sample around a new hire

ii) A Move From the Competitor

Developments in your prospect’s rival company may prompt them to equip themselves with new software to match their competitors.

Template 4: Personalizing around a competitor’s move

Sub:  {Prospect’s name}, time to return fire!

Hi {prospect’s name}

I’ve been keeping tabs on [competitor company name] for some time and it looks like they’re getting ready to disrupt the market with their new {feature/tool}.

Don’t worry, I come in peace from {your company}. We can help you even the playing field with our {tool} that {value proposition}.

Enough talk. Would you like to see a quick demo video as proof of concept?

Locked and Loaded,

Personalized email around a competitor’s move:

Example for Personalized email around a competitor’s move

iii) New Round of Funding

A company that has secured a new round of funding would be willing to loosen its purse strings and invest in new software.

Template 5: Personalizing around new funding

Sub:  {Prospect’s name}, funded and fired up?

Hi {prospect’s name},

Congratulations to you and [company name] on the latest round of funding. I represent{your company}, and I’d like a chance to enter your Shark Tank to pitch {your product}.

With {product} you can:

{benefit 1, 2, 3}

As a {job role}, I believe nothing’s more important to you than {solving pain point}.

I would love to answer all your questions over a call. Here's a link to my calendar, where you can pick a time according to your convenience.     


{your sign-off}

Personalized cold email example around new funding:

Personalized cold email example around new funding

Tip: Use Owler, Google Alerts, or similar tools to get notified of any trigger events. The key to making the most impact is by getting a jump on it. Trigger events are time-bound, so being late means you lose out on the edge.

Personalizing Emails With a Compliment

Receiving compliments elicits the same reaction in our brains as receiving money. So, when you send emails complimenting your prospects, they immediately take a liking to you and what you say.

Here are a few scenarios where you can send emails with a compliment:

Prospect has won an award: If your prospect has recently won any recognition in their field, talk about that in the email.

Prospect puts out valuable content: Nikki Ivey, Director of Sales Training at JB Sales, suggests mentioning what you gained from attending a prospect’s webinar or subscribing to their content stream in your emails.

Prospect is a leader in their field: Drop an email to show your respect and admiration for them.

Template 6: Personalized email with a compliment

Subject Line: Your post on {topic}

Hi {prospect name},

Loved your recent blog post about {topic of the post}. I think {give your thoughts on the topic}.

But {results they mentioned in the post} can't be built in a day! It requires a lot of perseverance to do everything, from {tasks involved in achieving results}.

{Your product} can lift half this load from your shoulders. With {your product}, you don't have to {pain points your product helps solve} because you can {how does your product help achieve results}.

Since you spoke about {their company's} plan to double down on building {achieving results}, I thought this might be relevant.

Worth a chat, {prospect}?


Personalizing email with a compliment:

sample of Personalizing Email With a Compliment

Email Personalization by Using Prospects’ Interests

Bringing up something that the prospect did outside of work is a great conversation starter, according to Metadata’s SDR Manager, Ashley Dees. “Who wants to look at more stuff about work? No offense to our companies. We all love our companies and the work that we do but make it fun. People like to have fun. Make it about them,” she adds. 

To find prospects’ interests, go through your prospects’ social media posts and comments to find something you can use in your email. These could be sports, TV shows, movies, or food choices.

For example, here’s how Ashley personalized an email around the fact that her prospect has written a short book: 

Email Subject Line: metadata demo + {their name} // {name of their book}.”

Email Body: Complimented the book and asked for a meeting.

Template 7: Personalized email around sports

{prospect name},

Saw on LinkedIn that you volunteer as a YMCA basketball coach – know how valuable 1:1 is with your team to ensure success.(at work or on the court)

Exactly what makes {product} a slam dunk for {target audience} – the ability to provide {results}.(exactly why your previous organizations {company name} and {company name} are Superpave customers.)

Interested in learning more?


Source: Taylor Griffith, Senior AE at Clari

Example for personalizing email around sports:

sample for Personalized email around sports

Template 8: Personalized Email Around a TV Series

Sub: Let the Halloween Heist begin!

Hello, {prospect name}

Jake is coming back for the Halloween Heist, and so are we at {your company}. More than B99 coming to an end, I know you’re struggling to cope with {pain point}. We can help you claim the Amazing Rep/Genius title with {value proposition}.

Here’s a link to my Calendly:

Let’s meet in the Evidence Room and get scheming. Don’t tell Charles!

Cool, cool, cool, cool. No doubt, no doubt, no doubt
It's time to heist!

Personalized outreach email around a TV series:

example for Personalized Email Around a TV Series

Use Their Existing Technology To Personalize

Prospects might not be sure if your solution would fit into their tech stack. So, if you mention their tools in your email and explain how well your tool can be a part of their tech stack, it’ll make them lower their guard.

Tools like Datanyze and Builtwith will help you find out your prospect’s tech stack. You can also see whether they’re using your competitors’ products.

Once your prospect sees compelling proof in your email, they’re sure to give you their time.

Template 9: Personalizing emails around technology

Sub: {first name}, you can do better!

Hi {prospect’s name}

I see that you are currently using { their CRM} for managing your database. A majority of our patrons also use the same platform. In fact, our native integration makes it super easy for you to {your solution}, without even having to move out of your current platform.

Here is what the users of {their CRM} are saying about {your company}.

Worth a chat, {prospect name}?


Example of personalizing emails around technology:

example of personalizing emails around technology

Improvise Your Cold Emails Based on Market Conditions

Market conditions keep changing all the time. So, it’s crucial that you update your value messaging to suit the needs of your audience, who are currently affected by the changes in the market.

For example, if your solution has multiple use cases, now’s the time to flex them. Focus on a use case in your email that you had never focused on before.

This could be applied anywhere. You don’t necessarily need an all-in-one tool. It’s all about updating your messaging to suit the current situation of the buyers. 

Template 10: Personalization based on improvised messaging

Sub: {first name}, it's time to close all tabs!

Hello, {prospect's name}

With Hybex added to your tech stack, you can scale your cold email outreach. But this also means you’ve {task to take care of}.

So, here’s our offer: Why don’t you focus on tasks that bring revenue to the table while {product} manages {specific pain point your product solves}for you?

Here's how {product} can help: 

– {Benefit 1, 2, 3}

If we can have a quick chat, I could show you how simple it is to get started.


Email personalization based on improvised messaging:

email personalization example based on improvised messaging

Customizing With Relevant Visual Representation

Our brain processes images 60,000 times faster than text. And that explains the old adage: A picture speaks louder than words. 

That means adding a relevant image or video in your email is more effective than explaining the same in words. 

Many successful SDRs like Aamir Sohail feel the same way. He’s found success by attaching screenshots of his product with his cold emails. “The right people, like the technology experts of the company or CTOs, can gauge the product by seeing the dashboard,” he says.

You can customize your email using the following:

  • Product or your website landing page screenshots to show how your product solves their pain points and to give social proof.
  • Graphs, statistics, or infographics to stress why taking action to solve pain points should be a priority.
  • Videos to demonstrate how your product can add value to the prospect’s business.

    Tip: Tailor your video for different audiences using a video editor. For instance, if you’re talking to a decision maker, talk about the bigger business impact. If it’s someone from the lower rung of the ladder, talk about their immediate goals and how you can help them grow in their role. 

Template 11: Personalizing emails with an image

Subject Line: {Missed/failed to achieve specific results}

Hi {prospect name}, 

Let's just say you realized {company name} {missed/failed to achieve specific results}. You and {concerned teammates} look for {ways to resolve the issue} and, of course, take a vow to never {fail at achieving results} again. And that's where {product/service} can help.

[Insert image]

A {feature name} with {how it helps deal with pain points}, {missed/failed to achieve specific results} will soon be a thing of the past.

What's the best way to show this to you, {prospect name}?


Personalizing sales emails with an image:

Personalizing sales emails with an image

Template 12: Personalizing emails with a video

Subject Line: {Prospect name}, Quick Video?

Hi {prospect name},

Created this 1-minute video for you.

[Video Script]

Hi {prospect name}, I wanted to send you a quick video. I saw you are using {competitor}, and I'm sure you are super satisfied with them. 

But companies like {customer 1}, {customer 2}, and {customer 3} were previously showcased on {competitor} homepage. I had done a case study with them, and they were happy to take a look at {your product}.

Some of the reasons that forced these companies to migrate to a new solution were:

{Pain point 1 from using competitors}
{Pain point 2 from using competitors}
{Pain point 3 from using competitors}

As I said, I'm sure you are super satisfied with {competitor}, but is it the worst idea to see what else is out there?

[end of video script]

Personalized email sample with a video:

Personalized email sample with a video

When it comes to video personalization, you can explain how a particular feature popular among users works, give a mini demo of your product, and a mini explanation of introducing the product to prospects who are not aware that they need a solution.

Personalize by Highlighting a Mutual Connection

Mentioning a mutual connection is a great way to make an instant connection and garner trust from your prospects. Name-dropping also helps your prospect place you within their existing network. Just like that, you’re not a stranger anymore, psychologically speaking.

Surfing your prospect’s social media profiles will help you identify a mutual connection you can mention in your email.

Mutual connections that you can mention:

  • You could both know the same person
  • You could come from the same town or high school
  • You could both be a part of the same Facebook or LinkedIn group
  • You could have attended the same conference, seminar, etc.

Template 13: Using a mutual connection to personalize your email

Sub: {first name}, we’re not strangers!

Hi {prospect’s name},

This is {your name}, a close friend of {mutual connection}. In fact, we were college roommates.

I am reaching out to you because {mutual connection} thinks {prospect’s company} could largely benefit from {your company}, where we ensure a hassle-free billing platform for your business.

Can I schedule a quick call this Tuesday to explain more about it?

P.S. Should I tell (mutual connection) you said hi?


{your name and sign-off}

Example of using a mutual connection to personalize your email:

example for using a mutual connection to personalize your email

Hyper-Personalize With Highly Specific Pain Points

71% of consumers expect personalized interactions from you, according to McKinsey’s The Next in Personalization Report. So, prospects will love a hyper-personalized email with relevant and useful information.

Here’s how you can hyper-personalize your emails by addressing a unique and specific pain point:

  • Start with a pain-point-based subject line, as they have an open rate of 28%, according to an in-house study by Klenty.
  • Use an interesting detail about your prospect—like their favorite sport—in the introduction and tie it back to your product to keep it relevant.
    For example, Alastair Chamberlin, SDR Manager at Zinc, personalized an email to a C-suite executive who was into rugby by drawing an analogy between converting a trial and winning a rugby game.
  • Highlight why you chose to reach out and how they could benefit from partnering with your business. 
  • Back up your claims with case studies, social proof, and insights.
  • Create customized pages or video snippets where you can present a quick demo if needed.

Template 14: Hyper-personalized email with pain points

Sub: Still struggling with (pain point)?

Hi {prospect’s name} - I noticed that you are looking to bring in an executive to head your Sales division in the South Bay area.

With a new face leading the team and 20 new Account Executives set to join as well, I am sure it should be an exciting phase for {prospect’s company}.

With the team itching to get started, a perfect complement for them would be {your company}’s CRM software that saves up to 60 minutes every day by eliminating manual entry, helping your team focus on other priorities.

Worth your time, {prospect name}?


Hyper-personalized email with the specific pain points:

hyper-personalized email sample with pain points

Personalization Based on Geography/Weather

Talking about the weather is usually limited to small talk. But, what if you could leverage that?

Group your prospects according to location/geography, and set a reminder on your weather app. Some parts of the world don’t experience multiple seasons all year long. If it’s always sunny in Philadelphia, it’s always raining in the Amazon forests. Write up some subject lines and do some A/B testing. It’s always good to save up for a rainy day!

Template 15: Personalization based on geography/weather

Sub: Heavy rains predicted in your inbox!

Hi, {prospect's name} - The weather can be unpredictable, not your {task/process/results}. 

{your company} can help you {acheive results}. 

Here's how we do it: {value proposition}.

I'd love to take you through a demo to help you get started. Is this Thursday good for you or do you want a rain check?

PS. I'll keep an extra umbrella for you!

Chief Weatherman

{your name and sign-off}

Cold email personalized around geography/weather:

cold email personalized example around geography/weather

Personalizing Outreach Emails Based on G2 Reviews

This is an off-shoot of personalization using compliments. Except this time, it’s about singing praises about the prospect’s company. Get on G2 and look up their reviews. Find out what users love about their services, and use that to your advantage.

Template 16: Personalization based on good reviews

Sub: "Love your customer support"

Hi, {prospect's name}

Your customers love you! We'd be happy to give them more reasons to stay in love with you. {your company name} can take you to the next level by {value proposition} and totally eliminating {pain point}. We save you time, while you earn more glowing reviews!

If we can have a quick chat, I could show you how simple it is to get started.


{your sign-off}

Personalized emails based on good reviews:

personalized emails example based on good reviews

If this isn’t an option, you can flip this to offer a helping hand to your prospect. Oftentimes, the Discussions section in G2 reviews can tell you exactly what users are missing. If your product is the perfect solution to bridge the gap, your prospect isn’t going to think twice about it. After all, nobody likes to leave questions unanswered, especially not on G2.

Template 17: Personalization based on G2 discussion query

Sub: {first name}, are you missing something?

Hi, {prospect's name}

I noticed someone had asked {query from G2}, and you hadn't responded yet. 

Do you have it? If not, I think {your company} can help!

We can solve this by integrating with {product}. {product} has {value proposition}.

Is this worth your time, {prospect}?

PS: Your competitors like {competitor 1} and {competitor 2} have integrations with {product}.


Cold email Example based on G2 discussion query:

cold email Example based on G2 discussion query

Another way to personalize your emails is by using the negative reviews they posted about your competitors. Most often, they’ll pinpoint what they dislike about their present software (your competitor) in these reviews. Your job is to craft an email explaining how your product can rectify the issue they’re facing.

Template 18: Personalization based on G2 review about your competitors

Subject Line: Your {competitor} review

Hi {prospect name},

I came across your review on {software marketplace} on how {your competitor} hasn't been working for you. That's not the first time we've heard it.

Would you be open to trying a better alternative? {your product}'s 
{specific feature} would never fail, and if you have any queries, we have 24*7 chat support that would respond to you within no time. Don’t take our word for it. Here’s a screenshot of some of the reviews we’ve received from ex-{your competitor} customers.

We're also affordable compared to {competitor 1} and {competitor 2}. Is this worth your time, {prospect name}?


Email personalization based on competitor reviews on G2:

email personalization sample based on competitor reviews on G2

Closing Thoughts on Email Personalization

In a vast ocean of emails, a personalized email is like a hand-written message in a glass bottle.

The moment your prospect sees that your cold email has been specifically addressed to them, they’re more likely to reply.

As a parting gift, here are 3 data-backed cold emailing tips from quota-crushing SDRs:

  1. Send shorter cold emails and break walls of text with images, videos, etc.
  2. Keep your subject lines under 4 words.
  3. Don’t send breakup emails that are passive-aggressive.

FAQ: Top Queries on Personalized Email Templates

Is personalization in sales emails mandatory? How important is it to personalize my sales email?

Yes, personalizing sales emails is necessary for a successful email outreach campaign. Your prospects have grown tired of generic sales emails, and personalization is the only way to cut through the clutter and reach them. On top of that, personalizing emails helps you stay away from the spam folder and protect your email deliverability.

How to send personalized emails at scale?

You can use a cold email software or a sales engagement software to send hyper-personalized emails at scale. These tools offer a range of personalization options, from text personalization to image and video personalization. Besides this, these tools help you identify sales-ready prospects allowing you to send personalized sales follow-up emails at the right time. They do this by assigning a buying intent score to your prospects based on how they interact with your emails. That means their intent score increases every time they open your email or click on a link, indicating their sales-readiness.

What are the different personalization strategies when writing sales emails other than {{FirstName}} and {{Company}}?

Here are some of the personalization strategies you can use besides {first name} and {company name} personalization:

Personalize around the buyer personas – Group your prospects with similar job profiles, company size, priorities, and pain points. Then, craft emails with personalized content that appeals to each group.

Personalize based on trigger events – New hires, new rounds of funding, and new moves from prospect’s competitors are some trigger events you can use to personalize your emails.

Personalize around prospects’ interests- Personalize using something that interests the prospects’ like TV shows, sports, movies, or even food choices.

Personalize around their existing technology- If the prospect uses the same set of tools as most of your customers, you can personalize your email around that. Mentioning that in your mail will establish a sense of familiarity and help them overcome any natural hesitation they might have towards any new tool.

How do I personalize emails based on pain points?

1. Highlight how you’ve solved particular pain points for businesses or industries similar to your prospects. 
2. Ask a direct question about solving their pain point in the subject line
3. Validate their pain point inside the email body. 
4. End with an informal, break-the-fourth-wall kind of CTA.

What level of personalization should you use in your cold email?

The level of personalization you should use in your cold emails should depend on the deal size of each prospect. For:
Small-sized deals: Go for basic personalization like placeholders for the prospect’s name, company name, and/or designation in your email templates.
Medium-sized deals: Personalize using mutual connections or recent developments in their company.
Large deals: Hyper-personalize by addressing role-specific pain points.

What is the best time to send cold emails?

The best time to send cold emails is between 1 PM and 4 PM, according to a study by Yesware. However, to find out the best time for your industry and audience, monitor your cold email campaign analytics and find out when your emails get the most engagement.

What is the importance of personalized cold emails?

Here’s why you should write personalized cold emails:
– To stand out from generic emails in your prospect’s inbox
– To avoid spam filters and improve email deliverability and sender reputation
– To get higher opens, replies, and eventually more deals.

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