Cold outreach is a volume game with a quality problem: the more emails you send, the easier it is for each one to get worse. Templates keep that quality steady by giving every message the same strong starting point, so the fortieth email of the day reads as well as the first.
What are outreach email templates?
Outreach email templates are reusable messages for starting, continuing, or reopening conversations with prospects, partners, publishers, creators, journalists, and professional contacts. Some are cold; others build on an existing relationship or introduction. When kept in a shared library, they also let a whole team send one consistent version instead of everyone improvising, the same principle behind shared canned responses.
This guide gives you 20 templates, grouped by use case, that you can copy from this page or save in Typedesk. Templates 1 to 8 cover sales and follow-ups, 9 to 12 cover SEO and content outreach, 13 to 15 cover influencer, podcast, and PR, and 16 to 20 cover partnerships, networking, and referrals.
Choose an outreach email template
Use the table to find the template you need. Each one has a short shortcut you can reuse in Typedesk, and a note on when it fits.
| Shortcut | Template | When to use |
|---|---|---|
| coldsales | Cold Sales Intro | First touch to a prospect who fits your ideal customer |
| valuefirst | Value-First Cold Email | Leading with a free, specific idea instead of a pitch |
| problem | Problem-Solution Cold Email | When you have evidence of a problem the prospect may be facing |
| mutual | Mutual Connection Intro | You genuinely share a contact with the recipient |
| trigger | Trigger Event / Congrats | After a funding round, hire, launch, or milestone |
| fu1 | Follow-Up (Bump) | A few days after your first email, with no reply |
| fu2 | Follow-Up With Value | A second follow-up that adds something useful |
| breakup | Final Follow-Up | A final message after several unanswered emails |
| backlink | Backlink Request | Asking a site to link to a relevant resource |
| brokenlink | Broken Link Outreach | You verified a dead link and have a useful replacement |
| guestpost | Guest Post Pitch | Pitching an original article to a blog or publication |
| blogger | Blogger / Review Outreach | Offering a product for an honest, independent review |
| influencer | Influencer Collaboration | Proposing a paid or gifted partnership |
| podcast | Podcast Guest Pitch | Pitching yourself as a show guest |
| pr | PR / Journalist Pitch | Offering a timely story, data, or expert to a reporter |
| partner | Partnership Proposal | Proposing a mutually useful partnership |
| network | Cold Networking Request | Reaching out cold to learn or connect, not to sell |
| demo | Meeting / Demo Request | Asking for a short call or product demo |
| reengage | Re-Engage a Cold Lead | Reviving a conversation that went quiet |
| referral | Referral Ask | Asking after a customer has shared a positive result or experience |
Before you send: personalize and stay compliant
These templates are starting points, not send-ready emails. Personalize each one, and keep two things in mind before it goes out.
Be honest. Only claim you are a reader, a listener, or that a contact referred you if it is actually true. Fabricated familiarity is easy to spot and undoes the trust the email is meant to build.
Stay compliant. In the US, commercial email, including B2B outreach and individual messages, falls under the CAN-SPAM Act. It requires accurate sender information, an honest subject line, clear identification as advertising, a valid physical postal address, and a clear way to opt out. The templates below leave out the footer for readability, so add the required information to the emails you actually send. Rules outside the US can differ or be stricter, so check what applies to you and your recipients. See the FTC's CAN-SPAM compliance guide for the current US requirements. This is general information, not legal advice.
20 outreach email templates you can copy
Each template is free to copy. The fields in brackets are markers: once a template is in Typedesk, replace each [fill: variable] (like [fill: first_name]) with a placeholder that prompts you at send time, and each [account: variable] (like [account: first_name]) with an account placeholder that inserts the sender's own details. Swap the rest for your own outreach.
Sales and follow-up emails (1 to 8)
1. Cold sales intro (shortcut: coldsales)
Subject: Quick question about [fill: company_name]'s [fill: process]
Hi [fill: first_name],
I noticed [fill: observation] at [fill: company_name]. We help [fill: target_role] [fill: outcome], usually by [fill: method]. Would a quick 15-minute call next week be worth it to see if it's a fit?
[account: first_name]
2. Value-first cold email (shortcut: valuefirst)
Subject: An idea for [fill: company_name]'s [fill: area]
Hi [fill: first_name],
I put together a quick idea for [fill: goal]: [fill: specific_suggestion]. No strings, I just thought it might help. If it's useful, I'm happy to share two more. Here's the detail: [fill: resource_link].
[account: first_name]
3. Problem-solution cold email (shortcut: problem)
Subject: [fill: pain_point] at [fill: company_name]?
Hi [fill: first_name],
I noticed [fill: specific_evidence], which can make [fill: consequence] harder for [fill: target_role]. We built [fill: solution] to help with exactly that, and [fill: relevant_proof]. Open to seeing how it could work for [fill: company_name]?
[account: first_name]
4. Mutual connection intro (shortcut: mutual)
Subject: We both know [fill: connection_name]
Hi [fill: first_name],
I noticed we're both connected to [fill: connection_name]. I work with [fill: target_role] on [fill: value], and your work on [fill: project] made me think it was worth reaching out directly. Would you be open to a short call?
[account: first_name]
5. Trigger event / congrats (shortcut: trigger)
Subject: Congrats on [fill: event]
Hi [fill: first_name],
Congratulations on [fill: event]. That's a big step for [fill: company_name]. I noticed [fill: specific_detail_about_event], and it made me think about [fill: relevant_need_or_goal]. If [fill: outcome] is on your radar, I'd be glad to share how [fill: customer_example] approached it.
[account: first_name]
6. Follow-up bump (shortcut: fu1)
Subject: Re: [fill: original_subject]
Hi [fill: first_name],
Just wanted to follow up in case my last email slipped through. I'm still happy to [fill: offer] if [fill: topic] is a priority right now. Would it make sense to revisit this next week?
[account: first_name]
7. Follow-up with value add (shortcut: fu2)
Subject: Thought this might help
Hi [fill: first_name],
Following up on my last note with something useful either way: [fill: resource]. It covers [fill: topic], a challenge that often comes up for [fill: target_role]. If you'd like, I can walk you through how it applies to [fill: company_name].
[account: first_name]
8. Final follow-up (shortcut: breakup)
Subject: Should I leave this here?
Hi [fill: first_name],
I've reached out a couple of times about [fill: topic] and haven't heard back, which usually means the timing isn't right, or it isn't a fit. I won't keep crowding your inbox. If [fill: outcome] becomes a priority later, just reply here and I'll pick it back up.
[account: first_name]
SEO and content outreach (9 to 12)
9. Backlink request (shortcut: backlink)
Subject: A resource for your [fill: page_topic] page
Hi [fill: first_name],
I read your article on [fill: article_topic], especially the section about [fill: specific_point]. I recently published [fill: your_resource], which goes deeper on [fill: subtopic]. If you think it adds value for your readers, it might fit alongside [fill: their_link]. Either way, thanks for the useful piece.
[account: first_name]
10. Broken link outreach (shortcut: brokenlink)
Subject: Broken link on your [fill: page_topic] page
Hi [fill: first_name],
Quick heads up: I checked [fill: page_url] today, and one of the links looks broken. It points to [fill: dead_link] and returns a 404. I recently wrote [fill: your_resource] on the same topic, which could be a natural replacement if you're updating the page. Thanks for the helpful content either way.
[account: first_name]
11. Guest post pitch (shortcut: guestpost)
Subject: Guest post idea for [fill: blog_name]
Hi [fill: first_name],
I read your piece on [fill: article], and [fill: specific_point] stood out. I'd love to contribute a guest post for [fill: blog_name]. A few angles I could cover are [fill: idea_one], [fill: idea_two], and [fill: idea_three]. Each would be original and tailored to your readers. Would any of these be a fit?
[account: first_name]
12. Blogger / product review outreach (shortcut: blogger)
Subject: Would you like to try [fill: product_name]?
Hi [fill: first_name],
I like how you cover [fill: niche] on [fill: blog_name], especially [fill: specific_example]. We make [fill: product_name], which helps [fill: benefit]. I'd be glad to give you free access to try it, with no obligation to write anything. If it turns out to be relevant to your audience, you're welcome to share your honest experience. Would you be interested in trying it?
[account: first_name]
If free access leads to coverage, the reviewer may need to disclose that they received the product for free, and some platforms restrict incentivized reviews. See the FTC's review guidance.
Influencer, podcast, and PR outreach (13 to 15)
13. Influencer collaboration (shortcut: influencer)
Subject: Collaboration with [fill: brand_name]?
Hi [fill: first_name],
Your content on [fill: platform] feels like a good match for [fill: brand_name], especially [fill: specific_post]. We'd love to explore [fill: collaboration_idea]. We can offer [fill: offer], and we're flexible on the format. Would you be open to discussing it?
[account: first_name]
Paid, gifted, or discounted relationships should be clearly disclosed in the resulting content. See the FTC's disclosure guidance for influencers.
14. Podcast guest pitch (shortcut: podcast)
Subject: Guest idea for [fill: podcast_name]
Hi [fill: first_name],
I listened to your episode on [fill: episode], and your point about [fill: specific_point] stayed with me. I'd love to join [fill: podcast_name] to talk about [fill: topic] from [fill: unique_angle]. Your listeners would leave with [fill: practical_takeaway]. Would this be relevant for an upcoming episode?
[account: first_name]
15. PR / journalist pitch (shortcut: pr)
Subject: Story idea: [fill: angle]
Hi [fill: first_name],
I read your coverage of [fill: specific_story_or_beat], and this may fit what you're following: [fill: timely_news_hook]. I can offer [fill: data_or_expert] and a quick interview if useful. Happy to send more detail or a full press kit. Would this be relevant for you?
[account: first_name]
Partnerships, networking, and referrals (16 to 20)
16. Partnership proposal (shortcut: partner)
Subject: Partnership idea: [fill: company_name] and [fill: their_company]
Hi [fill: first_name],
Our audiences overlap in a useful way without directly competing. You work with [fill: their_audience], and we help [fill: our_audience]. I think a [fill: partnership_type] could benefit both sides by [fill: mutual_benefit]. Would you be open to a short call to explore it?
[account: first_name]
17. Cold networking request (shortcut: network)
Subject: Would love to connect
Hi [fill: first_name],
I've followed your work on [fill: topic], and [fill: specific_thing] stood out to me. I'm [fill: your_role] working on [fill: your_focus], and I'd genuinely value your perspective. This isn't a sales pitch. Would you be open to a short 15-minute conversation about [fill: specific_question_or_topic]?
[account: first_name]
Only keep the line about there being no sales pitch if you genuinely don't plan to turn the conversation into one.
18. Meeting / demo request (shortcut: demo)
Subject: 15 minutes to walk through [fill: solution]?
Hi [fill: first_name],
Based on [fill: reason], I think [fill: product_name] could help [fill: company_name] [fill: outcome]. Rather than a long email, could I show you in a quick 15-minute demo? Here's my calendar: [fill: booking_link].
[account: first_name]
19. Re-engage a cold lead (shortcut: reengage)
Subject: Still exploring [fill: goal]?
Hi [fill: first_name],
We spoke a while back about [fill: topic] and then things went quiet, which happens. Since then, we've [fill: what_is_new], which may be relevant to [fill: company_name]. Worth picking the conversation back up? If not, I'll leave it here.
[account: first_name]
20. Referral ask (shortcut: referral)
Subject: Quick favor?
Hi [fill: first_name],
Thank you again for [fill: positive_feedback_or_result]. I'm glad [fill: product_or_service] has been useful for [fill: specific_goal]. If you know another [fill: target_role] who might benefit, I'd be grateful for an introduction. I can make it easy and send a short blurb you can forward. Would anyone come to mind?
[account: first_name]
For more ready-to-use wording, browse the email templates library, see how Gmail templates work with a team, or review the fundamentals in how to write a professional email.
How to personalize and test these templates
A template is a starting point, not a finished email, so treat every send as something you tailor and improve over time.
- Rewrite the first line for each recipient. Reference something specific and current, such as a recent post, a launch, or a shared connection, so the opening could not have gone to anyone else.
- Keep one clear ask. If the email has two requests, cut one. One clear question is easier to understand and answer.
- Only make claims you can stand behind. If you say you read someone's work or that a contact referred you, make sure it is true.
- Test and improve. If you send enough emails to compare results meaningfully, test one change at a time, such as the subject line or call to action. A saved template gives you a stable baseline instead of a completely different email every time.
How to save outreach templates in Typedesk
Save each template once in Typedesk, then insert it wherever you write so the wording stays consistent across your team. Here is the process.
- Copy a template from this page. Pick the outreach email you need and copy its subject and body.
- Create a new response in Typedesk and paste it. Give it a short shortcut like coldsales or fu1.
- Turn the markers into placeholders. Swap each [fill: variable] for a dynamic fill-in that prompts you at send time, and each [account: variable] for an account placeholder that inserts the sender's own details automatically.
- Put the templates in a folder and share the folder. Typedesk shares folders rather than individual responses, so everyone can use the same approved copy.
- With the Typedesk desktop app running, insert a template by typing your configured trigger character followed by the shortcut, for example %coldsales. It expands in Gmail, LinkedIn, your CRM, and other supported apps and websites. The trigger character is configurable in Typedesk's settings.
- Update in one place. When your offer or value proposition changes, edit the response in the shared folder so everyone uses the current version.
Typedesk vs. outreach automation tools
When people search for the best email outreach tools, they are usually comparing two different categories. Typedesk and outreach automation tools solve different problems. Typedesk stores reusable copy you insert and send by hand from wherever you already work. Automation tools like Lemlist, Mailshake, and Instantly schedule multi-step sequences and send them through connected Gmail, Microsoft, or SMTP accounts. You can also use both: automation for scheduled campaigns, and Typedesk for the one-to-one emails and replies a person sends throughout the day.
| Typedesk templates | Outreach automation tools | |
|---|---|---|
| How messages are sent | You insert the template and send it from the app you already use | The platform schedules sequences and sends through connected email accounts |
| Best for | Personal, one-to-one emails and cross-platform replies | Scheduled, multi-step campaigns across prospect lists |
| Personalization | You review and complete the details before sending | Merge fields and campaign data populate automatically |
| Where the copy lives | A reusable library available across supported apps | Campaigns and sequences managed inside the sending platform |
| Best when | Every message needs human review | Timing, sequencing, and list management need automation |
How often do outreach emails get a reply?
Most outreach emails receive no response. In a 2019 Backlinko and Pitchbox analysis of 12 million outreach emails, 8.5% received a reply. Sending the same contact more than one message was associated with roughly twice as many responses, and one additional follow-up was associated with 65.8% more replies.
That study focused largely on content, SEO, publisher, and sponsorship outreach, so treat the figures as directional rather than a universal benchmark for every sales or partnership email. It also shows correlation, not a promise that adding follow-ups will produce the same result for every sender. Relevance, targeting, timing, and the strength of the offer still matter.
Common questions
How do I write a good outreach email?
Keep it short, open with something relevant to the recipient, and make one clear ask. Personalize the first line so it could not have gone to anyone else. If there is no reply and the message is still relevant, follow up with useful context rather than simply asking whether they saw your first email. Save the strongest version as a template and improve it as you learn.
How many follow-ups should an outreach sequence have?
There is no universal number that works for every kind of outreach. For a simple one-to-one sequence, start with one or two useful follow-ups spaced a few days apart. Each one should add context, an idea, or a resource rather than repeat the first message. Stop when the email is no longer useful or the person opts out.
Is cold outreach email legal?
In the US, cold commercial email is permitted but regulated. The CAN-SPAM Act requires accurate sender information, an honest subject line, clear identification as advertising, a valid physical postal address, and a clear way to opt out. Other jurisdictions can have different or stricter rules, so check what applies to you and your recipients. See the FTC's CAN-SPAM compliance guide for current US requirements.
What are the best email outreach tools?
The best email outreach tools depend on what you need. For automated, high-volume sequences, platforms like Lemlist, Mailshake, and Instantly are popular choices. For personal, one-to-one outreach you send by hand and want to keep consistent across a team, Typedesk stores your templates and inserts them anywhere you write. Many teams use both.
What's the best tool for reusing outreach templates across a team?
Typedesk works well for one-to-one outreach because it stores each template behind a short shortcut, fills in details with placeholders, and lets a team share one folder of approved copy so every message stays consistent. For high-volume automated sequences sent to large lists on a schedule, a dedicated platform like Lemlist or Instantly is the better fit.
Are these outreach email templates free?
Yes. All 20 outreach email templates on this page are free to copy and use. They are starting points, so personalize each one and add a compliant footer before sending. They are written to paste into Typedesk, where you replace the markers with placeholders.
How do I personalize an outreach template so it doesn't feel generic?
Change the first line and one specific detail for each recipient, a recent post, a company milestone, or a shared connection. In Typedesk, dynamic fill-ins prompt you for those details at send time while the rest of the wording stays the same, so each email reads as if written just for that person.
Typedesk gives you a shared folder of approved outreach emails you can insert anywhere you type, so every cold intro, follow-up, and pitch starts from the same strong, consistent foundation. You can try Typedesk free and set up your outreach email templates in a few minutes, no credit card required.
