Email Writing For Sales Teams

Teams who take a “boil the ocean” approach to outbound will fail. Here’s how to fix it and build sequences that actually drive results: Step 1: Focus your team on accounts most likely to buy now, invest at a premium, and become long-term customers or referral sources. This means moving beyond “anyone who fits the ICP” and zeroing in on high-priority targets. Step 2: Create deeper, more meaningful segments from that refined group. Traditional segments are great for organizing territories but fall short for crafting sequences that resonate. Instead, you need segmentation that helps your team speak the language of specific sub-groups. Use multiple layers of data—firmographics, intent signals, and contact-level insights—to break your TAM into smaller, actionable groups. Step 3: Launch micro-campaigns that target those precise segments with messaging designed to feel tailor-made. When you take this approach, personalization becomes scalable because it’s rooted in segmentation. Your reps don’t waste time on one-off customization, and your messaging feels 99% relevant to the prospect. I've been teaching this process as #ValueBasedSegmentation for the better part of a decade. It’s the key to building sequences that drive higher CTRs, replies, and engagement without tedious manual effort. ➡️ With this approach, you’ll: - Improve email performance - Write copy that prospects actually care about - Give your team a clear roadmap for focused outbound 📌 How are you helping your team build relevance into their outbound sequences?

The worst cold email I received this month started with: "I'd love 15 minutes to introduce myself and show you what we do." Nobody cares about your introduction. Nobody has time for a generic pitch. After analyzing thousands of outreach sequences, I've discovered a psychological shift that's doubling meeting rates for innovative sellers. The best performers aren't focusing on their product. They're focusing on buyer psychology. Here's what's actually working in 2025: 1. The Curiosity Gap When you write "Other VPs in your space are seeing X trend" instead of "We help companies do Y," you create an information gap buyers want to fill. Our brains hate incomplete information. Use this. 2. Relevance Triggers Generic outreach gets generic results. When you mention a buyer's LinkedIn post or recent initiative, you're bypassing their "sales defense system." Relevance is required. 3. Specificity Signals "This could help you grow revenue" gets ignored. "Companies like yours are seeing 22% reduction in CAC" gets attention. Specific numbers signal you actually know what you're talking about. 4. Miniature Commitments Don't ask for 30 minutes. Ask for feedback on one specific insight. Small asks lead to bigger conversations. 5. Value-First Mindset Position yourself as a resource, not a vendor. Share insights without expecting anything in return. Reciprocity is powerful. The old playbook of "smile and dial" is dead. Meeting quotas in 2025 requires understanding human psychology. What psychological principle has worked best in your outreach?

You know your first cold email should lead with a challenge. But then you sit down to write it and think, "How am I supposed to know their challenges if I’ve never even spoken to them?" So most sellers default to one of two things. They either ask a vague question like, “What challenges are you dealing with right now? I’d love to talk about how we can help.” Or they go the other direction and start listing all the amazing things their product does. Neither one works. A huge part of sales is showing the buyer that you know them at every step of the sales process. That does not just mean mentioning where they went to school or that their dog is named Nella. That kind of human personalization may earn you the right for them to keep reading, but you still have to keep proving you know them throughout the rest of the email, and that includes the challenge you choose. Based on their role, company size, industry, and the kind of work they are responsible for, you should be able to identify what this type of buyer is very likely dealing with. And if you cannot, your buyer persona for the email is probably still too broad. Narrow it down until you can say, with real confidence, what that buyer is likely up against. Will you get it right every single time? No. That is part of why a multi-touch cadence exists. You have more chances in email three, four, and beyond to get closer. That said, email one needs to be as close to perfect as possible, but it is not always about hitting the bullseye. It is about establishing trust and credibility, showing the buyer you understand their world, and earning the right to stay in their inbox. Even if you do not get it exactly right, or more likely, the buyer just is not ready yet, they now know the kind of seller you are, work you do, and the kinds of problems you help solve. My advice is not to water your message down for the 1% who may not have that challenge. Write to the 99% who very likely do, and earn the right to refine from there.

Cold email outreach is often misunderstood as a numbers game - send more, get more. But the truth is, quality always beats quantity. Your success largely depends on the quality of your email list. A well-curated list means you’re reaching the right people with the right message, while a poorly managed list can lead to low engagement, high bounce rates, and damage to your sender reputation. Here’s a few key steps to refine your cold email lists for better results: 1️⃣ Segment your audience: start by dividing your list into segments based on criteria such as industry, job title, company size, or previous interactions with your brand. 2️⃣ Regularly clean your list: over time, email lists can become cluttered with inactive or invalid addresses. Regularly clean your list to remove bounced emails, unsubscribes, and unengaged contacts. This not only improves your deliverability rates but also ensures you’re focusing on prospects who are more likely to engage. 3️⃣ Use data enrichment tools: tools like Clearbit, ZoomInfo, or Hunter.io can help you enrich your email list by adding valuable data points such as the prospect’s role, company details, and social profiles. This extra information enables you to personalize your outreach even further. 4️⃣ Monitor engagement metrics: pay close attention to open rates, click-through rates, and responses. If certain segments of your list are underperforming, it may be time to re-evaluate those contacts. Use these insights to continuously refine your list and improve your targeting. 5️⃣ Leverage intent data: incorporate intent data into your list-building process. This data shows which companies are actively researching solutions like yours, allowing you to target prospects when they’re most interested. Tools like Bombora or 6sense can provide these insights. If you do something extra special to your email lists, share below 🤓 #Sales #ColdEmail #EmailMarketing #Outreach #SalesStrategy

𝐒𝐮𝐛 𝟏𝟎% 𝐨𝐩𝐞𝐧 𝐫𝐚𝐭𝐞𝐬 𝐚𝐧𝐝 𝐮𝐧𝐝𝐞𝐫 𝟎.𝟓% 𝐂𝐓𝐑. 𝐀 𝐧𝐢𝐠𝐡𝐭𝐦𝐚𝐫𝐞 𝐟𝐨𝐫 𝐦𝐚𝐫𝐤𝐞𝐭𝐞𝐫𝐬 𝐭𝐫𝐲𝐢𝐧𝐠 𝐭𝐨 𝐝𝐞𝐩𝐥𝐨𝐲 𝐜𝐚𝐦𝐩𝐚𝐢𝐠𝐧𝐬 𝐚𝐧𝐝 𝐨𝐟𝐟𝐞𝐫𝐬 𝐭𝐡𝐫𝐨𝐮𝐠𝐡 𝐞𝐦𝐚𝐢𝐥. Something had to change! Here’s what we did 🌟  ↴ Community Insights: ↳I reached out to operators in ClubPF ⚓︎, Pavilion, and other communities, and LinkedIn to learn from their email campaign strategies. Focused Segmentation: ↳ We noticed that the top marketers and ops professionals were creating highly engaged audience segments. We reduced our audience size by 90%, focusing on: → Last email opened from sales/marketing → Recent website visits → Event registration/attendance → Asset downloads or form submissions Building Engagement: ↳ We enriched contact details and evaluated titles, companies, goals, challenges, and content engagement across emails and our website. Gathering Feedback: ↳ We contacted 20+ engaged contacts to understand their email preferences, knowledge gaps, and content consumption habits. Strategic Expansion: ↳ We expanded our list by 5-10% weekly, monitoring performance closely. Within 3 weeks, we saw: 20%+ open rates 1.5%+ CTRs By the end of the quarter, our segmented email campaigns achieved a 30%+ open rate! Key Takeaways 💡: 👉 People-First Approach: Engage internally with the best team and externally with your audience. 👉 Data-Driven Decisions: Use engagement signals to create focused segments. 👉 Continuous Improvement: Regularly gather feedback and adjust strategies. ✨ This journey was about putting people first, aligning our team, and delivering value to our audience. The results speak for themselves! S/o to Ritakshi J. Sagar Mishra and Soumyajit Chakladar - we worked week after week to make this happen! Picture Context - Winter in Boston in 2010. Sometimes this is what being a GTM Operator feels like 🤣 #EmailMarketing #GTM #datadriven

This cold email hits all the right notes. Yes, you can steal the template, but it's the underlying psychology that will help you apply it to your prospects. ___ "Hi Lisa – Looks like your team has 12 SDRs cold emailing Benefits Directors at companies with 3,000+ employees. With ACME, your reps can see which Benefits Directors searched for ALEX-related keywords in the last 24 hours—along with their names and emails—so they can reach out while interest is high. Want me to send over a few examples?" ____ Why This Works: The Psychology Behind It 1. Personalization & Relevance – By mentioning Lisa’s SDR team and their current outreach strategy, the email signals that this isn’t a generic blast. People are more likely to engage when they feel like the message is tailored to them. 2. Curiosity & Information Gap – The line “your reps can see which Benefits Directors searched for ALEX-related keywords in the last 24 hours” creates intrigue. Lisa now wonders, “Who’s searching? How can we use this?” This open loop makes her more likely to respond. 3. Timing & Urgency – The phrase “while interest is high” suggests that taking action sooner leads to better results. It plays on loss aversion—the fear of missing out on a warm lead. 4. Low-Friction Call to Action – Instead of asking for a meeting (which requires effort), the email simply offers to send examples: “Want me to send over a few?” This feels easy to say yes to, reducing resistance. 5. Conversational Tone – The email avoids formal, sales-y language. It reads like a natural, quick note, making it feel less intrusive and more approachable.

👉 Unlock the secrets of consumer psychology to enhance your email marketing effectiveness 📧 In the crowded space of email marketing, understanding and applying behavioral economics can significantly improve the effectiveness of your campaigns. By tapping into how consumers think and make decisions, you can craft emails that not only get opened but also convert. ▪️ The Scarcity Principle ⏰ : Utilize the Scarcity Principle in your email campaigns to create urgency. Informing recipients that a deal is limited-time only or that only a few items are left can significantly increase the likelihood of immediate action. For example, "Only 3 hours left to claim your offer!" or "Just 5 items remaining at this price!" ▪️ The Paradox of Choice ✅ : Simplify consumer decision-making by limiting the number of options. The Paradox of Choice teaches us that too many options can overwhelm and deter decision-making. Optimize your emails by providing one clear call to action or focusing on a single product or service rather than multiple. ▪️ Personalization and the Liking Bias 🙋♂️ : Leverage the Liking Bias by personalizing your emails. People are more likely to engage with content that appears tailored to them. Use data to address recipients by name, reference past purchases, or suggest items based on browsing history. This not only captures attention but also enhances the feeling of intimacy and relevance. ▪️ Loss Aversion 🔚 : Capitalize on Loss Aversion by highlighting what your customers stand to lose if they don’t take action. Phrasing like, "Don’t miss out on this opportunity!" can be more effective than simply presenting the benefits of an offer. 𝐏𝐫𝐚𝐜𝐭𝐢𝐜𝐚𝐥 𝐓𝐚𝐤𝐞𝐚𝐰𝐚𝐲: Review your current email marketing strategies. How can you implement these behavioral insights to increase open rates and conversions? Test different approaches in your campaigns to see what works best with your audience. #BehavioralEconomics #EmailMarketing #DigitalMarketing #ConsumerPsychology #ServingMarketing #SirviendoMarketing

I told a founder to make 3 changes to their GTM. 6 weeks later: +120% conversion rate +40% revenue lift No new product. No extra ads. No headcount increase. Just brutal focus on execution where it actually matters. Here’s exactly what we changed 👇 ➤ 1. Stop selling the platform. Start selling the pain. Original landing page: “We help HR teams streamline employee feedback with AI automation.” Nobody wakes up thinking: “God I need an AI feedback platform today.” So we flipped it: New above-the-fold: “Too much attrition? Here’s why 47% of employees leave silently—and how top HR teams fix it in 30 days.” → Specific pain → Time-anchored promise → Role-targeted hook We made the problem felt before they scrolled. Result: 3x more time on page. 65% jump in demo interest. ➤ 2. Kill the weak CTA. Add a “low-commitment ask.” Original funnel: → “Book a demo” (only CTA) Most visitors weren’t ready to talk yet. So we gave them a ladder: → “Take the 2-minute Attrition Risk Quiz” → Instant feedback → Then offer the call People hate being sold. But they love being evaluated. This quiz positioned the founder as a diagnostic expert—not a desperate closer. Result: Conversion went from 4.1% to 9.3%. ➤ 3. Rewrite cold outbound to weaponize proof. Original email: → “We’d love to show you how our platform helps HR leaders improve culture…” Too vague. Too weak. New cold email: “Hey {first name}, One of our customers had 3 exit interviews last quarter. After using our micro-feedback loop, attrition dropped 60%—and team sentiment jumped. Want me to send you a 60-second teardown?” No pitch. No demo ask. Just curiosity + proof + a specific next step. Result: Open rates steady, replies doubled. Founders overthink product. But often, GTM tweaks have faster ROI. You don’t need a new feature. You need clearer pain, stronger hooks, and better CTA psychology. Want brutal clarity on your startup? Skip years of wasted effort and stop making expensive mistakes. Get direct advice on your deck, fundraising, GTM, or founder challenges. Book a no-BS 1:1 call with me here: https://lnkd.in/gWV8DT56 💬 Drop your most burning question in the comments. ♻ Repost to help a founder stop chasing growth with broken GTM. 🔔 Follow Anshuman Sinha for more Startup insights. #Startups #Entrepreneurship #Marketing #LeanStartups #VentureCapital

Your “engaged segment” is probably costing you email revenue. I audit accounts all the time where segmentation starts and ends with: - 30-day openers - 60-day clickers - 90-day engaged The brand sends content to everyone they think is active. The problem is that's not segmentation. That's filtering. For all of the focus on deliverability in email marketing the last couple of years, we've lost sight of the fact that other data points help drive incremental revenue for a business. Thankfully it's not hard at all to do more, especially when a brand is running on Klaviyo. That means a TON of data is at their disposal. Three simple fixes I look for first: *Exclude recent purchasers* Stop promoting a product to someone who bought it last week. Set a 7-, 14-, or 30-day exclusion window based on your product cycle. If the order isn’t even fulfilled yet, they shouldn’t be in a promo send. *Separate product subscribers from non-subscribers* If someone is already subscribed, they don’t need the pitch again. They need education, usage reinforcement, loyalty building. Cross sell to another product. *Use RFM to change the message* A one-time buyer and a 10-time buyer should not get the same email. Your “Needs attention” segment is often where the incremental lift lives. These people bought before. They just need a reason to come back. Here’s the part most teams miss: The incremental lift doesn't come from creating 10 new campaigns to different groups of users. That's never worth the cost it takes to write, design and deploy that volume (whether you're running things in-house or with an agency). Here's the key: Use dynamic content. Inside a single send: • VIPs see early access • Rewards members see points • Lapsed buyers see a comeback offer • Recent purchasers see something completely different That’s segmentation that drives revenue without multiplying production. Open and click data can inform targeting. It cannot be your growth strategy. If your segmentation doesn’t reflect how people actually buy, you’re not going to make as much money as you should.

Your email marketing list has three types of people on it: Readers who never buy Buyers who never read And the 8% who do both Most brands optimize for the readers. They craft perfect subject lines, test send times, obsess over open rates. Meanwhile, the buyers are ignoring every email and just coming back when they need to reorder. Here's what nobody talks about: Your buyers don't need more emails. They need fewer, better timed ones. I pulled data from brand's ESP. Here's what we found: People who bought 3+ times had an average email open rate of 11%. People who bought once had an average email open rate of 34%. The best customers were ignoring most emails! So we split the list: Segment 1: High engagement, low purchase These people open everything but never buy. They're tire kickers. Entertainment seekers. Freebie hunters. Action: Moved them to a weekly digest instead of daily sends. One email, all the content. Stop burning domain reputation on people who aren't converting. Segment 2: Low engagement, high purchase These people buy every 40-60 days like clockwork. They ignore promotional emails. They don't care about your content. Action: Sent them exactly three emails between purchases: - Day 30: Refill reminder (just inventory check, no pitch) - Day 45: "You're probably running low" - Day 55: Reorder link, one-click Open rates stayed low (12%). Conversion rate on those three emails: 43%. Segment 3: High engagement, high purchase The golden 8%. They read AND buy. Action: These people got everything. New products first. Behind-the-scenes content. Early access. VIP treatment. The result after 90 days: Total email volume: Down 62% Revenue from email: Up 31% Unsubscribe rate: Down 55% The lesson: Stop treating your email list as ONE Your best customers don't want to hear from you more. They want to hear from you smarter. Figure out who's buying despite your emails, and get out of their way.