Here's How You can Craft an Email That People Actually Reply to

Master the art of crafting compelling cold emails with proven tips and AI assistance, ensuring higher response rates and successful communication strategies!

·5 min. read
Cover Image for Here's How You can Craft an Email That People Actually Reply to

I've been in sales for some time and I've carved my niche in closing deals over email since 2017. My portfolio has seen thousands in sales, tackled through cold emails alone, both in my full-time role and my own marketing firm which I set up recently.

My record sale was to someone I'd never met or spoken to outside of emails – $15,000 from a simple email dialogue. That was a shocker as much as it was a thrill, especially since it meant a nice commission for me.

Over time, I've sharpened my email selling tactics, which I've found quite successful, despite the growing suspicion around email as an effective sales tool. Many complain about emails landing in spam, not getting replies, or considering email outdated. But from what I've seen when you hit the right notes, emails are a power player in making connections.

The trick lies in crafting emails that get answered.

Also read Here's How You Can Make $200-$500 a Week

I'll explain how to write an email that boosts your chances of a reply, whether you're reaching out to potential clients or job recruiters.

The nuts and bolts of an email serve particular ends. A well-constructed email has its components in sync to ultimately invite a response.

Here's what each part aims for:

  1. Subject line — To make the recipient click to open.
  2. Email body — To engage them enough to read through.
  3. Call to action (CTA) — To guide them on what to do next.
  4. The email itself — To kickstart a dialogue.

Let's zone in.

Now, being creative, and having to think about every single thing on this checklist can be difficult and time-consuming. This is where I let AI help me. I use Merlin AI’s email writer to help me get all the above items in much less time.

All you need to do is write a prompt telling Merlin exactly what you want the email to look like and be about, with complete context, and it’ll do it for you!

Here’s an example. Here we are giving Merlin the instructions for a general update email.

Screenshot 2023-12-04 024218.png

Here is the output:

Screenshot 2023-12-04 024300.png

Also read How I Use AI to Make Money on Youtube

The Sole Role of the Subject Line

Before hashing out our email content, we need to grasp the importance of the subject line.

  • It's not dramatic to say a strong subject line can make or prevent a sale.
  • Its sole mission is to propel your recipient to open the email. That's all there is to it.
  • If your subject line reeks of spam, the chance to make an impression is already lost.

What makes an ideal subject line?

It's subjective, but here's what's worked for me:

  • Brevity is key — Keep it to a bare 2-3 words max.
  • Use their name — It adds a crucial personal touch more on that soon.
  • Frame it as a question — It makes it seem like you need them, prompting them to open it.
  • Steer clear of 'spammy' words — Terms like 'Offer', 'Discount', and 'Free' trigger spam alerts.
  • Be human — A deliberate typo can signal this isn't mass mail; a real person sent it.

Take this example: I emailed a potential client, employing their first name and a question. The read receipt shows they opened it, which means my subject line did its job.

In contrast, my inbox is blind to emails with 'discount' in the subject — an instant red flag for spam.

Successful subject lines I've used:

  • Quick question
  • just curious
  • Michael — tried reaching you
  • Josh - quick Facebook question
  • Brian?

Experiment with your subject lines until you strike gold.

Also read 30 Alternatives for the REWRITE Prompt

The Email Body:

1. Brevity Wins

It's harder to make a short speech than a long one, and the same goes for emails.

The first email should only tease a conversation, not unload everything about you or what you're offering. A lengthy email will likely be ignored — nobody has time for that.

My first boss drilled the importance of concise emails into me, despite the painstaking process.

Shorter emails are, ultimately:

  1. Quicker to scan
  2. Simpler to get
  3. Easier to reply to
  4. Respect your reader's time. It's a cold email; they didn't ask for it.

2. A Clear Call To Action

Emails without a call to action leave readers at a dead end.

A CTA prompts your reader toward the next step, whether that's to provide more information, set up a call, share pricing details, or suggest a time for a follow-up.

Stick to one CTA to keep things clear.

3. Personal Touch Matters

Just like we turn when our name is called out, a personalized email draws attention to instinct.

Always aim for a personal connection — use their first name, and gather it if you must. Getting their name wrong is not an option.

Tailoring your email shows you've done your homework and aren’t just blasting out mass emails.

Also read How I Learned SQL in 20 Days

4. The 'PS' Effect

My secret weapon is the 'PS' at the email's end, adding a personal tidbit left out of the main body.

People often read the PS, and a personalized one can significantly increase your response chances. The PS trick isn't confined to emails either; it's versatile.

Here's what to remember when crafting that initial cold email:

  • A subject line's purpose is to get the email opened — nothing more.
  • The email body should be concise.
  • There must be one call to action.
  • Personalize the email as much as you can.
  • Leverage a tailored PS.

Hopefully, these insights help bump up your cold email replies.

FAQs

1. How do personalized emails boost response rates?

Personalized emails, beyond using the recipient's name, tailor content to match interests, creating a stronger connection and significantly improving response rates.

2. Why prioritize brevity in cold emails?

Brevity in cold emails respects the recipient's time, making messages quicker to scan, easier to comprehend, and more likely to elicit a response.

3. How does AI, like Merlin AI's email writer, impact email campaigns?

AI tools, such as Merlin AI's email writer, save time by generating contextually relevant and creative content, enhancing efficiency, and contributing to the success of email campaigns.

Experience the full potential of ChatGPT with Merlin

Author
Kalpna Thakur

Kalpna Thakur

Our marketing powerhouse, crafts innovative solutions for every growth challenge - all while keeping the fun in our team!

Read more blogs

Cover Image for ChatGPT: A Revolution in Conversational AI
ChatGPT: A Revolution in Conversational AI
2024-03-04 | 4 min. read
Join us as we uncover the transformative force of ChatGPT and its role in the future of conversational AI.
Cover Image for Exploring the Future: 5 Best AI Baby Generators to Predict Your Baby’s Face
Exploring the Future: 5 Best AI Baby Generators to Predict Your Baby’s Face
2024-03-04 | 5 min. read
An amazing area where AI is leaving a mark is giving a glimpse of how your babies are going to look when they are born. Here's a sneak peek into how the future generation will look like.
Cover Image for What Are The 5 Best AI Content Detectors?
What Are The 5 Best AI Content Detectors?
2024-03-04 | 8 min. read
The guardians of integrity - AI Content Detectors are here to up your game and make you more effective and productive.
Cover Image for Patterned Learning AI: Bridging the Gap Between Machine and Human Intelligence
Patterned Learning AI: Bridging the Gap Between Machine and Human Intelligence
2024-03-04 | 5 min. read
Patterned Learning AI uses algorithms and statistical techniques to analyze complex data sets, enabling it to make predictions, classifications, and decisions based on these patterns. Let's read further to know more.
Cover Image for How to Make ChatGPT Undetectable?
How to Make ChatGPT Undetectable?
2024-03-01 | 9 min. read
Learn effective techniques to make ChatGPT-generated content undetectable by AI-detection tools like Turnitin. Get tips on maintaining authenticity and avoiding academic dishonesty.
Cover Image for How to Fine-Tune Your Marketing Blog with an AI Paraphrasing Tool
How to Fine-Tune Your Marketing Blog with an AI Paraphrasing Tool
2024-02-19 | 5 min. read
Struggling to improve the quality of your marketing blog? Try a reliable paraphrasing tool! In today’s article, I’ll tell you how to use a paraphrasing tool to enhance your content quality.
Cover Image for Discover Wiseone: Your All-in-one tool for better reading and web searching
Discover Wiseone: Your All-in-one tool for better reading and web searching
2024-02-16 | 6 min. read
Elevate your online reading with Wiseone – the AI-powered browser extension that saves time, boosts productivity, and expands knowledge effortlessly.
Cover Image for How to make your own chatbot with Merlin AI for FREE
How to make your own chatbot with Merlin AI for FREE
2024-02-08 | 3 min. read
Empower your business with Merlin AI - Create your own chatbot for free in minutes! Streamline tasks, automate processes, and enhance efficiency effortlessly.