10 Cold Email Copywriting Tips to Boost Response Rates in 2025

Introduction

Every day, the average professional gets over 120 emails. So, how do you make your cold email stand out? I’ve been there, trying to grab someone’s attention through your targeted cold emails. After sending over a thousand emails daily, I’ve found some strategies that work. Let’s look at 10 easy-to-follow tips that will help you get more replies in 2025!

1. Know Who You’re Writing To

If your email doesn’t connect with the person you’re writing to, it’s going in the trash. Research your prospect before you hit send. Understand their company, their role, and what challenges they face.
For example, a CFO at a mid-sized SaaS company is likely focused on managing costs while growing. Show how your solution can help them do both.

Actionable Tip: Check their LinkedIn profile or company news. Mention something specific to them so they know you’ve done your homework. Clay.com and SheetMagic.ai are great options for those of you who prefer to use tools to help with personalization.

2. Write an Eye-Catching Subject Line

The subject line is your first impression—make it stand out. Keep it short, personal, and to the point. Avoid anything that sounds like clickbait.
Instead of "Increase Your Revenue with Our Service," try "Hey [Name], Can We Help You Boost Revenue by 30% This Year?"

Actionable Tip: Test different subject lines using A/B testing and track which works best.

3. Personalize the Email

Nobody likes generic emails. Use the recipient’s name and mention something specific about their company or the challenges they’re facing.
For example, “I noticed [company name] launched a new product line. I’ve worked with companies like yours and helped them tackle similar challenges.”

Actionable Tip: Take the time to add a personalized touch. It can make all the difference in getting a reply.

4. Keep It Short

Busy people don’t have time for long emails. Stick to 100-150 words, broken into a few short paragraphs. Get straight to the point.

Instead of listing every feature of your product, focus on the key benefit: “Our platform helps businesses like [company name] increase client retention by 25% in 3 months.”

Actionable Tip: Use bullet points to make your email easy to skim.

5. Focus on What They Need

Your email shouldn’t just be about what you offer. Show how your solution solves their problem or helps them hit their goals.

For example, if you’re emailing a VP of Sales, say, “Our tool can help your team spend 30% less time on non-sales tasks and close more deals.”

Actionable Tip: Ask yourself, “How does this help them?” as you write each sentence.

6. Be Clear with Your Call to Action

Don’t leave them guessing what to do next. Whether it’s scheduling a call or signing up for a demo, make the next step clear and straightforward.

Instead of “Let me know your thoughts,” say, “Book a 15-minute call this week to discuss how we can help.”

Actionable Tip: Use scheduling tools to make booking a call simple for them.

7. Avoid Spam Words

Words like “free,” “limited time,” and “guaranteed” can send your email straight to the spam folder. Focus on building trust and offering real value.

Actionable Tip: Use tools like mailmeteor.com/spam-checker to check if your email will likely be marked as spam.

8. Proofread Before Sending

Typos or bad grammar can make you look unprofessional. Proofread your email carefully. Reading it out loud can help catch awkward phrases.

Actionable Tip: Use tools like Grammarly to check for mistakes before you hit send. If you want to improve your grammar, you can start with training from companies like egumpp.com.

9. Send at the Right Time

Timing matters. Most people will likely check their inbox mid-morning or early afternoon, so aim for those times.

Actionable Tip: Use email automation tools like Apollo.io, Instantly.ai or Smartlead.ai to schedule your emails based on the recipient’s time zone.

10. Follow Up

Don’t give up if they don’t reply to your first email. A follow-up can be the nudge they need. Keep it brief and offer new insights or value each time.

Actionable Tip: Follow up 3-4 times, but make sure each message adds something new, like a case study or an interesting fact.

Conclusion
Getting better response rates in 2025 is all about writing emails that connect, offer value, and make it easy for prospects to take the next step. These 10 tips will help you stand out and get more replies. It’s time to put them into action and see the results!

For further insights on generating leads for your mid-sized B2B business, follow me on Twitter/X.

Kurt Warner

Founder | LBM Consulting

Whenever you’re ready, here are two ways I can help your business generate more leads through cold email:

Download My PDF on 'Top 10 Proven Cold Email Strategies for B2B Companies.' Instantly access expert insights that can help you grow your business.

Schedule a free one-on-one lead generation audit. Let’s discuss your current lead generation strategy and how we can improve it to increase sales calls and conversions.

You might also enjoy our blog on How to Start Cold Emailing for B2B Companies: The Ultimate Guide for 2024 and Beyond.