Email marketing returns $36 for every dollar spent, which translates to a 3600% ROI. Such a huge return is the primary reason companies, brands, and businesses opt for email marketing to promote their products and services.
One key aspect of a successful email marketing campaign is a well-written sales email copy. Since an email user receives 147 messages daily, we have to stand out to get responses.
So, how can you write a sales email that recipients open? What are the tips and tricks to make them respond, too? This detailed guide explains everything. Read on to see some top email writing strategies with examples and learn!
What is a Sales Email? Why It Matters?
A sales email is a particular type of email that companies use to promote their services or products to potential customers or existing clients.
However, more and more companies are using this marketing strategy. Why? Because
- There are more than 4.37 billion global e-mail users
- More than 347 billion emails are sent and received on a daily basis
- Sales emails are known for producing 3600% ROI
- It ensures your message reaches your audience directly
A sales email discusses the pain points of the customers, introduces the solution (which is the product/service being marketed), pricing, and even content information. It acts like a complete source of information for a customer.
How to Write a Sales Email Copy People Respond To?
1. Include a Subject Line
The subject line is the first thing your recipient notices when you email them is. It is the most prominent determinant of whether they’ll open your email or not.
Keep it concise and tempting—the length should be less than 50 characters. Long subject lines get cut off, especially on mobile devices.
The nature of the best-performing subject line is curious, personalise, and/or relevant.
Spark Curiosity — Use intriguing language that motivates the reader to discover more.
👉 Example: “Jane, could this help your team’s productivity?”
Personalize It — Include the recipient’s name, company, or a recent event.
👉 Example: ‘Congrats on your new product launch, Sarah!”
Focus on Relevance — Show that the email directly relates to their interests or needs.
👉 Example: “Ideas for [thing that's important to them]”
However, make sure you avoid spammy or promotional words as well as generic phrases in subject lines. Here are the examples:
| Spammy or promotional words | Free / Special offer / Limited time / Discount / Sale / Donation / Reminder / State of the art |
| Generic phrases | Hi there / We’ve got news! |
TIP: Don’t forget to A/B test your subject lines. For this, send two different subject lines to a small sample of recipients, and measure open rates. Once you identify the winning subject line, use it for the rest of your list.
2. Write a Strong Opening Line
While a subject line makes a reader open an email, a strong opening line encourages them to keep reading the email to the end.
To write a strong opening line, the rule of thumb is NO Generic Introduction.
Instead of saying, “Hi, my name is…” or “Hi, I am…”, go for something personalized to them or simply relate/connect with them. Yes, it's pretty much like the subject line.
Here are the strategies for writing a strong opening line:
Make It About Them — Show that you’ve done your research and understand their needs.
👉 Example: “I noticed your team recently expanded into new markets — congratulations!”
Reference a Connection — Mention mutual contact, shared interests, or something they’ve shared publicly.
👉 Example: “[Mutual contact’s name] mentioned I should reach out to you.”
Acknowledge Their Work — Compliment something they’ve done, such as a blog post, webinar, or product launch.
👉 Example: “I really enjoyed your article on [topic] — your insights were spot on.”
3. Include Helpful Body Copy
The body copy is the heart of your email. This is where you connect your offering to the recipient's specific goals or challenges.
In the body section, before you introduce your product or services, ask thought-provoking questions related to the prospect’s goals.
👉 For example, you can ask:
- What challenges are you facing with [specific process]?
- Are you handling [this] on your own, or do you have help?
- How would you like to make your strategy better, if at all?
- Is [specific benefit] something that matters to you right now?
- Has it always been like this for you?
- And more
Once you grab the readers’ attention, implement these strategies:
Focus on Value — Avoid focusing solely on your product or service. Instead, highlight how it can solve their problems or help them achieve their goals.
👉 Example: “Our platform simplifies project management, saving your team up to 10 hours a week.”
Keep It Concise — Stick to one or two key points. An email with a length of 50 to 125 words has the best response rate, according to Boomerang. So, write the body part accordingly.
Maintain Human Touch — Write as if you’re talking to a person, not a faceless company. Use clear, simple language, and avoid jargon.
👉 Instead of “We provide cutting-edge, state-of-the-art solutions.”, say “We help teams work smarter and faster with easy-to-use tools.”
4. Use AI Tools For Improvements
A sales email is supposed to be effective and professional. Right?
The best way to achieve this goal is to use Artificial Intelligence (AI) tools to proofread, find the improvement spots, and refine the quality of the text.
The first tool you can use is AI Email Generator by AI Summarizer (https://www.summarizer.org/ai-email-generator). If you get stuck when writing the sales email, use this tool to generate a copy according to your purpose and subject.
Prepare as many email templates as you want and learn from each. If you find a piece of text better than yours, you can use that, too. You can even set the right tone as per the targeted audience as well as length for maximum response rate.
Want to create another copy of the existing sales email to A/B test or target a different customer’s set? If so, a paraphrasing tool, such as Paraphrasing.io (https://www.paraphrasing.io/), can help you with this.
With this tool, you can improve the tone and style of manually written email copies, as well as their readability, conciseness, and vocabulary for engagement.
Once you complete writing your email, proofread it for any errors. For this, use GrammarCheck.ai (https://www.grammarcheck.ai/) and generate a detailed report in seconds.
From the report, right-click the errors to see the suggestions. Select the most suitable suggestion to get rid of the error. This way, you end up with polished, error-free, and professional emails.
5. Add a CTA in the Closing Copy
Suppose you have made the reader open your sale email, engaged the reader and communicated your message. What next? In two words, strong closing.
At the end of the email body, add a clear call-to-action (CTA). Ask the recipient to take the action you want them to but in the right way.
Use these strategies to end your email for a definitive response:
Be Direct — Clearly state what you want them to do, whether booking a call, replying to an email, or downloading a resource.
👉 Example: “Are you available for a 15-minute call on Thursday at 2 PM to discuss this?”
Provide Options — Provide the reader options to make it easier for them to respond.
👉 Example: “Would you prefer a quick call or an email with more details?”
Stay Polite and Respectful — Make sure you use language that respects their time and decision.
👉 Example: “If now isn’t a good time, feel free to let me know when would work better for you.”
NOTE: An alternative approach is to ask an open-ended question. This strategy works better than a specific ask.
👉 Example: “Does this sound like something worth exploring?”
6. Add a Professional Signature
Email signature — many thinks that it is a formality, but actually, it is a part of your brand. Use it professionally and intelligently to add credibility to your email.
Include the following in the signature of your sales email:
- Your name and job title to tell who you are and what you do
- Contact information, such as phone number and email address, to communicate easily
- Links to your LinkedIn profile or company website
However, keep it short and simple. DO NOT clutter your signature with images, logos, or inspirational quotes.
Examples of Sales Emails
Hi [First Name],
I’ve been collaborating with professionals in [industry or position] for the past X years, and one common challenge I’ve noticed is [challenge].
Recently, we helped [specific company or group of companies] achieve [business goal], leading to [specific result, e.g., 25% faster project delivery or a 15% cost reduction].
I’d love to share some insights that could help you overcome this challenge as well. Are you available for a quick call this week?Looking forward to connecting!
Best regards,
[Name]
Conclusion
Want to write a sales email that gets maximum responses? If so, focus on connecting with your audience as a reliable, professional source.
For this, start with an attention-grabbing subject line and personalize the opening as per the audience’s needs. Keep your message clear, concise, and provide value.
Refine your copy and end with a strong call-to-action to make your readers respond. Don’t forget to add a professional signature for credibility.
