How to send a Newsletter in Gmail

February 13, 2024

Email marketing remains a valuable tool for small businesses, offering a significant return on investment. In fact, it boasts an impressive $36 return for every $1 spent. That’s why many small to medium businesses rely on email marketing to acquire and retain customers.

Among the various types of emails used in email marketing, newsletters play a crucial role in maintaining the health of your business. They aid in lead nurturing and keep your customers engaged with your brand. Even marketing experts endorse the effectiveness of email newsletters.

For small businesses, knowing how to send a newsletter in Gmail is essential. If you’re unsure where to begin, we’ve got you covered. Today, we’ll explore how to send Gmail newsletters and provide tips for doing so effectively.

Let’s get started.

How To Send a Newsletter in Gmail

It might surprise you that even though Gmail is the most widely used email platform, people don’t often think of using it for sending email newsletters. But that doesn’t mean you can’t do it.

You can actually send newsletters through Gmail using two different methods.

Sending Gmail Newsletter Using Google Docs

The easiest way to create an email newsletter in Gmail is by using Google Docs and it’s easier than you think to get started.

Go to Google Docs -> Templates Gallery -> Newsletter.

There are three options to choose from: Geometric, Lively, and Plum. Select the one that you like and draft your newsletter in Google Docs.
Go back to Gmail’s main page. Click on Compose and draft an email as you normally would.
Add a subject line and copy-paste your email draft from Google Docs into the body of your email.
At this stage, you might notice some formatting irregularities. You can try and fix them manually as best as you can.
Now that you have the email newsletter ready to go, copy-paste the email addresses of your recipients into the BCC section of the email draft.
Check everything to make sure your email newsletter is flawless. Now hit the Send button.

Because you can’t see your email before it goes to everyone, it’s smart to send a test email to yourself and your team first. This lets you catch any mistakes or make any changes needed.

As you can see, this isn’t the ideal way to send email newsletters with Gmail. But don’t worry, you don’t always have to rely on Google Docs to make newsletters in Gmail.

Send Newsletter From Gmail Without Google Docs

Another method to send an email newsletter with Gmail is by utilizing its built-in email template feature. This feature is currently accessible only on specific Gmail Workspaces. If you can’t use it yet, it might be because Google is gradually releasing this update.

If you have access to it, here’s how you can make a newsletter in Gmail using the Layouts feature:

Go to Compose in Gmail.
Click on Select A Layout in the bottom right corner of the taskbar. The icon is located next to the Insert Signature icon.
You’ll find multiple layouts, including a few that were specifically designed for newsletters, CTAs, and referral emails. Choose one based on the preview generated on the right side of the template window and click Insert.
The template will be automatically inserted into the body of your email where you can edit it and draft your newsletter.
Edit the template according to your preferences. You can edit the images, add links, remove sections, and change the copy of your message.
Once the draft has been edited to your liking, add a subject and copy-paste your mailing list into the BCC section of the email before hitting the Send button. Or, use the Mail Merge feature if it’s available to you. If it is, the icon will be located next to the Select A Layout icon in the bottom taskbar.
You can easily schedule your newsletter if you’re drafting it using these updates.

What Are the Limitations of Sending a Gmail Newsletter?

It turns out that there are several drawbacks to sending newsletters via Gmail using the methods we discussed. Gmail isn’t the best option for mass emailing, whether it’s newsletters or other email campaigns. Here’s why:

1. Limited templates: Whether you use Docs or Layouts, the number of templates available is very limited, and they may not be engaging enough.

2. Editing restrictions: The ability to edit templates on Gmail is limited. For example, with Layouts, you can’t change image dimensions.

3. Conversion optimization: Newsletters sent via Gmail might not be optimized for conversion and may not have the impact you’re aiming for.

4. Lack of Mail Merge: BCC-ing your entire mailing list isn’t the most professional method unless you have access to the Mail Merge feature.

5. No A/B testing: You can’t A/B test your email campaign to understand what’s working and what needs improvement.

6. Spam folder risk: Your newsletter could end up in the recipient’s Spam folder.

7. Limited customization: Without mail merge, you can’t customize newsletters for each recipient.

8. Tracking limitations: You can’t track email newsletters for important metrics like open rate and bounce rate.

9. Audience segmentation: There’s no option to segment your audience and measure your newsletter’s performance.

10. Sender Reputation Score impact: Newsletters that don’t follow best practices can harm your Sender Reputation Score, affecting email performance.

In summary, relying solely on Gmail’s built-in features for email newsletter marketing campaigns can have significant consequences. The most practical approach is to use a third-party service provider, such as a Chrome extension.

How To Send Newsletters in Gmail Using a Chrome Extension

Chrome extensions can be really helpful when you’re trying to track your emails or sending out big campaigns.

One cool extension you might want to try is Mailtrack.

Mailtrack is a free Chrome extension that lets you track emails sent from your Gmail account. If you sign up for its Advanced plan, you can access the Campaigns feature, which allows you to send mass emails to up to 10,000 people.

This feature is great for email newsletter campaigns because it makes the whole process simple and efficient.

Here’s how you can use it to send newsletters from your Gmail account:

1. Install the Mailtrack Chrome extension and sign up for the Advanced plan, then refresh your Gmail inbox.
2. Click on “Compose” in Gmail. You’ll see the “Campaign” button on the right side of the Draft box.
3. Click on “Campaign” and add the email addresses of your recipients in the “To” section of the Draft box. You’ll need to import all the contact details of your recipients into a Google spreadsheet so you can segment them based on your needs.
4. Add a subject line.
5. Write your email as usual. While doing this, you’ll notice a “Download A Template” button on the right. If you click it, you’ll be taken to Mailtrack’s dashboard where you can create a new template.
6. Alternatively, you can copy-paste your email from Google Docs or use Google’s “Select A Layout” option as mentioned earlier.
7. Fill in all the required fields before hitting the Send button.

At this point, Mailtrack will show you a pop-up telling you how many people the campaign will reach, depending on the number of contacts you’ve added to your mailing list (up to 10,000 recipients).

This pop-up also lets you adjust other settings for your email campaign. You can:

– Choose the notifications you want to receive about your email (like when it’s opened, who opened it, and how many times they opened it).
– Schedule the campaign to go out later.
– Send a preview to yourself before it goes to your mailing list.

Choose the options that suit you best before sending the campaign. Mailtrack also lets you send single or batch campaigns.

You can even cancel an ongoing campaign from Mailtrack’s dashboard. While canceling won’t unsend emails that have already been delivered, it will stop any pending emails.

This feature is really handy, especially if you spot mistakes in the email draft or want to undo a campaign for any reason.

Sending Newsletters in Gmail: Built-in Mail Merge vs. Gmail Extension

You might question why you should invest in an extension like Mailtrack when you can utilize Gmail’s built-in Mail Merge feature. This feature enables you to send the same newsletter individually to all your recipients and offers some personalization options, although they’re limited.

Although mail merge can be useful, it has its limitations. Here’s a comparison of the two options to help you determine which one is more suitable for your email newsletter campaigns:

Rounding It Up: How Should You Send a Newsletter on Gmail?

You have various options to enhance your email marketing efforts through Gmail. Each method has its own advantages and disadvantages. Therefore, deciding which method to use can be confusing if you don’t research thoroughly.

Before making a decision, ask yourself a simple question: what do you hope to achieve with your email campaign?

If you just want to dip your toes in the water before diving into lead generation or nurturing, Gmail’s built-in mail merge can be a good starting point. However, if you’re aiming for more and understand the importance of a well-crafted email marketing campaign, consider using EmailJinny.

How to Recover Deleted Emails in Gmail

February 13, 2024

by sahil bagwan with No Comment Blog

You can recover deleted emails from Gmail Trash in four simple steps –

Log into your email account
Find the trash folder
Select the deleted email
Move the email from Trash to Inbox

Let's find out How to Recover Deleted Emails in Gmail

Accidentally deleting an important email happens a lot. You might delete messages from your Inbox to make room or tidy up your account. Then you realize you deleted something important along with the others.

It can be really stressful! But luckily, Gmail makes it super easy to fix this.

There’s a simple way to get back deleted emails in Gmail. From your Inbox, it only takes four clicks to undo deleting the email.

How do you do it? How do you recover deleted emails in Gmail?

This article will show you the different ways to do it. After reading, you won’t have to worry about accidentally deleting an email in Gmail anymore.

Methods for recovering deleted Emails on Gmail

There are different ways to recover deleted Gmail emails, depending on whether you use email backup or not.

Let’s explore them in detail:

Recovering a deleted email on Gmail if you’ve not taken an email backup

If you haven’t saved a copy of your Gmail emails, there are two ways to get back a deleted one:

1. Recover from Trash: This is the easiest way. When you delete an email, it goes to the Trash folder. You have 30 days to get it back from there. But after those 30 days, it’s gone for good.

2. Recover with Google Workspace Admin Console: If you’re part of a group, like in a company, an IT Administrator can help. They can recover deleted emails, but only within 25 days after the initial 30-day period.

Recovering a deleted email on Gmail if you have an email backup

If you’ve saved copies of your Gmail data, there are different ways to get back deleted emails:

1. Use Gmail Message Recovery Tool: This tool helps you recover deleted emails directly from Gmail.

2. Use Google Vault: This is another option provided by Google to recover deleted emails.

3. Use Outlook Auto-Archive: If you’ve set up auto-archiving with Outlook, you might find your deleted emails there.

4. Use third-party tools like Gmvault (for personal users) or SysCloud (for administrators): These tools can also help in recovering deleted emails.

How to recover deleted emails on Gmail from your desktop

Because many people don’t save copies of their emails, the only way to recover a deleted email for them is from the Trash folder.

Here’s a simple guide to recovering deleted messages on Gmail from the Trash using a computer. It’s quick, taking less than 30 seconds, and involves just four steps:

Step 1: Log in to Gmail

Open Gmail using a web browser. Type in your email address and password, then press the enter key. This will bring you to your Gmail account.

Step 2: Navigate to the “Trash” tab

On the left of the screen, there is a list of folders (Inbox, Starred, Spam, Sent, etc).

Your deleted emails are stored in a folder labeled “Trash” or “Bin,” which might appear differently depending on your language settings.

Scroll through the list of folders until you find the “Trash” folder.

If you don’t see a folder named “Trash” or “Bin,” click on “More” located at the bottom of the list.

Now that you’ve located the folder with your deleted emails, click on it to view the emails and begin the recovery process.

Note: While many of your other folders display a number indicating unread emails, the Trash/Bin folder won’t show a number, even though it may contain unread emails.

Step 3: Select the deleted email you want to recover from the Trash/Bin folder

In the Trash folder, you’ll see the deleted emails. Look through the list to locate the email you want to recover. Click on the checkbox on the far left side of the email row to select it for recovery.

If you want to recover multiple emails, check the box next to each email you wish to recover.

Step 4: Move the deleted email from Trash to Inbox

After you’ve chosen the email(s) you want to recover, you can begin moving them out of the Trash folder.

To do this, click on the “Move to” icon located in the row of buttons above the list of emails.

After clicking the “Move to” icon, a drop-down menu will appear. Choose “Inbox” from the menu to move the deleted email from the trash folder back to your Inbox.

Remember, you can also move the emails to any other folder listed when you click the drop-down arrow. However, most people prefer to move them to the “Inbox.”

Once you select “Inbox,” the deleted email will move automatically.

A notification will briefly appear in the bottom left corner of your screen, confirming the action and providing an option to undo it. However, it will disappear after a few seconds.

Effective tips for deleting and managing emails in Gmail

Keeping your Gmail Inbox organized helps you stay productive by preventing clutter. Here are some top tips for managing emails in Gmail:

1. Clear out older emails: Because Gmail’s storage space is limited, consider deleting older emails that you no longer need. Use the date function in “Advanced search” to find and delete emails from, for example, five years ago.

2. Remove emails from specific senders: If you receive emails from a sender that you don’t need, search for their emails and delete them all at once.

3. Unsubscribe from unwanted marketing emails: Reduce clutter in your inbox by unsubscribing from promotional emails. Look for the “unsubscribe” button at the bottom of the email and click it to stop receiving them.

4. Organize emails with categories: Use Gmail Labels to categorize your emails based on specific criteria. Create folders and move similar emails into them to keep your inbox tidy.

5. Automate organization with filters: Set up filters to automatically sort emails into different folders based on criteria you define. This saves time and reduces manual effort.

6. Use email templates for common replies: If you frequently send similar emails, create templates to save time. Customize the template with recipient-specific information before sending to streamline your email communication.

FAQs

What happens to deleted emails in Gmail?

When you delete emails in Gmail, they are moved to the “Trash” or “Bin” folder. Gmail keeps these deleted emails in the Trash/Bin folder for 30 days, allowing you to restore them if needed.

After 30 days, Gmail permanently deletes all emails in the Trash/Bin folder. This deletion is permanent and automatic, meaning you cannot recover these emails if you’re a personal Gmail user or haven’t backed up your emails.

Note: Gmail only automatically deletes emails from your Trash folder after they’ve been there for more than 30 days.

If emails are disappearing from other folders, like your Inbox or Sent folder, it might indicate a third party has access to your account. In such cases, your account could be compromised, and you should contact Gmail Support.

Additionally, you might have a filter set up that automatically archives or deletes messages from your folders. Check your Filters and Blocked Addresses tab in settings to see if any such filter is active.

Can I recover permanently deleted emails from Gmail after 30 days?

Once a deleted email remains in the Trash folder for more than 30 days, Google permanently removes it. Personal account users won’t be able to recover these deleted Gmail emails.

However, an IT administrator can restore permanently deleted emails from Gmail after 30 days using the Google Admin Console.

Users who backed up their email data will also have the option to retrieve deleted emails after 30 days.

Crafting the Perfect Opener for Your Cold Emails

February 13, 2024

by sahil bagwan with No Comment Blog

In the crowded digital landscape, your cold email subject line is your first line of defense. It’s the gateway that either entices recipients to open your message or relegates it to the dreaded spam folder. Crafting an effective subject line is an art form, requiring a delicate balance between intrigue, clarity, and personalization. Here, we’ll delve into the world of captivating subject lines, equipping you with the tools to turn lukewarm leads into raving fans.

The Secrets of Subject Line Success for Cold Email

1. Speak Clearly, Not in Riddles:

Ditch the clickbait tactics and be upfront about your email’s content. Let recipients know why they should invest their valuable time in opening it.

Examples:

“Boosting Your [Industry] ROI: Proven Strategies We Can Share”
“[Name], Can We Help You Achieve [Their Goal]?”
“[Question Related to Their Work] – Looking for Insights?”

2. Personalization Power:

Name-dropping (done ethically) works wonders. If you have their name, use it! If not, find other relevant details to personalize, like their company or industry.

Examples:

“Hey [Name], Impressed by Your Work at [Company]”
“[Industry Insight] We Found Interesting for [Company]”
“[Mutual Connection]’s Recommendation: Let’s Connect!”

3. Value Proposition at Its Finest:

Highlight the “what’s in it for them” aspect. Show recipients how your email can benefit them or solve their pain points.

Examples:

“Double Your Website Traffic in 30 Days – Free Guide Inside”
“Reduce Your Marketing Costs by 20% – Strategies We Use”
“[Challenge They Face]? We Have a Solution You’ll Love”

4. Keep it Concise and Compelling:

Attention spans are short, so aim for subject lines within 6-10 words. Pack a punch without sacrificing clarity.

Examples:

“Growth Hack for Your Business”
“Quick Question About [Their Project]”
“[Industry Trend] You Need to Know”

5. A/B Test Like a Pro

Don’t settle for guesswork. Experiment with different subject lines and track their performance using email marketing tools.

Bonus Tip: Consider using emojis judiciously to stand out in the inbox, but ensure they align with your brand and target audience.

Subject Line Magic for Different Scenarios

1. Reaching Out to Someone New:

“Looking to Connect: Shared Passion for [Common Interest]”
“Intrigued by Your Work at [Company] – Can We Chat?”
“[Mutual Connection]’s Suggestion: Collaborate on [Project]?”

2. Following Up After an Event or Introduction:

“Great Meeting You at [Event Name]! Let’s Connect Further”
“[Mutual Connection] Mentioned You – Excited to Follow Up”
“[Topic Discussed at Event]: Your Thoughts?”

3. Re-Engaging Inactive Leads:

“[Challenge They Face]: Have We Got a Solution for You?”
“Is [Problem They Mentioned] Still a Concern?”
“Just Checking In: Still Interested in [Your Offering]?”

4. Offering a Free Resource:

“[Free Guide] Unlock the Secrets of [Industry Topic]”
“[Free Webinar] Boost Your [Skill] in 60 Minutes”
“[Free Tool] Make Your Life Easier with [Tool Name]”

Remember: Subject lines are a dynamic landscape. Keep testing, refining, and staying informed about trends to ensure your emails always get the clicks they deserve.

Frequently Asked Questions (FAQs)

How long should my subject line be?

Aim for 6-10 words for optimal readability on most devices.

Can I use emojis in my subject lines?

Use them sparingly and only if they align with your brand and target audience.

What if I don't have their name?

Personalize with other relevant details like their company, industry, or a shared interest.

How often should I test my subject lines?

Regularly! A/B testing is key to optimizing your open rates.

What are some subject line mistakes to avoid?

Don’t use all caps, misleading information, or excessive symbols

Conclution

By following these guidelines and injecting your own creative flair, you can craft subject lines that turn heads, spark interest, and ultimately boost your cold email success. Remember, the perfect subject line is the first step towards building meaningful connections and achieving your communication goals. Now, go forth and conquer those inboxes!

Cold Email Outreach Guide: A 10-Step Method for Effective Outreach

February 13, 2024

by sahil bagwan with No Comment Blog

You’ve found your way to this cold email guide for a couple of key reasons.

Firstly, you’re aware that cold emailing isn’t a walk in the park.

Secondly, you understand that when executed correctly, cold emailing can yield remarkable results.

Why? Because cold email has proven its effectiveness time and again.

Sure, each email you send competes with dozens, if not hundreds, of others in the average professional’s inbox daily. And yes, you’re reaching out as a stranger amidst a sea of messages from familiar faces or subscribed lists.

However, by approaching cold email outreach with the right blend of intelligence, strategy, and professionalism, you can break through the noise. You can capture recipients’ attention, prompt them to open your emails, and even garner responses. (Did you know the average cold email reply rate hovers around 1% to 5%? Let’s help you surpass that.)

Most importantly, your well-crafted cold emails have the potential to translate into closed deals or achieve whatever other outcomes you’re aiming for.

This guide will teach you how to send effective cold emails. We’ll explain our 10-step method for cold email outreach, which is backed by over 20 years of expertise and research on the 4 billion+ cold emails sent through the GMass platform.

We’ll discuss how to start your first cold email campaign and ways to boost your conversion rates. Whether you’re new to sales or have already taken cold email courses, you’ll find valuable insights here.

Are you ready to make the most of your cold email efforts? Let’s get started!

What Is Cold Email?

A cold email is a message you send to someone you don’t know beforehand. These emails serve a genuine business purpose and offer relevant opportunities to targeted individuals, distinguishing them from spam.

The primary goal of a cold email is similar to that of a cold call: to initiate contact and achieve a business-related outcome. However, cold emailing is often more scalable and easier to execute than cold calling.

Whether you’re reaching out to a CEO for a product demo, networking with industry peers, or establishing connections with potential investors, cold emails can be used for various purposes. The key is to offer value that aligns with the recipient’s interests and needs.

The defining feature of a cold email is the absence of a pre-existing relationship between you and the recipient. Your email must grab their attention, prompt them to open it, and ultimately compel them to respond.

What is Cold Email Marketing?

Cold email marketing involves reaching out to potential leads via email instead of using methods like cold calling or social media messaging.

Although the goal is similar to cold calling—to initiate contact and prompt action—email marketing offers advantages in scalability and reduced intrusiveness. Recipients tend to be more open to receiving a series of cold emails compared to repeated cold calls.

Similar to advertising, the aim of cold email marketing is to introduce your company or product to a targeted audience and encourage them to respond or make a purchase. However, email outreach is often more cost-effective and precisely targeted than traditional advertising methods.

A successful cold email campaign hinges on personalized, relevant content with a clear call-to-action. Additionally, factors like list accuracy, timing, deliverability, testing, and sender reputation can impact reply rates.

While the immediate goal of cold email outreach is to elicit a response, it’s essential to recognize that each email has a broader reach. Every message contributes to brand perception, informs the audience, and lays the groundwork for potential relationships or referrals.

There are various types of cold email campaigns, ranging from B2B sales outreach to public relations, community engagement, brand awareness, networking, job hunting, recruitment, and SEO link building. As a result, each email campaign is unique and tailored to its specific objectives and audience.

Is Cold Email Spam?

When executed correctly, cold email is distinct from spam. While both are forms of unsolicited email, cold emails are targeted, personalized, and relevant, serving a legitimate business purpose and originating from a verifiable source.

However, it’s advisable to consult with a legal expert if you have concerns about compliance with regulations such as the U.S. CAN SPAM Act.

An effective cold email typically includes:

– Your full, genuine name
– Relevant contact details, such as your website, social media profiles, physical business address, and phone number
– Personalized content tailored to the recipient
– A clear and straightforward explanation of why you’re contacting them
– Avoidance of clickbait in the subject line

In contrast, spam emails often:

– Originate from email addresses with little service history, as spammers frequently change IDs and services to evade detection
– Use fake names or company names
– Incorporate clickbait in the subject line
– Lack personalization, often being copied and pasted
– Utilize deceptive language to encourage clicking on suspicious links
– Typically have a commercial intent, attempting to sell a product without prior relationship-building efforts.

The 10-Step Method for Cold Emailing That Works

Let’s delve into the 10-step method for successful cold emailing.

By mastering each of the following areas, your cold emails will transcend the clutter of marketing emails and yield the desired outcomes.

When you adhere to these steps:

1. Your emails will reach targeted recipients at optimal times.
2. The messages will land in recipients’ inboxes and compel them to open.
3. The personalized and relevant content will captivate prospects, while the call-to-action will prompt them to respond.
4. Even if recipients don’t reply immediately, strategic follow-ups will encourage them to do so.

Below are the 10 steps for effective cold emailing.

Self-guided email warmup: Get your email address and domain ready for cold emailing

It might be tempting to jump right into sending cold emails, but doing so without proper preparation can raise red flags with email providers.

If your email activity suddenly spikes from a few messages per day to a large volume of nearly identical emails, it can signal spam-like behavior to email providers. This is especially true if you’re using a brand-new email address or domain.

Before diving into cold email outreach, it’s best practice to warm up your email address. While there are tools available for automated email warming, such as the one previously offered by GMass, it’s important to note that some email providers, like Google, have cracked down on such automated processes.

Instead, you can conduct a self-guided warmup process. This involves gradually increasing the number of emails you send each day, starting with a small volume and gradually ramping up. As recipients engage positively with your emails—by opening, clicking, and replying—email providers like Google will recognize your emails as legitimate and deliver them to recipients’ inboxes rather than spam folders.

Once your email is properly warmed up, you can confidently send cold emails at scale, knowing they’re more likely to land in recipients’ inboxes. Skipping the warmup process increases the risk of your emails being flagged as spam and not reaching their intended recipients.

Other Email Deliverability tools

Take advantage of this collection of complimentary deliverability tools to ensure your emails reach the intended recipients’ inboxes seamlessly.

– Utilize custom tracking domains to avoid sharing a tracking domain with other senders. Moreover, GMass is one of the few platforms that offer free SSL for your tracking domain, enhancing email deliverability by securing your links.

– Employ Spam Solver to assess your campaigns and predict whether they will land in the inbox, spam, or promotions folder. This tool helps refine your email content to improve inbox rates. Additionally, the Inbox, Spam, or Promotions? tool is available for campaigns from any email provider.

– Leverage Email Analyzer to examine the technical aspects of your emails, including SPF, DKIM, blacklists, and the SMTP conversation underlying your messages.

– Explore the Email Deliverability Wizard, which provides insights based on thousands of cold campaigns, allowing you to evaluate your campaign’s performance effectively.

Prospecting and list building: Finding the right leads — and right info about those leads

In the end, the effectiveness of your campaign hinges on your understanding of your target customer. (And then your ability to tailor your pitch to them. However, even the most compelling pitch ever devised would fall flat if your audience targeting is off.)

The primary goal of most outreach messages is to persuade, and the most effective way to do so is by comprehending what matters most to your audience.

Ultimately, individuals are more inclined to engage with content that addresses their needs. (Regrettably, many email marketers and cold emailers overlook this fundamental aspect.)

Determining the recipients of your marketing emails is just as crucial as crafting their content. Once you’ve established your target audience persona (a profile outlining the characteristics of your ideal prospects), you must engage in thorough prospecting to identify individuals whose email addresses match those criteria.

Choosing the right cold email platform

Selecting the ideal cold email platform

Your objective when selecting email marketing software is to locate a platform that:

1. Enhances your efficiency (and certainly doesn’t impede it)
2. Assists in achieving optimal email deliverability rates
3. Offers the necessary cold email features (such as scheduling, follow-ups, etc.)
4. Transparently outlines limits and caps to avoid unexpected campaign restrictions

The “optimal” cold email software varies depending on your specific requirements.

Email Jinny Free Cold Emailing Platform

Introducing Email Jinny, a revolutionary tool designed to streamline your cold email outreach efforts. With Email Jinny, users can send bulk cold emails for free, making it an invaluable resource for businesses, entrepreneurs, and professionals seeking to expand their reach and connect with potential clients or customers. Unlike traditional email marketing platforms that often come with hefty price tags or limitations on the number of emails sent, Email Jinny offers unlimited sending capabilities without any cost, allowing users to scale their outreach efforts without breaking the bank.

Email Jinny boasts a user-friendly interface and intuitive features, making it accessible to users of all skill levels. Whether you’re a seasoned marketer or just starting out, Email Jinny simplifies the process of creating, sending, and tracking cold email campaigns. From personalized email templates to advanced analytics tools, Email Jinny provides everything you need to craft compelling messages, reach your target audience, and measure the effectiveness of your campaigns. With Email Jinny, sending bulk cold emails has never been easier or more affordable, empowering users to achieve their outreach goals with ease.

Using a first name

Imagine you’re writing an email to a friend. Would you address them as “Mr. X,” or would you opt for a more friendly “John?” The obvious choice is John.

While you may not have a personal relationship with recipients of cold emails, addressing them by their first name in a sales email can set a warm and personalized tone. Without this personal touch, recipients may feel like just another faceless contact and may disregard your message altogether. People appreciate hearing their own names, and it can have a disarming effect that captures their attention.

GMass goes a step further with its unique first name detection feature. By identifying recipients’ first names from their email addresses, GMass adds a personalized touch to your emails. However, simply including first names isn’t sufficient for effective personalization. You need to go beyond this for maximum impact.

Using other simple mail merge fields

With most (though not all) of the cold emailing platforms you can turn pretty much anything into a mail merge field. That includes data like:

Last names
Company name
Website
A specific URL (like a blog post or podcast)
Industry
Location
And anything else you might want to reference

Pepper these into your email to help tailor your message to each specific prospect.

A personalized opening line or icebreaker to create a connection to each recipient

When you send emails to people you don’t know, you want to find a way to connect with them. Imagine a friend introducing you to someone they think you’d like to meet – that’s the kind of feeling you want to create.

Most of the time, you won’t have a friend in common. But don’t worry! There are other ways to find shared interests or experiences. This makes your email relevant to them and increases the chances they’ll reply.

Here are some ideas:

You both worked at the same company, even if at different times.
You come from the same city.
You’re in the same industry.
You heard them speak at a conference.
You share a hobby or interest.
You follow their blog.

These things might seem small, but they help your email feel less like a stranger selling something and more like a friendly introduction. There are even special tools that can help you find these connections!

Remember, building a connection is important for starting a conversation with someone new. And who knows, it might lead to something great!

Cold email subject lines: What compels a cold lead to open your email?

Here’s a simpler way to say that:

Start with an eye-catching subject line, but polish it later.

Your subject line is like a movie trailer – it convinces people to open the email. Aim to make it relevant to your email content and grab their attention.

Bonus tip: You can write your email first and then go back to craft the perfect subject line based on what you wrote.

Remember: People won’t open your email if the subject line doesn’t interest them, so give it some thought!

What’s in a good cold email subject line?

A good email subject line is like a mini ad for your email:

Clear and To the Point: Don’t use tricks to get them to open it – tell them what it’s about!
Say Their Name (Maybe): Using their name can catch their eye, but mention something else relevant if you don’t know it.
Highlight the Value: Show them what’s in it for them, especially if you don’t have a mutual friend or famous brand.
Keep it Short & Sweet: Aim for 6-10 words, so they can read it easily.

Remember, a good subject line makes them curious enough to open your email and see what you have to say!

What Are Email Sending Limits of Various Email Service Providers

What are the Email Sending Restrictions of Different Email Service Providers?

February 12, 2024

by sahil bagwan with One Comment Blog

It’s crucial to be aware of this, especially if you’re engaged in email outreach. Every email service provider sets its own limits on how many emails you can send. These limits might apply daily, hourly, or even per minute. If you’re conducting cold email campaigns without knowing your provider’s sending limits, your email account could end up getting blocked unexpectedly.

What Are Email Sending Limits of Various Email Service Providers?

In this article, you’ll discover details about:

– Gmail’s daily email sending limit
– Yahoo’s maximum emails per send
– Outlook.com’s email sending capacity
– Email sending restrictions of other renowned email providers
– Tips to prevent being marked as spam or blacklisted

If you’re seeking answers to any of these inquiries, you’re in the right spot. Additionally, if you prefer visual content, check out the accompanying video covering the content of this article.

Why is it crucial to be aware of the email sending limits?

If you’re using tools like EmailJInny for your cold email outreach, where emails are sent through your mailbox (SMTP), it’s crucial to monitor the limits set by your email service provider when configuring your campaigns.

While EmailJinny has its limits based on your chosen plan, it’s the restrictions of your provider that demand careful attention. Exceeding these limits—whether it’s the number of emails per day, hour, or even minute—can result in your email account being temporarily blocked, preventing any outgoing emails.

Understanding these limits and adjusting your campaign settings accordingly, such as delivery timing and daily email quotas, ensures smooth delivery without being flagged as spam. Personalization and quality content also play a significant role in avoiding blacklisting.

It’s important to note that these limits apply to all emails sent from your address. Therefore, if you have follow-up emails scheduled or are running multiple campaigns simultaneously, you risk surpassing these thresholds. Coordination and spacing out campaigns are essential to avoid hitting these limits and maintain deliverability.

What are the email sending limits of various email hosts?

Please note: While this blog post is periodically updated, it’s important to understand that email-sending limits may change over time. For the most current information, we recommend following the provided links to access direct resources and ensure you have the latest updates.

Free Gmail email sending limit

Daily limits for Gmail are set at a maximum of 100 messages via SMTP, but if you’re using the browser interface, you can send up to 500 emails per day.

Regarding hourly limits, there isn’t official information available. However, based on our experience, it’s advisable to cap your sending at around 20 messages per hour for free Gmail accounts.

It’s worth noting that exceeding Gmail’s sending limits can result in your account being blocked for anywhere from 1 to 24 hours. To avoid this issue, we typically recommend setting up a separate email address using Workspace Google (formerly G Suite) on a custom domain rather than relying on a free Gmail account. This not only expands your outreach capabilities but also provides greater control over your sending settings.

Using a business domain email address can also enhance your credibility with recipients compared to using a generic Gmail address. However, if you choose to use a free Gmail account for outreach, ensure that the email address appears professional and legitimate to recipients.

While managing the quantity of your outreach is important, maintaining quality is equally crucial. Sending low-quality cold emails with no personalization to unverified addresses can lead to your account being blocked by Gmail, even if you haven’t exceeded your sending limits. Therefore, prioritize quality over quantity to avoid potential issues with your email provider.

Google Workspace (formerly G Suite) email sending limit

Daily sending limits for Google Workspace accounts are set at 2000 messages, with a reduced cap of 500 messages during the trial period.

Officially, there are no hourly sending limits for Google Workspace accounts.

If you surpass these limits, your account may be blocked for up to 24 hours.

However, it’s crucial to emphasize that the quality of your emails plays a significant role in deliverability. Even if you haven’t exceeded your sending limits, poor-quality emails with spam-like characteristics such as spam words, broken links, high HTML-to-text ratios, or lack of personalization can trigger Google’s anti-spam mechanisms and result in your account being blocked.

Considering this, it’s essential to ensure that your emails adhere to best practices to maintain deliverability and avoid potential account blocks.

A vital point to note for Google Workspace users is that upgrading from a trial to a premium account doesn’t automatically grant you the increased sending limits. You’ll need to wait for the limits to be raised, but you can expedite this process by following the instructions provided in the direct resource provided by Google.

Office365 email sending limit

Daily sending limits for Office 365 accounts are set at 10,000 recipients, an ample allowance for most users engaged in email outreach.

While there’s no hourly limit specified, Office 365 imposes a limit of 30 messages per minute.

However, it’s unlikely that serious users of email outreach will approach the daily limit set by Office 365. Sending 10,000 emails in a single day is typically excessive and may appear spammy. It’s important to exercise discretion and avoid overwhelming recipients with excessive emails.

It’s worth noting that Email Jinny, a popular tool for email outreach, imposes its own sending limits to ensure compliance with Office 365’s restrictions. Email Jinny sends messages individually and at randomized intervals, typically spacing them out by 10-20 seconds. This results in a maximum rate of 6 messages per minute, well within Office 365’s limits.

Regardless of the specified sending limits, maintaining good deliverability is paramount. If a large portion of your emails end up in spam folders or are undelivered, it can negatively impact your sender reputation and increase the likelihood of being blocked. Conducting regular deliverability checks can help ensure that your emails are reaching their intended recipients’ inboxes and not being flagged as spam.

Outlook.com email sending limit

On Outlook.com, verified email addresses with a positive reputation can send up to 300 emails per day.

A verified email address on Outlook.com means that it has been authenticated by the user and is recognized as legitimate. The reputation of an email address is determined by various factors, including:

– The age of the email account: Newly created accounts, less than 30 days old, may have lower sending limits initially.
– Activity level: Accounts that are frequently used to send and receive emails tend to have a better reputation.
– Verification status: Verified accounts, which have undergone additional authentication steps, are often viewed more favorably by email service providers.

GoDaddy (Workspace email accounts) email sending limit

Per day: Initially, you can send emails to 250 recipients, but for an additional fee, you can increase this limit to 500.

Per hour: The maximum limit is 300 messages per hour, with a further restriction of 200 messages per minute.

Additional info: Be cautious when sending multiple campaigns with follow-ups, as it’s easy to hit the daily recipient limit. To avoid this, schedule your messages across different days of the week or use multiple email addresses. With Woodpecker, you’re protected from exceeding the minute limit, capped at 6 emails per minute. However, ensure your delivery hours are spread out to avoid reaching GoDaddy’s hourly limit.

BlueHost email sending limit

Per day: Unfortunately, I couldn’t find specific information about BlueHost’s daily sending limit.

Per hour: BlueHost permits a maximum of 150 emails per hour, with a frequency of 70 emails every 30 minutes.

Additional info: BlueHost offers the option to increase the hourly limit if you have a valid reason. Simply reach out to their support team for assistance.

In case of email bounce issues, you’ll receive either a warning or a time-out error. BlueHost will temporarily disable your account until it’s reviewed. Once cleared, your account will be reactivated within 24 hours.

Yahoo! Mail Plus email sending limit

Per day: You can send a maximum of 500 emails per day through Yahoo Mail. Each email can be sent to a maximum of 100 recipients. Each recipient counts as one email towards the daily limit of 500.

Per hour: There’s no official information about the hourly limit, but some sources suggest it might be 100 emails per hour.

conclusion

Irrespective of the email provider you opt for, they all prioritize not just the number of emails leaving your mailbox but also the successful delivery of those messages to your recipients. Therefore, ensuring the deliverability of your emails is paramount.

How to Choose The Best Cold Email Marketing Software?

February 12, 2024

by sahil bagwan with 2 Comments Blog

How to Choose The Best Cold Email Marketing Software?

In today’s competitive business landscape, cold email marketing has become an indispensable tool for reaching out to potential clients and generating leads. However, with so many cold email marketing software options available in the market, choosing the right one for your business can be overwhelming. In this comprehensive guide, we’ll discuss the key factors to consider when selecting the best cold email marketing software for your needs.

Understanding Your Requirements

Before diving into the vast array of cold email marketing software options, it’s essential to understand your specific requirements and goals. Consider factors such as the size of your target audience, your budget, the level of customization you require, and the features you need to execute your cold email campaigns effectively.

Key Features to Look For

When evaluating cold email marketing software, there are several key features to consider:

1. Deliverability Rates

One of the most critical factors to consider is the deliverability rate of the software. Look for a platform that has a proven track record of delivering emails to recipients’ inboxes rather than their spam folders. High deliverability rates ensure that your messages reach your target audience effectively.

2. Personalization Options

Personalization is key to the success of cold email campaigns. Choose a software solution that offers robust personalization features, allowing you to tailor your messages to each recipient’s unique needs and preferences. Look for features such as merge tags, dynamic content insertion, and customizable email templates.

3. Automation Capabilities

Automation can significantly streamline your cold email marketing efforts and save you time. Look for software that offers advanced automation features, such as scheduled sending, follow-up sequences, and triggered actions based on recipient behavior. Automation ensures that your campaigns run smoothly and efficiently.

4. Analytics and Reporting

To measure the effectiveness of your cold email campaigns, you need access to comprehensive analytics and reporting tools. Choose software that provides detailed insights into metrics such as open rates, click-through rates, conversion rates, and more. These insights allow you to fine-tune your campaigns for maximum impact.

Introducing Email Jinny

Among the myriad of cold email marketing software options available, one standout solution is Email Jinny. Email Jinny is a bulk cold emailing software that offers powerful features and capabilities to help businesses reach their target audience effectively. What sets Email Jinny apart is its unique proposition – it’s free forever.

Free Forever Plan

Email Jinny offers a Free Forever plan that allows users to send up to 500 emails per month at no cost. This plan is ideal for small businesses, startups, and entrepreneurs looking to dip their toes into cold email marketing without committing to a paid subscription. With Email Jinny’s Free Forever plan, users can access essential features such as email personalization, automation, and analytics, allowing them to launch effective cold email campaigns without breaking the bank.

Advanced Features

In addition to its Free Forever plan, Email Jinny also offers a range of advanced features for users looking to scale their cold email marketing efforts. These features include:

– Advanced automation capabilities, including follow-up sequences and triggered actions.

– Comprehensive analytics and reporting tools to track campaign performance.

– Robust personalization options, including merge tags and dynamic content insertion.

– Integration with popular CRM platforms and email service providers for seamless workflow integration.

Conclusion

Choosing the best cold email marketing software is a crucial decision that can have a significant impact on the success of your campaigns. By understanding your requirements and evaluating key features such as deliverability rates, personalization options, automation capabilities, and analytics tools, you can select a solution that meets your needs effectively.

Email Jinny stands out as a top choice for businesses of all sizes, offering a Free Forever plan that provides access to essential features at no cost. With Email Jinny, you can launch effective cold email campaigns without breaking the bank, making it an ideal solution for startups, small businesses, and entrepreneurs.

FAQs

1. Is Email Jinny suitable for businesses of all sizes?

– Yes, Email Jinny is suitable for businesses of all sizes, from startups and small businesses to large enterprises. Its Free Forever plan offers essential features that cater to the needs of businesses with limited budgets, while its advanced features are designed to scale with growing businesses.

2. How does Email Jinny ensure deliverability rates?

– Email Jinny employs advanced deliverability techniques, including email authentication protocols such as SPF, DKIM, and DMARC, to ensure that emails are delivered to recipients’ inboxes rather than their spam folders. Additionally, Email Jinny continuously monitors and optimizes its infrastructure to maintain high deliverability rates.

3. Can I personalize my cold email campaigns with Email Jinny?

– Yes, Email Jinny offers robust personalization features, including merge tags, dynamic content insertion, and customizable email templates. These features allow you to tailor your messages to each recipient’s unique needs and preferences, increasing engagement and conversion rates.

4. Does Email Jinny offer automation capabilities?

– Yes, Email Jinny offers advanced automation capabilities, including scheduled sending, follow-up sequences, and triggered actions based on recipient behavior. These automation features streamline your cold email marketing efforts and save you time.

5. How does Email Jinny's Free Forever plan work?

– Email Jinny’s Free Forever plan allows users to send up to 500 emails per month at no cost. This plan is ideal for businesses looking to launch cold email campaigns without committing to a paid subscription. Users can access essential features such as email personalization, automation, and analytics with the Free Forever plan.

6. Can I upgrade from Email Jinny's Free Forever plan to a paid subscription?

– Yes, users can upgrade from Email Jinny’s Free Forever plan to a paid subscription at any time to access additional features and send more emails per month. Email Jinny offers flexible pricing plans to accommodate the needs of businesses of all sizes.

7. Does Email Jinny provide integration with other tools and platforms?

– Yes, Email Jinny integrates seamlessly with popular CRM platforms, email service providers, and other tools to streamline workflow integration. These integrations allow you to sync contacts, automate tasks, and track campaign performance more effectively.

8. How does Email Jinny handle unsubscribe requests?

– Email Jinny automatically handles unsubscribe requests by including an unsubscribe link in every email sent through the platform. Recipients can opt out of future communications with a single click, ensuring compliance with anti-spam regulations.

9. Is Email Jinny compliant with GDPR and other data privacy regulations?

– Yes, Email Jinny is fully compliant with GDPR and other data privacy regulations. The platform takes data privacy and security seriously, implementing robust measures to protect user data and ensure compliance with relevant laws and regulations.

10. Does Email Jinny provide customer support?

– Yes, Email Jinny provides dedicated customer support to assist users with any questions or issues they may encounter. Users can access support via email, live chat, or phone, ensuring a seamless experience throughout their cold email marketing journey.

Step-by-step Guide for A/B Testing Cold Emailing

February 12, 2024

by sahil bagwan with 3 Comments Blog

Complete Step-by-step Guide for A/B Testing Cold Emailing

Cold emailing involves experimentation and learning from trial and error to optimize results. A/B testing, which involves trying out different subject lines or email copy variations, is a crucial tool for determining what works best. Introducing A/B tests in Email Jinny, we’ll explore the key elements to test for improving open and reply rates. Let’s dive in and learn how to conduct an A/B test step by step with an example.

What is A/B testing about?

If you’re new to sales and marketing, you may not be familiar with A/B tests, also known as split tests. Here’s a quick overview of the main idea behind it.

To conduct an A/B test, your prospect base should be divided into at least two identical subgroups, though you can opt for three or four depending on how many versions you want to test. Each group should consist of a similar number of prospects who share common characteristics, such as being CEOs of rising startups.

An essential principle of A/B testing is to change one thing at a time. This ensures that you can pinpoint what made the difference. For example, you might experiment solely with the subject line while leaving the rest of the email unchanged, or you could tweak the value proposition without altering anything else.

What elements of my cold email campaign should I A/B test?

Begin your A/B testing journey today

The answer hinges on your desired outcome: whether you aim to enhance the open rate or elicit more positive responses from prospects.

If increasing the open rate is your goal, start by testing various subject lines. The subject line serves as the deciding factor for recipients in determining the worthiness of your email. Sometimes, a minor adjustment, like personalization, can make a significant difference.

Additionally, pay attention to your email introduction, as it’s the first thing recipients see after the subject line. Most email clients display the initial sentence, providing a preview of the email’s content.

On the other hand, if you seek more positive replies, scrutinize your email content. It’s possible that while the subject line grabs attention, the content fails to resonate. Ensure your email isn’t solely focused on your company but addresses the prospect’s needs. Generic value propositions may fall flat, so tailor them to your specific audience segment. Also, include a clear call-to-action (CTA) to prompt action.

To pinpoint what hinders replies, conduct A/B tests on different versions of your email copy and analyze the results to identify the most effective approach.

For further guidance on what to A/B test to improve open, reply, or interest rates, refer to the resources provided. Now that you’ve identified areas for improvement, let’s delve into the practical aspects of conducting A/B tests.

While your first test may be complete, the process shouldn’t conclude there. Continue experimenting with different elements of your email copy regularly until you achieve desired outcomes. Not only will this refine your messaging, but it can also enhance deliverability—a valuable byproduct of diversified email strategies. Keep testing and refining to optimize your cold email campaigns effectively.

FAQs

1. What is A/B testing in email?

When referring to email, A/B testing means creating alternate versions of one of the elements of an email, e.g. its subject line or CTA in the email body, and sending it to two groups of prospects (equal in size and of similar qualities) to see which version will perform better.

2. What can I A/B test in email?

In general, you can test various elements of the email itself, such as the subject line, value proposition, or CTA, as well as the delivery time.

3. Why do A/B tests help in email deliverability?

Because they allow you to create a more diversified email content within a campaign.

As you may know, sending huge numbers of emails that have exactly the same copy might alarm spam filters. So anything that can help you diversify the content of your email campaign will serve in favor of good deliverability.

And although it’s not the primary goal of A/B testing, it is indeed a very nice side effect.

How to Write Perfect Subject Line for Cold Emailing

February 12, 2024

by sahil bagwan with 4 Comments Blog

Attention-Grabbing Subject Line Examples!
Discover the Keys to Engaging Subject Lines that Open Doors to Conversations with Prospects.
Explore Our Analysis of Top Sales Email Subject Lines at Email Jinny and Uncover a Game-Changing Insight.
Stay Tuned to Reveal the Secret to Effective Cold Emailing!

Why is it so important that a sales email has a good subject line?

Your email’s subject line is crucial—it’s among the first elements prospects notice when checking their inbox. It serves as a deciding factor for them to open and engage with your message. In essence, it’s the gateway to capturing their attention and prompting further interaction with your content.

How to write a good email subject line for reaching out?

Crafting an effective subject line is a delicate balance:

Being overly promotional risks being labeled as spam.
Overly sensational subject lines can erode trust.
Yet, being too mundane risks being overlooked.

Given these challenges, how should you approach crafting your subject lines?

We’ve analyzed numerous subject lines and delved deeper. Our goal was to identify patterns of effectiveness. What we discovered is intriguing—the most successful sales email subject lines directly address the needs and challenges faced by prospects in their business endeavors.

What’s great about focusing on needs when crafting a sales email subject line?

By prioritizing our prospect’s needs, we not only capture their attention (the first principle of a compelling subject line—checked), but we also fulfill another crucial aspect: delivering value. A subject line centered on the prospect’s needs inherently promises value they can derive from engaging with the email.

It’s essential to clearly outline the value our prospect stands to gain from responding to us. Incorporating their needs into the equation could be the key to enticing them to open and engage with our email.

What kind of needs did we discover?

Before we delve into the three sets of needs we’ve identified, take a glance at these top sales email subject line examples. Perhaps you’ll notice the underlying needs they address:

1. Want to scale up X?
2. A fresh view on X
3. A painless way of doing X
4. The time has come. Change X
5. Have you considered doing X?
6. Do you have any X challenges?
7. Have you heard about/tried X?
8. Are you irritated by your current process?
9. Got an impression that you need a helping hand
10. There is a more efficient way to do X
11. I have an idea on how to improve your X
12. Have you thought about switching X?
13. I hope the word has spread about X
14. Is your X efficient?
15. It’s high time to start X

Notice how these subject lines maintain a degree of vagueness. This intentional ambiguity sparks the recipient’s curiosity without overpromising. They avoid numerical figures or financial terms that might trigger SPAM filters.

So what are the three needs I was talking about?

After analyzing the successful sales email subject lines, we discovered three key need patterns:

1. Need to improve
2. Need to change
3. Need to innovate

What are some best practices for writing a sales email subject line like that?

We advise against directly copying these email subject lines verbatim. Remember, content on the internet is often overused. Instead, consider how you can integrate the underlying strategy of addressing the prospect’s needs. How can you tailor your subject lines to resonate with your specific audience?

Make your subject line touch prospect’s current concerns

Review your Ideal Customer Profile. What challenges do they face daily? Are there any pain points your solution could address? Are they dissatisfied with their current processes? Are they open to change? How does your product/service align with their needs?

These questions lay the foundation for crafting your email content. You don’t need to dive into specifics initially; start with an outline.

Once you’ve identified your ICP’s concerns, zoom out and identify overarching needs. Despite sounding complex, this process is straightforward. Refer back to the subject line examples above. Notice how the needs mentioned are broad yet tap into the journey from current dissatisfaction to a promising future.

Put some emotions in your subject line

Notice the adjectives in the subject line examples I provided? Words like “painless,” “fresh,” and “efficient” evoke emotions. Hopefully, these emotions are positive.

Here’s a tip: infuse the general needs you identified with positive emotions. Craft a vision of seamless collaboration. How does that resonate with you?

Alternatively…

Make the subject line a question

Indeed, I delved into the potency of questions elsewhere on this blog. Questions prompt your brain to seek answers involuntarily. Guess what? It’s the same for your prospects.

Pose a question in the subject line and ignite your prospect’s cognitive processes. Simple, isn’t it?

Make your subject line short but relevant

The subject line is your chance to grab attention and offer a glimpse of what lies within the email. Keep it concise. Captivate interest. Intrigue them to read further. To gauge effectiveness, seek input from colleagues. However, don’t sacrifice relevance. Personalization within the email content renders snippets in the subject line unnecessary. Remember, brevity is key.

Test various subject line ideas

Unable to choose the best subject line? Opt for an A/B test to determine the most effective option. Craft multiple versions of your email, differing solely in the subject line, and send them to comparable groups of contacts. Utilize the insights garnered from the test to make an informed decision on the subject line.

How to Write a Cold Email in 6 easy Steps (2024)

February 12, 2024

by sahil bagwan with One Comment Blog

To elicit responses, a cold email must be concise yet impactful and captivating. Therefore, each element of this brief message must offer value and serve a pivotal communication purpose.

At Email Jinny, we’ve gained insight into what factors influence a message’s response rate. Leveraging this knowledge, we’ve compiled six crucial steps for crafting effective cold sales emails.

To start, let’s delve into what a cold email entails in today’s context and how the approach to writing such emails has evolved over time.

What is a cold email?

Cold emails serve as a means to initiate and nurture business relationships.

To better grasp their purpose, let’s consider how business relationships typically develop offline. Often, it all begins with a conversation…

Imagine a salesperson attending an industry conference or trade show to meet potential customers. During the event, they seek opportunities to engage in dialogue. However, their objective isn’t to immediately promote their offerings or boast about their company. Instead, they aim to break the ice and establish a connection. Their focus is on understanding their prospect’s business better and fostering rapport.

Similarly, in outbound sales efforts, cold emails function as a tool to kickstart conversations in the digital sphere. This approach allows you to engage with individuals who may be unfamiliar with or have limited knowledge about your company, hence why they’re termed “cold” leads—it’s their first encounter with your business.

The objective of a cold email isn’t to secure an instant conversion but rather to gradually cultivate the relationship from being strangers to becoming potential business partners. In essence, the aim is to gradually warm up these leads over time.

What are the changes in Cold Emailing methods?

Cold emailing has undergone significant changes since its inception in sales. Initially, the primary objective was to pitch the offer, often involving sending a single, generic message to a large group of prospects without any personalization or segmentation.

In the early days, when email business interactions were still uncommon, this mass-sales-oriented approach proved effective for lead generation. However, as inboxes became inundated with copy-paste messages, this method lost its effectiveness. Recipients became wary of the salesy tone and impersonal nature of cold emails.

The approach to cold emailing has since evolved dramatically. Aggressive sales pitches are now ineffective, and one-size-fits-all emails no longer resonate with recipients.

Today, the focus is on building relationships with prospects. Cold email content should be centered on the recipient rather than the product or service being offered. It’s essential to empathize with the recipient’s business challenges from the outset. Instead of immediately pushing for a deal, allow prospects to share their pain points in their daily work. Then, demonstrate how your solution can enhance or streamline their processes.

Personalization is crucial in capturing prospects’ interest. Effective prospecting is integral to the success of a cold email campaign.

Moreover, personalization can extend to tailoring follow-up messages based on the prospect’s specific responses and defining trigger actions that prompt these follow-ups.

The more you understand about your prospects, the better equipped you’ll be to craft tailored messages that resonate with each segment.

How to write a Cold Email?

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Step 1: Edit the “from” line

You might find it surprising that adjusting the “from” line is highlighted as a distinct step here. Typically, we establish it for a new email address and then don’t give it much thought.

However, the “from” line is just as integral to a cold email as the body. It serves as the sender’s identity, forming the recipients’ initial impression. Their decision to open and read the message or discard it often hinges on this detail.

Keep in mind that your prospects are unfamiliar with you at this stage.

As senders of cold emails, we’re essentially strangers to our recipients. It’s natural for them to approach our emails with some level of suspicion. Their initial attention often gravitates towards the “from” line, where we have the opportunity to either instill trust or evoke hesitation. The impression conveyed by the “from” line can significantly impact whether they opt to open our email or discard it immediately.

Given this, it’s wise to carefully consider the content of your “from” line before launching a new cold email campaign.

The “from” line can be customized in various ways, and we have the flexibility to adjust it as needed. We can experiment with different formats for the “from” line with each new campaign, selecting from various possibilities.

What are potential concerns associated with your "from" line?

There are at least five possible formats for the “from” line:

A. First name (e.g., Cathy)
B. First name + Last name (e.g., Cathy Patalas)
C. First name + Last name, Title (e.g., Cathy Patalas, Head of Marketing)
D. First name + Company name (e.g., Cathy at Woodpecker. co)
E. First name + Last name + Company name (e.g., Cathy Patalas at Woodpecker.co)

Selecting the right “from” line for your cold outreach campaign depends on various factors, including the context of your message, your target audience, and the goal you aim to achieve with your email, whether it’s marketing cooperation, influencer outreach, or a potential sales deal.

When editing your “from” line, it’s important to follow a few guidelines:

1. Be consistent: Ensure that the tone and style of your “from” line align with the rest of your email content.
2. Consider your prospect’s perspective: Put yourself in your recipient’s shoes and think about what type of “from” line would resonate with them based on their communication style.
3. Find your unique approach: Tailor the “from” line to meet your prospect’s expectations rather than blindly following generic advice.
4. Focus on the key contact: Highlight the individual your prospects would be most interested in conversing with to increase the likelihood of engagement.

These are just a few guidelines to consider. If you still encounter difficulties, refer to our dedicated blog post on crafting effective “from” lines for more insight and clarity.

Step 2: Write an appealing subject line

The subject line of a cold email serves as the gateway to our message, shaping the initial impression formed by our prospects. It’s crucial to craft a compelling subject line to capture their attention effectively.

A poorly constructed subject line may predispose the recipient against us and our email, potentially leading them to disregard or even mark it as spam, which can impact email deliverability.

To avoid such pitfalls, it’s essential to adhere to these guidelines:

1. Consider the prospect’s perspective: Craft a subject line that promises a benefit to the recipient. Focus on addressing their needs or arousing their curiosity, rather than promoting yourself.
2. Personalize it: Demonstrate to the recipient that your email is not a generic mass message. Assure them that you’ve tailored your outreach specifically to them, avoiding the impression of being a spammer.
3. Intrigue them: Engage the recipient’s interest by sparking curiosity or addressing a problem they may be facing. Utilize subtle flattery or thought-provoking questions to capture their attention.
4. Sound human: Maintain a conversational, friendly tone in your subject line. Avoid overly formal or sales-oriented language. Imagine you’re addressing a colleague or acquaintance to achieve a more natural tone.
5. Ensure alignment with the email content: Ensure that your subject line corresponds with the content of your email. Avoid clickbait tactics, as they can frustrate recipients and diminish the effectiveness of your outreach efforts.

For further insights on composing effective subject lines, refer to our comprehensive guide: “What Subject Line Will Make My Addressees Open My Cold Email?”

What are some effective cold email subject line examples?

Here are some top-performing cold email subject lines we’ve identified at Woodpecker:

– {{FIRST_NAME}}, Discover a More Efficient Way to Do X
– Enhance Your X with My Innovative Idea
– Considering a Switch for X?
– Ready to Scale Up X at {{COMPANY}}?

We’ve observed an intriguing pattern among these subject lines: they tend to tap into three core “need” categories. They address a prospect’s need for improvement, need for change, or need for innovation. By touching on these fundamental concerns and incorporating personalization, these subject lines have proven to be exceptionally effective.

Step 3: Come up with a brilliant cold email introduction

Once you’ve successfully enticed your recipient to open your message with compelling “from” and subject lines, you’ve cleared a significant hurdle. Now, you have a mere three seconds to capture their attention and encourage them to continue reading beyond the first couple of lines. This underscores the importance of crafting an engaging introduction.

Starting a cold email can be challenging. Often, we default to discussing ourselves and our company. This may stem from uncertainty about how to begin or a strong desire to clinch a sale with our initial email. However, it’s essential to recognize that this approach is not likely to yield success.

So, how should you kick off a Cold Email?

A cold email introduction should be concise, consisting of no more than 2-3 sentences. Its focus shouldn’t be on introducing yourself or your company to the prospect. Instead, it should highlight the recipient, their expertise, accomplishments, work, and their company.

Focus on maintaining a professional tone and center the content around the business rationale for reaching out.

In those initial sentences of your cold email introduction, consider incorporating inquiries about their challenges. Even better, highlight the issues you’ve observed that you’re equipped to address.

Most importantly, view the introduction as a chance to demonstrate to your prospects that they received your message because you intentionally chose to contact them. Show that you’ve conducted research and that your outreach is not arbitrary.

Therefore, it’s essential to invest time in researching the company before drafting your cold email.

Step 4: Add Value to Your Pitch

Now, it’s time to outline your request to the message recipient – your pitch.

But what makes for an effective cold email pitch?

While it may seem convenient to have a ready-made formula ready to go whenever we discuss our product or service, simply listing features and benefits isn’t the most effective approach in a cold email.

Avoid salesy pitches

In a B2B sales email, it’s crucial to approach our pitch with subtlety. Our aim isn’t merely to secure another sale, but to initiate a distinctive business relationship with a potential buyer. This necessitates a personal touch.

Always prioritize your prospects in your pitch. Offer them as much value as possible. Identify any challenges they may encounter that you can assist them with. Utilize storytelling to illustrate how you could alleviate these challenges for them. Demonstrate that you’re here not only to assist but also to learn from them.

Focus on benefits, not features

Avoid relying solely on lists of product features or emphasizing the monetary value you offer. Instead, focus on highlighting the benefits your prospect stands to gain. Be specific, as vague benefits can dilute your message.

While it may initially be challenging, putting yourself in the customer’s shoes can help you understand their perspective. Here’s some guidance on how to shift your perspective with examples: “Features vs. Benefits – How to Present Your Product in a Cold Email?“

Your pitch should seamlessly flow from the previous part of your email, appearing as a natural continuation of an ordinary conversation. Avoid making it forced or overly sales-oriented.

Step 5: End your cold email with a call-to-action

You’re on the verge of completing your cold email. Now, you just need to craft a compelling call to action (CTA) that convinces your prospects to take the desired action. Whether it’s scheduling a Skype conversation, providing feedback, or simply replying to you, ensure it’s something you’re prepared to handle and that aligns with your ultimate goal.

To ensure your recipients are motivated to act, consider the following for your CTA:

1. Clearly express the purpose of your email – the CTA should succinctly convey the objective of your email in a single sentence, making it clear to the recipient what action you want them to take.
2. Keep it short and direct – your CTA should be concise and to the point, avoiding unnecessary complexity.
3. Ask for something your prospect can do immediately.
4. Don’t ask for too much – a request for a simple action or prompt response may yield better results than a lengthy meeting invitation. Start with a small request, and if necessary, progress to larger asks in subsequent interactions.

Step 6: Polish your cold email signature

Lastly, let’s not forget about the often overlooked signature. The signature serves as a crucial component of your message and should not be disregarded. It informs your recipient about who you are and where they can find more information about you and/or your company.

A well-crafted signature can help streamline the email body, making the message more concise and recipient-focused.

You can easily create such a signature using our email signature generator, free of charge. All of our templates are designed to maintain deliverability, ensuring that no messy HTML is included that might cause your emails to be flagged as spam.

Here are a few tips to consider when creating your email signature:

– Aim for trustworthiness: Ensure your signature provides enough information and hints on where to find you, as too little information may decrease your chances of receiving a response.
– Include only necessary information: Cut out any unnecessary details that only take up space without adding much value. Assess the usefulness of each piece of information in your signature and eliminate any that are irrelevant to your email campaign.
– If using HTML, keep it clean: Messy HTML signatures can lead to deliverability issues. Since your message is brief, an overly complex signature can disrupt the text-to-HTML ratio. If you lack the expertise to clean up your signature HTML, it’s safer to opt for a simple text signature. Alternatively, you can utilize our signature generator, as we ensure the code remains clean and efficient.

How long should a cold email be?

Your email should be concise, consisting of 2-5 sentences totaling no more than 200 words. Research indicates that the optimal length is between 50-125 words.

This brevity is sufficient to pique someone’s interest and initiate a conversation.

Long emails from strangers are rarely read, yet many still send extensive pitches detailing their company and offerings.

Respect your prospects’ time by keeping your message brief.

How to follow up on a cold email

Even if your cold email is impeccably crafted, it might not be sufficient to capture your prospects’ attention. They might overlook your email, neglect to respond, or simply lack interest in scheduling a call. This is entirely normal, so don’t fret. That’s precisely why follow-up emails are essential.

Including at least one follow-up email in your cold email strategy is imperative, but sending two or three may be optimal. However, avoid framing follow-ups as mere reminders of your awaiting response.

How to send your first cold email campaign

When utilizing automated cold email campaigns, you require a user-friendly and intuitive tool, such as Email Jinny.

To begin, you’ll need:

– A concise prospect list
– A pre-warmed email address
– A FREE Forever account with Email Jinny Cold Email.

FAQs

What shifts have occurred in cold emailing recently?

Recipients of cold emails have grown accustomed to generic and sales-driven messages. The method of sending cold emails has evolved substantially from the early days of electronic communication, where identical messages were mass-sent to large contact lists without personalization or segmentation. Initially, this approach was commonplace. However, with the significant increase in the volume of daily cold emails, recipients have become more sensitive to generic messages. As a result, unpersonalized, one-size-fits-all emails are no longer effective.

What to include in cold email?

A successful cold email comprises several key components. Before sending your message, ensure you edit the “from” line as it serves as an initial introduction, especially since we’re not acquainted. Next, craft an engaging subject line that sparks the recipient’s curiosity and encourages them to open the email—think of it as the key to unlocking your message. Once opened, seize the recipient’s attention with an introduction that demonstrates thorough research and offers value. Address the recipient’s challenges and emphasize how you can provide solutions—it’s about them, not you. Conclude your email with a clear call-to-action (CTA) outlining what you’d like them to do. Additionally, include a professional email signature, which consolidates essential contact information and saves space within your email.

How to send first cold email campaign?

To make your cold emailing effective, use a simple and intuitive tool like Email Jinny. First, create a small prospect list, a warm-up email address, and a free account for Email Jinny Cold Email. Then create a new campaign, add a send limit, write your email, and set the send time. Don’t forget to include follow-ups, as they can improve your response rate by up to 40%. Add your prospect list and send a test campaign to make sure everything works before you click “RUN” to start.

What should I include in my email signature for cold emails?

Your email signature ought to feature your complete name, job title, company name, and contact details. You may also consider adding a hyperlink to your LinkedIn profile or company website if desired. It’s crucial to configure your email account settings properly to ensure your signature maintains a professional and consistent appearance in every email you send.

How should I approach the email format in cold emails?

Keep your email format straightforward and easy for the reader to navigate. While using a cold email template as a reference, remember to personalize it to suit your recipient. Utilize short paragraphs and bullet points to emphasize important details. Additionally, ensure that your email signature is professional and contains all relevant contact information.

A Complete Guide For Cold Emailing

February 12, 2024

by sahil bagwan with No Comment Blog

Sending cold emails is more challenging compared to other forms of communication for two main reasons. First, you don’t have an established relationship with your audience. Second, you lack non-verbal cues, making it impossible to adjust your approach on the spot. Consequently, many cold emails don’t succeed.

However, cold emails can be effective. People have built careers and even launched startups using nothing but cold emails. (By the way, I’m referring to personalized emails sent to individual recipients, not mass sales emails.)

What is Cold Emailing

Cold emailing is when you send an email to someone you don’t know with the aim of gaining a benefit, like making a sale or seizing an opportunity. Essentially, it’s a method for introducing yourself to a stranger and attempting to establish a relationship with them, with the goal of eventually converting them into a customer.

There hasn’t been a lot of research done on cold emailing, but Shane Snow conducted an interesting experiment for his book Smartcuts. He sent 1,000 cold emails to executives and received hardly any responses. However, when he tried again with a smaller group from the same pool, he got better results. This time, he applied a few principles that align with my own extensive experience with cold emailing, as well as advice from experts like Wharton psychology professor Adam Grant, and entrepreneurs Tim Ferriss and Heather Morgan.

Five key objectives for successful Cold Emailing

1. Customize the message for the recipient.

Research is essential, but it’s crucial to approach it correctly.

Since 2022, I’ve received around 15,000 cold emails (yes, I keep count). Many of them start with a generic reference to something easily found on the first page of Google results for my name. Then, they dive into absurd requests like, “Hey, can you read my 300-page novel, provide extensive notes, and help me find an agent?” That’s not personalization.

Personalization involves understanding who the recipient is, how they perceive things, what interests them, and what they’re after. It’s about developing a deep understanding of the individual, showing them that you’ve put effort into comprehending them.

You also need to articulate why you’re reaching out to them specifically, rather than anyone else. Studies demonstrate that people are more inclined to assist others when they believe they possess unique qualifications to do so. By clearly delineating their role, you can craft a narrative that resonates with them.

2. Establish credibility

When encountering a stranger, whether in person or via email, we naturally seek to understand who they are and why they’re relevant to us.

Keep this in mind when you’re the one reaching out as the stranger. While you may have researched the recipients thoroughly, they likely know nothing about you. It’s essential to demonstrate your credibility and establish trust.

Having a mutual connection is the most compelling form of social validation you can provide. If you share any direct connections with the recipient, be sure to mention them. A mutual acquaintance instantly bridges the gap, transforming you from a stranger into a more familiar contact.

If you lack direct connections, but possess relevant authority, credibility, or social status, it’s beneficial to mention it briefly—a line or two should suffice. The more significant your perceived importance, the higher the likelihood of eliciting a response.

However, if you don’t hold any notable status, don’t worry. Seek out common ground instead. Belonging to the same group, especially on a personal level, is a fundamental human attraction. Look for unexpected connections, such as shared hometowns or uncommon hobbies. As Adam Grant highlights, “Similarities are most impactful when they’re unusual. We form bonds when we share rare commonalities, allowing us to both fit in and stand out simultaneously.”

The objective is to transition from being a “stranger” to becoming part of the recipient’s circle.

3. Address your audience's concerns or offer something valuable to them.

Why should the recipient pay attention to your email? Why should this busy individual invest their time in responding to it? What’s in it for them?

Keep in mind that people are often more motivated to avoid pain than to pursue pleasure. If you’ve conducted thorough research and identified a significant pain point for the recipient, and you can offer a solution, emphasize that. Consider this scenario: A venture capitalist (VC) acquaintance of mine once expressed frustration on Twitter about constantly receiving parking tickets due to misleading street signs. An entrepreneur seeking to pitch his startup began his cold email with a link to a robo-calling service that handled parking tickets. The VC used the service and was immensely grateful. Not only did he agree to a pitch meeting, but he also introduced the entrepreneur to several other VCs, two of whom ultimately invested in the startup.

If you’re unable to resolve a problem, provide people with something they desire. Offer to introduce them to someone they’re interested in meeting—this is notable because very few individuals offer assistance before making requests. However, your offering should feel suitable, considering you’re a stranger. For instance, sending an Amazon gift card would be awkward and peculiar.

Read Also – What is Email Deliverability?

4. Make it simple, and actionable.

Giving someone the chance to help can be quite satisfying—it might even fulfill a “want.” By seeking assistance, you’re offering them an opportunity to feel good about themselves. However, it’s crucial to make it easy for them.

You’re probably aware that short emails are more likely to be read than lengthy ones. Additionally, emails that clearly request specific actions tend to receive higher response rates. Long, rambling cold emails are ineffective.

One of the most effective ways to keep things concise and direct is to write in a conversational tone. If you were to meet this person at a social event, you wouldn’t immediately launch into a pitch. Instead, you’d introduce yourself, engage in pleasant conversation, find common ground, and then make a request that makes sense in the context of your interaction.

I suggest reading your email aloud before sending it. If it sounds natural, it will likely be well-received. This is my personal method for editing my own writing.

To ensure your request is straightforward and actionable, try to minimize the effort required from your recipient. For instance, saying, “Let me know if you want to meet up,” is not ideal. It places the burden on the recipient to make decisions and sort out the details. Although it’s brief, it’s neither easy nor actionable.

In contrast, consider this approach: “I’m available on Monday or Tuesday between 8 a.m. and 11 a.m. at Compass Coffee on 8th. If these times don’t work for you, please let me know your availability, and I’ll arrange it accordingly.” This provides them with clear, easy-to-follow instructions and specific options to choose from.

5. Show gratitude — and demonstrate some vulnerability.

I would even suggest adopting a somewhat humble approach.

I’m not suggesting you should bow down before your audience as if they were royalty. However, when you’re asking for a favor from someone who doesn’t know you, expressing gratitude and a bit of vulnerability can make them feel like a good person if they choose to help. It also gives them a sense of power and status, as you’re reaching out to them.

This approach yields results. Just expressing genuine gratitude like, “Thank you so much! I truly appreciate it,” can double response rates to requests. And it’s important to let people know it’s okay if they’re too busy. Giving them an out actually makes them more likely to assist you.

While these points may seem straightforward, surprisingly few individuals adhere to them. In my experience, approximately half of the people who have sent me cold emails showed minimal appreciation, often limited to a perfunctory “thanks.” The other half either came across as brusque or entitled. It’s astonishing—strangers requesting significant favors sometimes adopt tones like, “Let me know how quickly I can expect you to get this done,” indicating impatience. However, such attitudes have consequences; they don’t foster a sense of willingness in me to assist them.

Lastly, avoid using templates

If you search for “cold email template” on Google, you’ll come across numerous options. I sifted through dozens of them, and while some were suitable for mass emailing and sales, I couldn’t find a template that was truly effective for personalized cold emails.

This isn’t surprising. Personalization implies that the message isn’t derived from a template. That’s why this article focuses on principles rather than providing specific scripts.

Frequently Asked Questions(FAQs)

1. Why is cold emailing challenging?
Cold emailing can be difficult because you’re reaching out to individuals with whom you have no prior relationship. Additionally, you lack non-verbal feedback to adjust your approach in real-time, making it harder to connect with the recipient.

2. How can I improve my cold emails?
To enhance your cold emails, consider the following:
– Personalize your message to the recipient.
– Validate yourself by demonstrating credibility or authority.
– Address the recipient’s pain points or offer something valuable to them.
– Keep your email short, easy to understand, and actionable.
– Show appreciation and vulnerability to create a connection with the recipient.

3. Why is personalization important in cold emailing?

Personalization is crucial in cold emailing because it shows the recipient that you’ve put effort into understanding them. Tailoring your message to their interests, needs, and preferences increases the likelihood of a positive response.

4. What should I include in a cold email?
A successful cold email should:
– Be personalized to the recipient.
– Establish your credibility or authority.
– Address the recipient’s pain points or offer something valuable.
– Be concise, easy to understand, and actionable.
– Express appreciation and vulnerability to create rapport with the recipient.

5. Should I use cold email templates?
While cold email templates are widely available, it’s generally recommended to avoid using them for personalized cold emails. Personalization is key in building connections with recipients, and templates often lack the authenticity and individualized approach required for effective communication.