Anatomy of an Email: Your Data-Driven Guide

Email is still one of the best ways to contact new prospects.

Here are some email statistics to back up the point:

  • More people are using email than social media.
  • If you’re like me, it’s hard to be away from the office for too long. I think this is because we all have so many emails in our inboxes and feel a need to check them constantly.
  • According to a recent survey, 8 out of 10 employees check their email outside the office.

Even though email is on the decline, it’s still a powerful tool for generating responses. Here are five tips to help you write emails that actually get replies.


Need Help Automating Your Sales Prospecting Process?

LeadFuze gives you all the data you need to find ideal leads, including full contact information.

Go through a variety of filters to zero in on the leads you want to reach. This is crazy specific, but you could find all the people that match the following:Ā 

  • A company in the Financial Services or Banking industry
  • Who have more than 10 employees
  • That spend money on Adwords
  • Who use Hubspot
  • Who currently have job openings for marketing help
  • With the role of HR Manager
  • That has only been in this role for less than 1 year
Just to give you an idea. šŸ˜€

3 clever sales things to do before you send your email

As you are about to send an email, there are a few things that can help your chances of getting a response.

1. Warm up your prospects through social media

The average response rate for cold emails is only 1%

If you build relationships with your prospects before calling them, they’ll be much more likely to trust you. Even if someone knows who you are from another source or has talked to you before, it’s a lot easier for them.

If you can create a trusting relationship with them, they are more likely to respond. This is key in sales.

You used to have to go out into the world and meet people face-to-face. But now, with social media, it has become easier.

If you want to build a relationship with someone, give them value.

One way to do this is by using social media. For example, you can use it for networking and interacting with potential employees.

  • I had some thoughtful comments that I wanted to share with them.
  • Comment on their posts and add them as a connection.
  • I recently wrote a blog post about the importance of inclusion during hiring.

The more you do for your prospects before sending an email, the higher chance of a response from them.

2. Plan the follow-up emails in advance

People may not respond to an email for many reasons, but it’s important that you don’t give up.

Sometimes they can’t respond because of time constraints.

The majority of buyers prefer to do their own research online before making a buying decision, which could be because they’re not interested or just looking into things on their own.

Sending follow-up emails is an important part of the hiring process. In fact, a single email can double your response rate.

One of the most important things to do before sending an initial email is plan on following up. Send five or more follow-up emails since 80% of sales happen after the fifth point of contact.

Its best to space out follow-up attempts a few days apart. This is the sequence that I recommend: First email Second email Third and final attempt

  • Day 1: Initial email
  • Day 4: First follow-up email
  • Day 7: Second follow-up email
  • Day 14: Third follow-up email
  • I sent a follow-up email to the fourth company, and they replied that I was qualified for an interview.
  • Once per month, I will send out an email to all employees reminding them of the company’s policies.

3. Automate what you can, but be careful

Doing things manually can be a mess and time-consuming. Sending individual emails and following up with prospects to get feedback is very tedious.

Marketing automation software helps us by automating a lot of our work. For example, it can help with email marketing and social media

  • Planning social media posts in advance is helpful for companies that want to post during peak hours.
  • The modern tools we use allow us to set up follow-up emails in advance. With this, you can save time and be more productive.
  • Writing emails is a time-consuming process, so using templates can help save some of that time. Just be careful not to use the template too much or else your email will seem robotic and impersonal.

5 tips for writing the best anatomy of email message that actually generate replies

Now that youve prepared your prospect, set up the necessary sales automations to follow-up with them and written a successful email, let me go into detail on how you should write an effective email. Article: How Much Does A Salesperson Make?

1. Make the subject line properly

One of the best ways to get your email opened is by having a good subject line.

Emails with personalized subject lines are 22% more likely to be opened than emails that have a generic or impersonal email title.

The goal of a good subject line is to get the readers attention without being too blatant or misleading. A successful email will make them curious enough to click through, at which point it should be clear what they are clicking on.

  • Capture interest
  • Build curiosity
  • Give the person you’re interviewing information that is both useful and not misleading.

Some of these are:

  • [Mutual contact] told me I should get in touch
  • The idea for this article was to provide a resource that would help people find jobs.
  • Question about [goal they have] Article: Diversity is a hot topic in many workplace environments, and there seem to be many inclusion initiatives to help diversify the job market.

Don’t sound too salesy by using phrases like “state of the art”, “unique” or even final. Instead, write it as if you are talking to a friend.

2. Personalize your intro

Nowadays, companies are sending outreach emails without human intervention. They can even download templates online.

As our workforce becomes more tech-savvy, they’re better able to use templates and software for email outreach. When I first began hiring salespeople, I just assumed pay along with commissions and bonuses would be enough sales motivation. With my first salespeople, I made the mistake of constantly testing pay and commission structure.I felt that with enough of a base pay plus lucrative commissions it would be enough motivation for them. But as time went on, what became apparent is that this wasn’t always the case – some people needed additional incentives or had specific needs in order to excel at their jobs As our workforce becomes more tech savvy they are better equipped to use templates which helps streamline workflow

The reason people are less likely to respond is because they think you used software, which means that you didnt put much effort into your email. This goes back to the principle of reciprocity; if someone does something nice for us, we want to do something nice in return.

Many people will do a favor for someone who has done something small before, so by putting in the extra effort to personalize an email’s opening line, you’re much more likely to receive a response.

Sending emails with personal messages in them increases the response rate by 32.7%.

Instead of opening emails with a generic introduction such as Hi, my name is you can open them in different ways. You could write about what they do or their accomplishments and talk about how you admire that.

  • Congratulate them on a recent event and mention the amount of money raised.
  • I liked the post you wrote about how to use your computer for work.
  • Bring up a common interest.

Personalization is tough to do at scale, but its an extremely effective way for you to get the best response rate and stand out from your competitors.

3. Connect the body of the email to the prospect’s goals

If you dont have the right product to solve a major pain point for your prospect, it will be much harder to get them on board with what you are selling.

Out of the 86% that are ignored, most people believe they’re useless. This is why outreach emails get so few responses.

Dont send a generic email. Make sure you connect it to your prospect’s business goals and sell them on the solution, not just what services you offer.

These are some ways to make sure your company is diverse:

  • You might be interested in how we’ve helped other companies when it comes to scaling up their outbound sales.
  • I wanted to let you know that some of the ads your company is running on Google are being overtaken by those from competitors. Weve helped other companies in your industry beat their competitors ad performance, so I want to offer our help.
  • I noticed that your competitors are outranking you on Google and I wanted to make sure you knew about it.

I always try to be helpful rather than salesy by addressing specific pain points.

3. Close the email correctly

At the end of an email, many salespeople are too vague about asking for a response. They might say something like let me know if youre interested in scheduling a call! But instead be very specific and ask them to schedule a meeting.

Its easy for someone to respond if you make your email short and concise.

You can do this by asking specific questions at the end of your email, such as

  • I’d like to speak with you about the position on Wednesday or Thursday afternoon.
  • I have a quick question for you, can I call at 1 p.m., 2 p.m., or 3 p.m.?
  • I am still open to discussing the proposal. If you have any reservations or questions, I will be happy to answer them.

Yesware sent an email to their team with a high response rate.

anatomy of an email

Image source

5. Make sure the email is short and simple

According to a study by Microsoft, the average attention span is now 8 seconds. Thats not all- it’s shrinking too! Back in 2000, their research found that the average attention span was 12 seconds.

I was surprised to learn that the human attention span decreases by 88% every year.

When companies are focused on diversity, its important to keep your outreach emails short.

Here are a few tips for cold outreach emails: -Be short and concise. -Make sure you have the person’s name in the email so they know who it is from. -Include your contact information, such as phone number or social media handle.

  • I’m not a fan of scrolling on mobile devices. I think it’s very hard to read.
  • If you don’t have time to read this article in full, just take less than eight seconds and skim over it.
  • The response should take a few seconds to write.
  • Be between 50150 words

To sum up

Here are a few important points from this article: – When you’re writing an email, don’t be afraid to include the word “you” in your sentences. It makes it seem like you care about their interests and needs.

  • 33% of people will open an email based on the subject line alone, so you want to make sure that it captures their interest.
  • Emails with personalized messages have a higher response rate, and that can go a long way.
  • Most sales pitches are completely useless. 14% of them connect with the prospects needs, but only 1 in 10 is successful.
  • The closing of your email should be written in a way that makes it easier for the prospect to respond.
  • It’s harder and harder for people to focus on anything. Make your emails short.

Here are the steps to writing an effective sales email: 1. The subject line should be short and catchy, but also informative about what you’re sending.

anatomy of an email


Need Help Automating Your Sales Prospecting Process?

LeadFuze gives you all the data you need to find ideal leads, including full contact information.

Go through a variety of filters to zero in on the leads you want to reach. This is crazy specific, but you could find all the people that match the following:Ā 

  • A company in the Financial Services or Banking industry
  • Who have more than 10 employees
  • That spend money on Adwords
  • Who use Hubspot
  • Who currently have job openings for marketing help
  • With the role of HR Manager
  • That has only been in this role for less than 1 year
Just to give you an idea. šŸ˜€
Editors Note:

Want to help contribute to future articles? Have data-backed and tactical advice to share? Iā€™d love to hear from you!

We have over 60,000 monthly readers that would love to see it! Contact us and let's discuss your ideas!

Justin McGill
About Author: Justin McGill
Justin McGill is the Founder of LeadFuze - a lead generation platform that discovers new leads for you automatically. Get 25 leads free.