Published on 12 December, 2024
How to write cold emails that actually get replies
Cold emails can be a game-changer for creators and service providers looking to validate ideas, gather feedback, land new gigs, or make valuable connections.
But let’s be honest: most cold emails get ignored. Why? Because they don’t feel personal, don’t offer value, or simply fail to stand out.
I've followed the steps I'll share in this article for Hagfish cold emails and received replies within minutes!
In this post, I’ll outline a straightforward five-step cold email workflow tailored for freelancers, contractors, and creators. Whether you’re launching a new tool, pitching your services, or seeking feedback, this workflow will help you craft emails that prompt responses.
TL;DR
- Personalize your first email by referencing their work or how you found their contact.
- Keep follow-ups short and value-focused
- Use a 5-email sequence: intro → reminder → value proof → break-up → nurture
- Wait 3-5 days between emails
- Always include a clear call-to-action
- End the sequence gracefully with a break-up email
Initial outreach: The perfect first impression
The first email is your chance to introduce yourself and your work—and do it in a way that sparks curiosity. Remember, this isn’t about selling; it’s about starting a conversation.
What to include:
- A personalized opening (reference where you found them or why you’re reaching out).
- A clear, concise introduction to your product, service, or expertise and its relevance to them.
- A low-pressure call to action (e.g., asking for feedback or offering to help).
Email Template #1: Initial Outreach
Subject: I'd love your feedback on Hagfish
Hi Sophia,
I came across your articles about freelance design and noticed you mentioned struggling with client payments. We recently launched Hagfish, a tool designed to help freelancers like you automate invoicing and get paid faster.
I'd love to hear your thoughts. Your feedback — good, bad, or ugly — would mean a lot as we refine the platform.
Thank you for your time,
Kelvin
Follow-up 1: Gentle reminder
If you don’t hear back within a few days, send a polite follow-up. Assume they missed your first email—not that they’re uninterested.
What to include:
- A brief reference to your earlier email.
- A subtle nudge to check out your product or consider your services.
Email template #2: Gentle reminder
Subject: Quick follow-up about Hagfish
Hi Sophia,
I wanted to follow up on my email about Hagfish's invoicing platform. I know automating your payment process could save you valuable time each week, and I'd love to hear your thoughts on our solution.
Best,
Kelvin
Follow-up 2: Show the value
By now, you’ve introduced your work and followed up. If there’s still no response, it’s time to highlight the value you’re offering.
What to include:
- A specific benefit or feature that aligns with their needs.
- (Optional) A short success story or testimonial to build credibility.
Email template #3: show the value
Subject: How designers like you are using Hagfish
Hi Sophia,
I wanted to share that one of our users, a freelance UI designer, reduced their payment collection time from 45 to 5 days using Hagfish's automated reminders. I thought this might be relevant given your recent article about cashflow challenges.
Would love to show you how it works.
Cheers,
Kelvin
Break-up email: Respect their time
If they still haven’t responded, this is your final nudge. Be polite and leave the door open for future communication.
What to include:
- Acknowledge that they may be busy.
- Let them know it’s okay if the timing isn’t right.
- Provide an easy way for them to reach out later.
Email template #4: Break-up email
Subject: Is now not the right time to try Hagfish?
Hi Sophia,
I understand you might be busy with client projects, so I'll assume the timing isn't right for exploring Hagfish. If you ever want to streamline your invoicing process in the future, our door is always open.
Thanks for considering,
Kelvin
Nurture: Stay connected
Just because they didn’t respond doesn’t mean the relationship is over. Add them to a nurture sequence or send occasional updates about your work.
What to include:
- Announcements about new features, services, or updates.
- Success stories or tips that might be helpful to them.
Email template #5: Nurture email
Subject: New: Hagfish now supports recurring invoices
Hi Sophia,
Quick update - we just launched recurring invoices in Hagfish! Now you can set up automated billing for your retainer clients. Thought this might interest you based on your work with long-term design projects.
Best,
Kelvin
Cold emails pro tips
Here are some extra tips to help you craft cold emails that get noticed and elicit responses.
Make it personal
- Mention something specific about their work or interests.
- Show that you’ve done your homework and aren’t just sending a generic email.
Keep it short and sweet
- Get to the point quickly.
- Respect their time by keeping your email concise.
Offer value
- Explain how you can help them or solve a problem they have.
- Share a quick success story or testimonial to build credibility.
Be clear with your call-to-action
- Make it easy for them to respond or take the next step.
- Whether it’s scheduling a call or checking out your product, be specific about what you want them to do.
Follow up, but don’t be annoying
- If you don’t hear back, send a gentle reminder.
- Space out your follow-ups and always be polite.
End on a positive note
- If they’re not interested, thank them for their time and leave the door open for future communication.
Enhance your emails with visual content
- Include a short GIF demo of your product in action
- Add your product's logo in the signature
- Link to a 2-minute video walkthrough
- Share screenshots of specific features relevant to their needs
Adapt for different platforms
These templates work across various channels with minor adjustments:
- Twitter DMs: Keep it shorter, more casual
- LinkedIn: Add relevant professional context
- Instagram: Lead with visual content
- Discord: Break messages into smaller chunks
Power up your outreach
- Use email tracking to optimize send times
- A/B test subject lines with small batches
- Include social proof (testimonials, user counts)
- Reference specific content they've created
- Add calendar links if suggesting a call
By keeping these tips in mind, you’ll be well on your way to writing cold emails that actually get responses. Good luck!
Final thoughts
Cold emailing doesn’t have to feel impersonal. With the right approach, you can craft emails that are personal, valuable, and respectful of the recipient’s time.
Whether you’re launching a new product, pitching your services, or seeking new opportunities, this method can help you forge meaningful connections.
If you're seeking tools to streamline your workflows, consider Hagfish—a modern invoicing solution for creators, freelancers, and service providers. With Hagfish, you can effortlessly send, schedule, and manage invoices, saving time and accelerating payments.