Cold emailing is a bit like showing up uninvited to a party: you’d better not be boring, and you’d better have a reason for being there. If you’re blasting out generic “Hi {FirstName}, I love your company!” emails and wondering why no one bites, let’s fix that. This guide is for salespeople, founders, and anyone who wants replies instead of the cold shoulder—without spending all day writing one-off emails.
I’ll show you how to use Breakcold templates to make your outreach feel personal, even when you’re sending hundreds of emails. We’ll keep it practical, cut through the hype, and call out what actually works (and what’s just fluff).
Step 1: Know What “Personalization” Actually Means
Before you even touch a template, let’s get clear: “personalization” isn’t just dropping someone’s name or company into a mail merge field. That’s the bare minimum. Real personalization means your message feels like you wrote it just for them—even if you didn’t.
What works: - Mentioning a recent post, product launch, or event specific to them - Citing mutual connections or shared interests - Referencing a challenge or opportunity relevant to their role or company
What doesn’t: - “Saw your LinkedIn profile and was impressed!” (Everyone says this) - “Hope this finds you well” (No one believes you care) - Overly generic compliments
Pro tip: If you can swap out the recipient’s name for someone else’s and the email still makes sense, it’s not personalized enough.
Step 2: Gather the Right Data—Fast
You can’t personalize what you don’t know. But you also don’t have time to research every single prospect for 10 minutes each.
Tools & Tactics: - Use LinkedIn Sales Navigator or a basic LinkedIn search to spot recent posts, job changes, or company news. - Google “[Name] + interview” or “[Company] + news” for fresh info. - If you’re targeting a tight niche (e.g., SaaS CFOs), note patterns—recent funding rounds, hiring spurts, etc.
What to ignore: - Deep dives into personal hobbies unless they’re actually relevant - Overly technical details if you can’t tie them into your pitch
Pro tip: Block off a set time (say, 30 minutes) to batch research for a list, jot down 1-2 notes per contact, and move on. Don’t get stuck in research rabbit holes.
Step 3: Build Your Breakcold Templates the Right Way
Breakcold’s templates are flexible, but they’re only as good as what you put in them. Don’t just create one “catch-all” template. Instead, build a framework you can tweak for different segments or triggers.
How to set up a solid template:
- Intro line: This is where you drop your personalized hook. Make it about them, not you.
- Context: One line about why you’re reaching out, tied to the intro.
- Value: The pitch—what you can offer that actually matters to them.
- CTA: A simple, specific ask. (Skip the “let me know if you’re interested” fluff.)
Template Example:
Subject: Loved your take on {RecentTopic}
Hi {FirstName},
Saw your post on {RecentTopic}—especially your point about {SpecificDetail}. Most {TheirRole}s don’t see it that way.
Quick one: I help {TheirCompanyType} teams {AchieveResult} without {CommonPain}. Would it be crazy to chat for 10 minutes this week?
Cheers, {YourName}
What to avoid: - Overloading the template with too many variables (you’ll make mistakes or sound robotic) - Making the value prop about you, not them
Pro tip: Write your templates in plain English. If you wouldn’t say it out loud, don’t put it in your email.
Step 4: Set Up Your Personalization Fields in Breakcold
Breakcold lets you add custom variables—use them. The trick is to pick variables you can realistically fill in for everyone you’re emailing.
Go-to fields: - {FirstName} - {Company} - {RecentTopic} (their post, news, or event) - {SpecificDetail} (what they said or did) - {TheirRole} - {CommonPain} (challenge they face)
How to fill them fast: - Export your prospect list and add these fields as columns in a spreadsheet. - Fill in the unique bits during your research block. - Import back into Breakcold, or use the in-app enrichment tools if available.
What not to do: - Don’t create 10+ variables you can’t keep up with. - Don’t trust automation to always get context right—spot check before sending.
Pro tip: Use “fallback” text in Breakcold for any variable you might miss (e.g., if {RecentTopic} is blank, default to something neutral but still relevant).
Step 5: Test, Send, and Iterate
No template is perfect out of the gate. You need to see what lands and what flops.
How to test: - Send small batches (20–50) at first to see which lines get replies. - Tweak your subject lines and intros based on open and response rates. - Ditch what doesn’t work. Don’t be precious about your template.
What to watch: - Low open rate? Subject line might be too generic or spammy. - Opens but no replies? Intro isn’t hooking them, or your value prop is off. - Quick unsubscribes or spam reports? You might be too aggressive or off-target.
Ignore: - Vanity metrics like click tracking (unless you’re linking to something essential) - Templates that get zero response after 2–3 rounds—move on
Pro tip: Keep a swipe file of intros or lines that get real replies. Reuse and adapt, but don’t copy-paste forever.
Step 6: Don’t Over-Engineer It
You’ll see plenty of “AI-powered,” “hyper-personalized,” or “multi-touch cadence” tools pitched for cold email. Here’s the truth: the basics still work best. Most people ignore generic outreach. A little real personal touch—done quickly and consistently—beats fancy tech every time.
Things to skip: - Chasing the latest email “hack” or magic sending time - Overcomplicating your process with too many tools - Writing 500-word emails to strangers (no one reads them)
What to double down on: - Clarity and real relevance - Short, specific asks - Consistent follow-up (Breakcold can help automate this, but don’t sound like a bot)
Keep It Simple, Keep It Moving
Getting replies from cold emails isn’t magic. It’s about being relevant, personal (in a real way), and not wasting the other person’s time. Tools like Breakcold can make the process faster, but they won’t save a bad message.
Don’t stress about perfection. Start with a basic template, personalize what actually matters, and keep tweaking as you go. The people who win at cold email aren’t the ones with the fanciest tools—they’re the ones who keep it simple and keep improving.
Now go send some emails that people actually want to read.