If you’re using Overloop for prospecting, you know it can be a real slog getting people to open, read, and respond to cold emails. Most “best practices” are either too generic or sound like they were written by a robot. This guide is for anyone who actually wants replies (not just a pat on the back for hitting send). I’ll walk you through creating cold email templates in Overloop that don’t end up in the trash—or worse, marked as spam.
Let’s get into it.
1. Get Clear on Your Goal (and Don’t Overcomplicate It)
Before you even type “Hi,” know what you want. Every cold email should have one clear goal—usually to start a conversation, book a call, or get a quick answer. Not to close a deal, not to “circle back,” and definitely not to dump your whole pitch in the first message.
What works: - One ask per email (e.g., “Are you the right person to talk to about X?”) - Keeping your goal realistic for a cold outreach
What to ignore:
- Templates that try to do too much (e.g., sell, qualify, schedule, and demo all at once)
- Anything with three different CTAs
2. Build a List That Actually Makes Sense
The best email in the world won’t save you if you’re sending it to the wrong people. Spend time building a list of leads who actually care about what you’re offering.
Tips: - Use Overloop’s filtering to focus on decision-makers, not just anyone with a pulse. - Always double-check your list for accuracy. Messy data = bad personalization.
Pro tip:
If you’re scraping names and companies, spot-check your data. One “Hi {{FirstName}},” with a blank merge field ruins trust fast.
3. Write Like a Human, Not a Marketer
No one wants to read the email equivalent of a billboard. The best cold emails sound like they were written by a real person who actually did their homework.
How to do it: - Ditch the fancy intros. “Hope this finds you well” is a dead giveaway you don’t know them. - Use the person’s name and (if possible) mention something specific about them or their company. - Keep sentences short. Break up long paragraphs.
What to ignore: - Overly formal language (“Dear Sir or Madam,” “To whom it may concern”) - Overusing merge fields (“I see you’re the {{Title}} at {{Company}}”—it’s obvious when it’s automated.)
4. Nail the Subject Line (But Don’t Get Cute)
Your subject line gets you in the door—or lands you in spam. Skip the clickbait and keep it simple and direct.
What works: - Short (3–6 words), clear, and relevant - References something specific (“Quick question, John” or “About [Company]’s hiring”) - Avoids ALL CAPS, exclamation points, and salesy language
What to ignore: - “Re:” or “Fwd:” when there’s no thread (everyone knows this trick) - Vague lines like “Quick chat?” (unless you’re actually following up)
Example subject lines: - “Question about your [process/tool]” - “Intro—[Your Name] from [Your Company]” - “Saw [Company] is hiring engineers”
5. Craft a Short, Honest Opening
The first line should make it clear you’re not a spammer. Get to the point. If you can, reference something genuine about them or their company. If not, don’t fake it.
What works: - “I saw [Company] just launched [product]. Congrats—looks like a big step.” - “I help [job title]s at [type of company] with [problem].” - “I’m reaching out because I noticed [specific thing].”
What doesn’t: - “I wanted to reach out and introduce myself…” (Just do it, no need to announce.)
6. Make Your Message About Them (Not You)
People care about their problems, not your product. Focus on what they actually get out of talking to you.
How to do it: - Mention a challenge they’re likely facing - Offer a quick win or idea, not a pitch - Keep the focus on their needs, not your features
Template example:
Hi Jane,
Noticed Acme Corp’s expanding into remote onboarding. I’ve helped a few teams smooth out training for new hires (without a ton of extra calls). Would it make sense to share what worked for them?
Best,
Mark
Notice: No bragging, no laundry list of features—just a relevant reason to talk.
7. End with a Low-Pressure, Clear Call to Action
Don’t ask for the world. Make it easy for them to say yes—or at least reply.
What works: - Ask a yes/no question: “Worth a quick chat?” - “Are you the right person to talk to about this?” - Suggest a specific time, but don’t be pushy
What to ignore: - Open-ended asks like “Let me know your thoughts” (no one will) - Demanding a meeting in the first email
8. Tweak for Deliverability (So You Actually Get Seen)
All the perfect copy in the world means nothing if your email lands in spam. Overloop helps with tracking and sending, but you still have to do some work.
Best practices: - Avoid too many links or images—plain text gets delivered more often - Don’t use attachments in cold emails - Warm up your sending domain before blasting hundreds of emails - Personalize at least 10–20% of each email, so spam filters don’t catch on
Pro tip:
Test your emails by sending them to a Gmail or Outlook account before launching a campaign. If they hit spam, fix your language and links.
9. Use Overloop’s Features, But Don’t Let Automation Ruin It
Overloop’s automation can save you time, but it can also make your emails sound like spam if you’re not careful.
Smart ways to use Overloop: - Set up merge fields for personal touches, but always preview before sending - Use conditional logic to show/hide lines (e.g., only mention a product update if there is one) - Schedule follow-ups, but keep them short and polite—don’t just resend the same email
What to avoid: - Relying 100% on automation and never reviewing your templates - Sending mass emails with no personalization
10. Test, Track, and Improve (Don’t Guess What Works)
Even experts don’t nail it on the first try. Use Overloop’s analytics to see what’s actually working.
How to approach it: - Start with 1–2 templates and test them on a small batch - Track opens, replies, and (most importantly) positive responses - Change one thing at a time—subject line, intro sentence, CTA—and see what moves the needle
Ignore:
- Vanity metrics like “open rates” if no one ever replies. Replies (even “no thanks”) mean you’re getting noticed.
A Few Cold Email Myths to Ignore
-
“Short emails always win.”
Concise is good, but sometimes a slightly longer, well-tailored message gets better results—especially in complex industries. -
“Personalization means just using their name.”
That’s the bare minimum. Show you actually know something about them. -
“Templates are bad.”
Templates are fine if you use them as a starting point—not a crutch.
Keep It Simple, Iterate, and Don’t Overthink It
Cold emailing is a game of small wins. Start simple, focus on making each message just a little better, and don’t get hung up on gimmicks or AI-generated “personalization.” If your template feels like something you’d respond to yourself, you’re on the right track.
And remember: Most people ignore cold emails. That’s not on you. Just keep your process tight, your messages real, and your expectations grounded. The results will follow.