What Is the Average Response Rate of Cold Emails in 2025?

Are you struggling to get responses from your cold email campaigns? In 2025, it’s going to get even harder, and here’s why:

1. Inboxes are more crowded than ever. People are bombarded with emails daily, making it easy for your message to get lost in the shuffle.
2. Spam filters are on high alert. Emails that resemble a generic template are more likely to end up in the spam folder.
3. Recipients have grown increasingly wary of cold outreach. They’re more selective about what they open.
4. Email providers are continuously tightening their policies. Even legitimate cold emails might face tougher scrutiny.

As far as cold email responses go, the numbers vary widely:

According to EmailTooltester, average cold email response rates are between 1% and 5%.

Breakcold has it at 5% to 12%.

And Klenty says it’s hovering around 8.5%.

That means for every 100 cold emails you send, expect only about 8 people to respond. 🥵

As competition for attention intensifies, crafting a cold email that stands out — and actually gets a response — will require even more creativity than ever before.

In this blog post, you will learn:

• What factors affect cold email response rates.
• Strategies for sending cold emails that people respond to.
• How to write compelling subject lines and body copy that encourages engagement.

Let’s dive in.

What is a Good Response Rate for Cold Emails?

Generally speaking, a good response rate is anywhere above 15%, which means out of every 100 cold emails that you send, 15-20 people should respond.

The top cold emailers have reply rates in the 40% range, even +50%. 🤯

If your cold email reply rate is below 5%, that’s pretty bad. 😰 It’s time to figure out what’s wrong with your email copywriting and sales pitch.

Factors That Influence Cold Email Response Rates

There are plenty of reasons why your cold emails are not getting any responses.

1. Too Generic

When your email reads like a mass-produced template, it immediately feels impersonal and irrelevant.

Failing to include details like the recipient’s name, company, or specific interests signals that you haven’t done your homework, which makes it much less likely that the recipient will bother replying.

2. Weak Subject Line

Think of the subject line as the headline of a news article — it’s what grabs attention. A dull or deceptive subject line can doom your email before it’s even opened.

If the headline is vague, overused, or doesn’t accurately reflect the email’s content, recipients may either ignore it entirely or mark it as spam, drastically reducing your chances of engagement.

3. Poor Email Content

If your email is too long, convoluted, or fails to clearly explain your value proposition, you’re likely to lose your reader’s interest quickly.

Clunky language, jargon, or a pushy tone can alienate your audience, leaving them with little incentive to respond.

4. Bad Timing

Sending emails at the wrong time can have a big impact on response rates.

If you send your emails during peak hours when recipients are overwhelmed with messages, or at times when they’re less likely to check their inbox, your email can easily get buried and forgotten.

5. Ineffective Follow-Up

Neglecting follow-ups, or worse, bombarding recipients with too many messages, can harm your response rate.

A lack of follow-up means missed opportunities to remind busy prospects, while excessive emails can come off as desperate or annoying, prompting them to disengage.

6. Low-Quality Email List

Relying on an outdated or poorly segmented email list is a quick route to failure.

If your emails are sent to the wrong people — those who aren’t even interested in what you offer — you’re bound to see dismal response rates, regardless of how well you craft your message.

7. Unclear Call-to-Action

When your email doesn’t provide a clear next step, recipients are left confused about what you want from them.

A vague or absent CTA can make it hard for your reader to take action, leading to a drop in engagement and fewer replies.

By failing in these key areas, your cold emails can quickly become lost in the noise, ignored, or even marked as spam, all of which contribute to a frustratingly low response rate.

Screenshot from Klenty

How to Increase Your Cold Email Response Rate

If your cold email response rate is poor, here are X ways to send emails that get opened and read, and eventually convert.

1. Start With a Good Subject Line

Your subject line is the first — and often only — impression you make. It’s the gatekeeper that decides whether your email gets opened or ignored.

How do you write subject lines that stand out in a crowded inbox?

Be Clear and Specific

Avoid vague language. Your recipient should immediately know what the email is about.

For example, instead of “Quick Question” try “Quick Question About Your Marketing Strategy.” This not only piques curiosity but also signals relevance.

Highlight the Value Proposition

Let the reader know the benefits right away. If you’re offering insights, a resource, or a solution, include that in the subject line.

For instance, “Increase Your Sales by 20% with These Proven Tips” tells the recipient exactly what they stand to gain by opening your email.

Keep It Short and Sweet

Most people skim their inboxes, especially on mobile devices. Aim for 5–7 words or 40–50 characters so that your subject line is fully visible on smaller screens.

Create a Sense of Urgency or Curiosity

Urgency can compel readers to act quickly, while curiosity can entice them to open your email to learn more.

For example, “Last Chance to Access Our Free E-Book” or “The Surprising Trend Changing Your Industry” both invite the reader to explore further.

Personalize!

Make sure you include the recipient’s name in both the subject line and greeting, as well as any relevant information about their company or job title. Try referencing something they have accomplished recently to show them that this email was specifically made for them.

It may even be beneficial to link directly to an article they wrote or a project they completed – just make sure it’s genuine. Research has shown that simply including a recipient’s name can increase open rates by over 43%.

An email with a subject like “John, Let’s Improve Your Marketing ROI” immediately feels tailored to the individual.

This small touch can significantly increase your open rate by making the email feel more personal and less like a mass blast.

Optimize for Mobile

With an increasing number of people checking emails on their phones, it’s essential to ensure your subject line is optimized for mobile. This means keeping it short, clear, and free of complex punctuation or symbols that might not display properly on smaller screens.

A mobile-optimized subject line ensures that your message grabs attention, no matter what device it’s viewed on.

Keep It Relevant to Your Audience

The subject line should match the content of your email. If your content is focused on marketing strategies, your subject line should reflect that, not something unrelated. This builds trust with your audience since they know what to expect when they click.

Avoid Spam Triggers

Certain words and excessive punctuation can trigger spam filters. Stay away from phrases like “Free,” “Act Now,” or “Limited Time Offer” if they’re overused, and be mindful of using all caps or too many exclamation points.

Instead, opt for a more natural tone that still conveys urgency and value.

Test and Iterate

A/B testing different subject lines is crucial. Try variations to see which ones resonate best with your audience.

For example, you might test “How to Double Your Website Traffic” against “Double Your Traffic in 30 Days” to see which gets a better response. Use the data to refine your approach continually.

Now let’s say you’re offering a free webinar on improving email marketing strategies. Instead of a generic email subject line like “Webinar Invitation,” try one of these:

“Discover the Secrets to Skyrocket Your Email Engagement”
“Join Our Free Webinar: Master Email Marketing in 2025”
“Limited Seats: Boost Your Email ROI with Expert Tips”

Each of these examples clearly conveys the value of the webinar, creates a sense of urgency, and speaks directly to the recipient’s interests.

By focusing on clarity, personalization, brevity, and mobile optimization — as well as continuously testing different approaches — you can craft subject lines that not only get your emails opened but also set the stage for higher engagement rates.

This first step is crucial in ensuring your carefully planned cold email campaign starts on the right foot.

2. Write Engaging Email Content

Now that you’ve nailed the subject line, it’s time to focus on the body of your email. The content should captivate your reader right from the first sentence.

Open With a Personal Greeting and Connection

Open your email by addressing the recipient by name and, if possible, referencing something specific about them or their work.

For example, “Hi Sarah, I noticed your recent article on digital marketing trends and thought it was spot on.” This immediately establishes a personal connection and shows that you’re not just sending out a mass email.

💡Pro Tip: To craft more personalized openings, use a tool like BrandWell’s TrafficID to dig into your recipient’s background. TrafficID is a website visitor identification tool that provides detailed information about every visitor who lands on your page, including name, job role, LinkedIn account, industry, and company details.

You’ll even see what they did on your website such as pages visited, scroll depth, and time spent.

From these insights, you can craft a truly personalized cold email like the one below:

Keep It Concise and to the Point

Busy professionals appreciate brevity. Get straight to the point without unnecessary fluff. A well-structured email might consist of 3-4 short paragraphs or even bullet points.

For example:

• Introduction: A brief statement on why you’re reaching out.
• Value Proposition: What you offer and how it can benefit them.
• Call-to-Action: A clear, simple request like scheduling a call or replying for more details.

Focus on Benefits, Not Just Features

Rather than listing all the features of your product or service, emphasize how it can solve a problem or make life easier for the recipient.

For example, instead of saying, “Our software has robust analytics,” say, “Our software can help you identify growth opportunities by providing detailed insights into your customer behavior.”

Use a Conversational Tone

Write as if you’re having a friendly chat. Avoid overly formal language or industry jargon that might alienate or confuse your reader. Keep the tone warm and approachable.

For instance, “I’d love to help you save time on your marketing efforts,” sounds more inviting than, “Our solutions optimize operational efficiency.”

Ask Calibrated Questions

Ask open-ended questions that encourage engagement and invite a response.

For example, “What’s your biggest challenge when it comes to lead generation?” This not only prompts the recipient to think about their needs but also opens up the conversation, making it easier for them to reply.

Incorporate Visual Breaks and Formatting

Large blocks of text can be intimidating. Use formatting techniques like bullet points, short paragraphs, and even bold text to highlight key information. This makes your email more skimmable and reader-friendly.

Again, Optimize for Mobile

Just as with your subject line, ensure that your content is easy to read on mobile devices. Use a clean layout with plenty of white space, and keep sentences short. Test your emails on different devices to ensure that your content displays well on all screens.

Provide a Clear Call-to-Action

Your email should include a direct and clear CTA. Whether you’re asking them to schedule a meeting, download a resource, or reply with their thoughts, make sure it stands out.

For example, “Click here to schedule a 15-minute call” or “Reply with your biggest marketing challenge.” This directs the reader to the next step and increases the likelihood of engagement.

Show Authenticity and Build Trust

Share a little about who you are and why you’re reaching out. Authenticity goes a long way in establishing credibility when you’re talking to a stranger.

You might include a brief sentence like, “I’ve helped over 100 companies improve their lead generation, and I’d love to see if I can help you too.”

End With a Friendly Closing

Close your email on a positive note that invites further conversation. A simple sign-off like, “Looking forward to hearing your thoughts” or “Best regards” adds a personal touch without being overly formal.

Now imagine you’re reaching out to a marketing director to introduce a new analytics tool. Your cold email might look like this:

Subject: Hi Alex, Ready to Boost Your Marketing Insights?

Hi Alex,

I recently came across your company’s innovative campaigns and was impressed by your approach. I’m reaching out because I believe our new analytics tool can help you uncover even deeper insights into your customer behavior.

Here’s what we offer:

• Actionable Insights: Our tool provides clear, data-driven recommendations to improve your campaigns.
• Easy Integration: It works seamlessly with your existing marketing platforms.
• Proven Results: Clients have seen a 20% increase in campaign effectiveness within just a few months.

I’d love to hear about your current challenges with data analytics. What’s the biggest hurdle you face right now?

If you’re interested, let’s schedule a quick 15-minute call to see how we can help.

Looking forward to your thoughts,
[Your Name]

This email is clear, engaging, and invites a response by asking a calibrated question while highlighting the benefits of the tool.

By following these guidelines, you’ll create email content that not only resonates with your audience but also drives engagement. The goal is to make your email feel like a one-on-one conversation rather than a generic sales pitch.

3. Find The Perfect Timing

Timing plays a crucial role in whether your cold email gets opened or gets buried under a flood of other messages. Sending your email at the right time can significantly improve engagement rates.

When is the best time to send a cold email?

Best Days to Send Cold Emails

Not all days are created equal when it comes to email outreach. Research shows that some days consistently yield better open and response rates than others.

✅ Tuesday, Wednesday, and Thursday are the best days

• Tuesday: People have settled into the workweek but aren’t yet overwhelmed.
• Wednesday: A solid middle-ground day when professionals are still focused.
• Thursday: As the week winds down, people may have more time to consider opportunities.

❌ Avoid sending emails on Mondays and Fridays

• Monday: Inboxes are flooded after the weekend, and people are focused on catching up on urgent tasks.
• Friday: People are mentally checking out and preparing for the weekend, making responses less likely.

Best Time of Day to Send Cold Emails

Not only do the days matter, but the specific time of day can also influence your response rates.

✅ Ideal time slots:

• Early Morning (7 AM – 9 AM) → Many professionals check emails first thing in the morning.
• Late Morning (10 AM – 12 PM) → People are in full work mode and more likely to respond.
• Early Afternoon (1 PM – 3 PM) → A great window before post-lunch sluggishness kicks in.

❌ Avoid sending emails late in the day (after 5 PM)

Emails sent in the evening are more likely to be ignored or forgotten by the next morning.

❌ Avoid lunchtime (12 PM – 1 PM)

Many people step away from their desks, leading to lower open rates.

Consider Time Zones and Global Audiences

If you’re emailing recipients in different time zones, schedule your emails to hit their inbox at the optimal time.

• Use email automation tools to send messages at local times based on the recipient’s location.
• If unsure, default to mid-morning in their time zone, as it’s a universally strong slot.

Should You Send Cold Emails on Weekends?

📉 Weekends generally see poor response rates because most professionals unplug from work.

📈 Exception: If you’re targeting small business owners, freelancers, or industries that operate on weekends (e.g., hospitality, real estate), testing Saturday mornings might yield results.

Final Takeaways:

✅ Best days: Tuesday, Wednesday, and Thursday
✅ Best times: 7-9 AM, 10 AM-12 PM, 1-3 PM
✅ Consider time zones for global outreach
✅ Avoid Mondays, Fridays, and weekends (in most cases)
✅ Schedule follow-ups strategically to maximize engagement

By sending your cold emails at the right time, you significantly increase the chances of getting noticed and receiving a response. Timing alone won’t guarantee success, but combined with a compelling subject line and engaging content, it sets the stage for better cold email performance. 🚀

4. Create a Good Follow-Up Sequence

Your first cold email might not get a response, and that’s completely normal. People are busy, emails get buried, and sometimes, your message just isn’t top-of-mind.

But here’s the good news: most responses come from follow-ups — not the initial email. Did you now that 55% of replies to cold emails come from a follow-up email?

The difference between a “no” and a “no response” is huge. Following up ensures you don’t get ignored.

The key is crafting follow-up emails that feel persistent, but not pushy.

How Often Should You Follow Up?

The ideal follow-up sequence usually looks like this:

1. First follow-up → 2-3 days after the initial email
2. Second follow-up → 5-7 days after the first follow-up
3. Third follow-up → 10-14 days later (last attempt)

What to Say in a Follow-Up Email

Each follow-up should feel fresh — not just a “Did you see my last email?” message. Here’s how to structure them:

Follow-Up #1: Friendly Nudge

• Keep it short and polite.
• Reference your first email in a natural way.
• Offer a simple next step.

Example:

Subject: Quick follow-up, [First Name]

Hi [First Name],

Just wanted to follow up on my last email. I know things get busy, so I wanted to check if this would be helpful for you.

Would love to hear your thoughts—let me know if you’re interested!

Best,
[Your Name]

Follow-Up #2: Add More Value

• Include something new (case study, stat, insight).
• Reinforce why this is relevant to them.
• Keep the ask simple.

Example:

Subject: A quick idea for [Company Name]

Hi [First Name],

I recently helped [Similar Company] increase their [specific metric] by [percentage] using [your solution]. Thought this might be useful for [Company Name] as well!

Would you be open to a quick chat next week to explore this? Let me know what works for you.

Best,
[Your Name]

Follow-Up #3: The Breakup Email

• Give them an easy way to opt out.
• Leave the door open for future contact.

Example:

Subject: Should I close your file?

Hi [First Name],

I haven’t heard back, so I’ll assume this isn’t a priority right now. No worries — I don’t want to clutter your inbox!

If the timing isn’t right, I’d be happy to reconnect down the road. Just let me know!

Wishing you success,
[Your Name]

Why this works:

• It creates a sense of urgency.
• It removes pressure by giving them an easy out.
• It sometimes triggers a response because people don’t want to be “closed off.”

Follow-Up Best Practices

🔹 2-3 follow-ups work best: Any more, and you risk annoying the recipient.
🔹 Space out your follow-ups: Don’t send them too aggressively, or they’ll feel like spam.
🔹 Use different angles: Each follow-up should add something new.
🔹 Keep it short & easy to skim: Avoid long paragraphs.
🔹 Change your timing: If you sent the first email in the morning, try following up in the afternoon.
🔹 Make it about them, not you: Focus on their needs, not your pitch.
🔹 Use a conversational tone: Avoid sounding robotic or salesy.

By following these steps, your follow-up emails will feel helpful, not annoying — making it far more likely you’ll finally get that response. 🚀

5. Determine When to Switch to Cold Calls

Sometimes, emails just don’t cut it. If you’re not getting responses, it might be time to pick up the phone.

But how do you know when to make the switch?

Cold calling can be more direct and engaging, but it also requires the right timing and approach.

When Should You Switch from Email to a Cold Call?

📌 If you’ve sent multiple emails with no response

If you’ve followed up 2-3 times and still haven’t received a reply, a phone call can help break through the noise.

Some professionals receive hundreds of emails per day but far fewer calls. A quick phone conversation may get their attention faster.

📌 If the recipient engages but doesn’t commit

If someone has opened your emails multiple times but hasn’t responded, they may be interested but hesitant. A call can give them a push.

Some recipients prefer to talk rather than type out a long email reply.

📌 If the decision-maker is a high-level executive

CEOs, VPs, and Directors often ignore cold emails but may take a quick call if it’s valuable enough.

Many executives delegate email responses to assistants, so a direct call can be more effective.

📌 If your offer is complex and needs an explanation

Some solutions aren’t easy to explain in an email. If your product or service requires customization or has multiple benefits, a call allows for real-time Q&A.

A conversation lets you handle objections and clarify details instantly.

📌 If your research shows they prefer calls

Some industries, such as real estate, finance, and manufacturing, tend to prefer phone interactions over email.

If the prospect’s LinkedIn profile or company website lists a phone number prominently, they may be open to calls.

How to Transition from Email to a Call

📌 Step 1: Reference Your Previous Emails

Don’t just call out of the blue — remind them who you are and why you’re calling.

Example:

“Hi [Name], I sent you a couple of emails about [your offer], and I wanted to follow up with a quick call. Did you have a chance to look it over?”

📌 Step 2: Acknowledge Their Busy Schedule

Show respect for their time and avoid being pushy.

Example:

“I know you’re busy, so I’ll keep this short. I just wanted to see if this would be helpful for [Company Name].”

📌 Step 3: Lead with Value, Not a Sales Pitch

Make it clear that you’re not just calling to sell but to provide something valuable.

Example:

“I wanted to share a quick insight on how [similar company] boosted their [metric] using our [solution].”

📌 Step 4: Give Them an Easy Next Step

Don’t push for an immediate decision — just aim to keep the conversation going.

Example:

“Would it make sense to schedule a short call next week to discuss this further?”

What If They Don’t Answer?

📌 Leave a Concise, Professional Voicemail

Keep it under 30 seconds and reference your email.

Example:

“Hi [Name], this is [Your Name] from [Your Company]. I sent you an email about [topic] and wanted to follow up. I’ll try again later, but feel free to call me back at [your number]. Looking forward to connecting!”

📌 Send a Follow-Up Email After the Call

If you leave a voicemail, follow up with a short email.

Example:

Subject: Just Tried Calling You

Hi [Name],

I just left you a quick voicemail regarding [topic]. Let me know if there’s a better time to connect! Looking forward to your thoughts.

Best,
[Your Name]

When to Stop Calling

❌ If they’ve explicitly said “Not Interested” → Respect their decision and move on.
❌ If they’ve ignored multiple emails and calls → They’re likely not a good fit.
❌ If your calls feel forced → If you’re pushing too hard, it might be time to re-evaluate your approach.

Final Takeaways:

✅ Switch to cold calls if emails aren’t working after 2-3 attempts
✅ Call when the decision-maker is a high-level executive
✅ Lead with value, not a sales pitch
✅ Be respectful of their time and avoid being pushy
✅ If they don’t answer, leave a short voicemail and follow up via email

Cold calls can feel intimidating, but when done strategically, they can dramatically increase your response rates. By transitioning at the right time and using a value-driven approach, you’ll turn cold calls into warm conversations. 🔥📞

6. Create a Multichannel Workflow

Relying solely on cold emails is a losing strategy in 2025.

With inboxes more crowded than ever and stricter email filtering, businesses need a multichannel approach to get noticed.

A multichannel approach works because it:

✅ Reaches prospects where they are → Not everyone checks email regularly, but they might engage on LinkedIn or answer a phone call.
✅ Increases credibility → Seeing your name in multiple places builds trust and familiarity.
✅ Bypasses email filters → Some email providers are cracking down on cold emails, so using additional channels ensures your message gets through.
✅ Encourages multiple touchpoints → It often takes 5-7 touchpoints to get a response and a multichannel outreach accelerates this process.

Combining emails with calls, LinkedIn outreach, social media, and retargeting ads can significantly boost response rates and conversions.

Here’s an example of a 7-day multichannel cold outreach sequence that maximizes engagement:

📅 Day 1: Send Cold Email #1

• Personalized and engaging
• Clear CTA (e.g., book a call, reply with interest)

📅 Day 2: LinkedIn Profile Visit + Connection Request

• Visit their profile so they see your name
• Send a non-sales-y connection request (e.g., “Hi [Name], I came across your profile and wanted to connect!”)

📅 Day 3: Follow-Up Email #1

• Short and value-driven
• Mention a case study or relevant insight

📅 Day 4: LinkedIn Follow-Up Message

If they accepted your connection request, send a quick follow-up (without pitching immediately)

Example: “Hi [Name], thanks for connecting! Curious—how does [prospect’s company] currently handle [problem your solution solves]?”

📅 Day 5: Cold Call Attempt #1

• If emails and LinkedIn haven’t worked, call and reference your emails.
• If they don’t answer, leave a voicemail and follow up with an email.

📅 Day 7: Follow-Up Email #2 (Final Attempt)

• “Breakup email” style (e.g., “Should I close your file?”)
• Creates urgency without being aggressive

📅 Day 10+: Retargeting Ads (Optional)

If you have access to LinkedIn Ads or Facebook Custom Audiences, run a simple retargeting ad to keep your brand top of mind.

Choosing the Right Channels for Your Audience

Not all channels work for every audience. Here’s a quick guide to selecting the right mix:

✅ Email + LinkedIn → Best for B2B professionals, SaaS, consultants
✅ Email + Cold Calling → Best for high-ticket sales, executives, and decision-makers
✅ Email + Social Media Ads → Best for e-commerce, startups, and local businesses
✅ Email + SMS → Best for appointment-based services (real estate, healthcare, finance)

Multichannel Outreach Best Practices

✅ Stay Consistent Across Platforms → Make sure your LinkedIn profile, emails, and other messages align.
✅ Don’t Overwhelm Your Prospect → Multichannel doesn’t mean spamming — space out touchpoints thoughtfully.
✅ Use Tools for Automation → Platforms like HubSpot, Apollo.io, and SalesLoft can automate workflows across channels.
✅ Personalize at Every Step → Just like emails, generic LinkedIn messages and calls won’t work — make it about your prospect.

Final Takeaways:

🔹 Cold emails alone aren’t enough in 2025 — combine them with LinkedIn, calls, and ads.
🔹 Use a structured multichannel workflow to increase response rates.
🔹 Choose the right mix of channels based on your audience.
🔹 Be persistent, but not annoying — use different touchpoints strategically.

By integrating multiple channels into your cold email campaigns, you’ll break through inbox clutter, build trust faster, and increase conversions. 🚀

7. Adapt to New Email Provider Policies

Email providers are getting stricter with cold outreach, making it harder for businesses to land in inboxes — let alone get responses.

In 2025, major providers like Google, Microsoft, and Yahoo have ramped up spam filtering, email authentication requirements, and sending limits to crack down on unwanted emails. If you don’t adapt, your emails will end up in spam or get blocked altogether.

Here’s how to stay compliant while keeping your cold email campaigns effective.

Monitor Key Email Policy Changes in 2025

📌 Stricter Spam Detection

• AI-driven spam filters now analyze tone, structure, and engagement rates to detect unsolicited emails.
• Overuse of sales-heavy language (e.g., “limited-time offer,” “exclusive deal”) triggers spam filters.

📌 Higher Email Authentication Standards

Providers now require senders to implement:

✅ SPF (Sender Policy Framework) → Prevents spoofing
✅ DKIM (DomainKeys Identified Mail) → Verifies authenticity
✅ DMARC (Domain-based Message Authentication) → Prevents phishing

📌 Sending Limitations for New Domains

• Newly registered domains face sending caps until they build the sender’s reputation.
• Free email addresses (@gmail.com, @outlook.com, etc.) are more likely to be flagged so use a custom business domain instead.

📌 Engagement-Based Inbox Placement

• Emails with low open rates and zero engagement are deprioritized.
• If too many recipients delete or ignore your emails, future messages will be filtered as spam automatically.

How to Keep Your Cold Emails Out of Spam

✅ Warm Up Your Email Domain Before Sending Cold Emails

• Start with low-volume sending (10-20 emails/day) and gradually increase over 2-4 weeks.
• Use an email warm-up tool like Lemwarm, MailReach, or Warmbox to boost your domain reputation.

✅ Authenticate Your Emails (SPF, DKIM, DMARC)

• Set up SPF, DKIM, and DMARC in your domain’s DNS settings to prove your emails are legitimate.
• Tools like MxToolBox or Google Postmaster Tools can check if your authentication is properly configured.

✅ Personalize Your Emails to Improve Engagement

• Avoid mass-blasting generic emails — low engagement kills deliverability.
• Use dynamic fields for the recipient’s name, company, or recent activity.

✅ Monitor Your Bounce & Spam Rates

• A bounce rate above 5% or spam complaints above 0.1% can get your email domain blacklisted.
• Clean your email lists regularly using NeverBounce, ZeroBounce, or BriteVerify.

✅ Encourage Responses & Interactions

• More replies = higher sender reputation = better inbox placement.
• Ask simple, low-friction questions that encourage engagement (e.g., “Is this relevant to your team?”).

✅ Throttle Your Sending Volume

• Avoid sending hundreds of emails per day from a single inbox — this looks suspicious to email providers.
• Use multiple email accounts (on different domains) to spread out sending.

Tools to Stay Compliant & Improve Deliverability

✅ Warm-Up & Deliverability Tools → Lemwarm, MailReach, Mailtester
✅ Email Authentication Checkers → MxToolBox, Google Postmaster Tools
✅ List Cleaning Services → NeverBounce, ZeroBounce, BriteVerify
✅ Cold Email Automation with Compliance Features → Smartlead, Instantly, Apollo.io

Final Takeaways:

🚨 Ignoring new email policies will tank your response rates.
🎯 Authenticate your emails (SPF, DKIM, DMARC) to avoid spam filters.
📈 Engagement matters — encourage replies to boost inbox placement.
📊 Monitor your sending volume, bounce rates, and domain reputation.

By adapting to these new email provider policies, you’ll ensure your cold emails actually reach prospects without getting flagged, throttled, or blacklisted. 🚀

8. Filter and Segment Your Email List

One of the biggest mistakes in cold emailing is blasting emails to a generic, unfiltered list.

Email providers now prioritize engagement — meaning if your emails aren’t getting opened or replied to, they’ll start going straight to spam.

The solution? Filtering and segmenting your email lists.

A targeted approach ensures you’re reaching the right people with the right message, leading to higher open rates, better engagement, and more conversions.

Filtering your email lists leads to:

📌 Higher Response Rates: People are more likely to engage if they feel your email is relevant to them. A CEO needs a different message than a mid-level manager, and segmentation lets you customize your approach.
📌 Better Deliverability & Lower Spam Complaints: Sending emails to inactive or unqualified contacts increases bounce rates and spam complaints, damaging the sender’s reputation. Clean lists ensure your emails actually reach inboxes.
📌 More Efficient Cold Emailing: Why waste time emailing people who will never respond? A segmented list lets you focus on high-potential leads, saving time and effort.

How to Filter Your Cold Email Lists for Better Targeting

🔍 Remove Low-Quality or Invalid Emails

Emails that bounce or never get opened hurt your domain reputation.

Use tools like NeverBounce, ZeroBounce, or BriteVerify to remove:

✅ Invalid emails (typos, outdated addresses)
✅ Role-based emails (info@, support@, sales@)
✅ Spam traps (fake email addresses used to detect spammers)

🎯 Segment by Job Title & Decision-Maker Status

Not everyone in a company has buying power — target decision-makers first.

Example segmentation:

✅ CEOs & Founders → High-level strategic messaging
✅ Marketing Directors → Tactical pain points & ROI-driven emails
✅ Sales Managers → Lead generation and pipeline growth

🏢 Segment by Industry & Company Size

A small startup has different needs than a Fortune 500 company. Customize your messaging based on business size, niche, and common pain points.

💰 Segment by Warm vs. Cold Leads

Warm leads are people who have interacted with your company (e.g., visited your website or engaged with you on LinkedIn).

Cold leads are people who don’t know you yet.

Use different messaging for each group — warm leads need nurturing, while cold leads need introductions and value-building.

Again, insights from a tool like TrafficID can help here. Knowing which visitors came from the same company (they’re talking about you!), kept coming back to your services page (interested in your offers), and spent more than 20 minutes on your pricing page (ready to buy), can help you qualify leads and tailor your outreach emails accordingly.

⏳ Remove Unresponsive Contacts

If someone hasn’t engaged after 4-5 attempts, move them to a different segment or stop emailing them.

Re-engagement campaigns work better than repeatedly spamming the same inactive leads.

How to Personalize Your Cold Emails with Segmentation

Here’s an example of a personalized, segmented email:

Subject: Boost [Company Name]’s Sales Pipeline with AI-Powered Outreach

Hi [First Name],

I came across your profile and saw that [Company Name] is growing fast in the [Industry] space. I wanted to share a quick insight on how we helped [Similar Company] increase their lead conversion rate by 30% in 60 days using AI-driven outreach.

Would it be worth a quick 10-minute chat to see if this could work for you?

Best,
[Your Name]

To compare, here’s an example of a generic, thoughtlessly written email:

Subject: We Can Help Your Business Grow

Hi there,

I’m reaching out to introduce my company, [Company Name]. We specialize in helping businesses like yours improve their marketing and sales. Let me know if you’re interested.

Best,
[Your Name]

Here are some tools to help you filter and segment your email list:

✅ For list cleaning & validation: NeverBounce, ZeroBounce, BriteVerify
✅ For lead enrichment & segmentation: Apollo.io, ZoomInfo, Clearbit
✅ For email tracking: HubSpot, Reply.io, Smartlead

Final Takeaways:

🚫 Stop blasting emails to unfiltered, low-quality lists — it’s hurting your response rates.
🎯 Segment by job title, industry, warm vs. cold leads, and company size to personalize emails.
✅ Clean your lists regularly to improve deliverability and sender reputation.
📊 Use automation tools to filter, enrich, and optimize your email lists.

A highly targeted cold email list means higher engagement, more replies, and better conversions. Don’t waste time on the wrong prospects — filter smarter to email better! 🚀

9. A/B Test Your Emails

Even the best cold email strategies can fall flat if you’re not constantly improving.

What worked last year may no longer get results in 2025, and the only way to stay ahead is through A/B testing.

What is A/B Testing?

A/B testing (also called split testing) is the process of sending two variations of an email to a sample of your audience to see which one performs better.

✅ Example:

Version A: Subject line: “Quick question, [First Name] …”
Version B: Subject line: “Boost [Company Name]’s Revenue with AI”

Send both to a small segment of your list then track which gets higher open and response rates. Even a small improvement in response rates can mean more meetings booked and more deals closed!

What Elements Should You A/B Test?

A/B testing works best when you change one element at a time while keeping everything else constant.

📌 Subject Lines (Biggest Impact on Open Rates)

Test curiosity-driven vs. direct value-based subject lines

Example:

✅ Curiosity: “Did you see this, [First Name]?”
✅ Value: “How [Competitor] Increased Sales by 30%”

Track open rates to determine which gets more attention.

📌 Email Length & Structure

Short and punchy vs. longer, value-packed messages

Example:

✅ Short & direct: “Let’s chat for 10 minutes about improving [pain point]. Free this week?”
✅ Longer & detailed: A case study breakdown + personalized value proposition

Measure response rates to see what works best.

📌 Call-to-Action (CTA)

Soft CTA vs. Direct CTA

Example:

✅ Soft CTA: “Would love to hear your thoughts—worth a quick chat?”
✅ Direct CTA: “Can we book a 15-minute call on Thursday at 2 PM?”

Compare reply rates and use the CTA that gets the most responses.

📌 Personalization vs. Generic Messaging

Example:

✅ Highly personalized: References recipient’s company, role, and recent activity
✅ Light personalization: Just includes first name and company name

See if deep personalization boosts engagement.

📌 Follow-Up Timing & Frequency

Test sending follow-ups every 2 days vs. every 5 days then compare response rates to find the sweet spot.

📌 Email Design & Mobile Optimization

Compare plain text email vs. email with bullet points, spacing, and bold highlights. Check if better readability boosts responses.

How to Run a Proper A/B Test (Step-by-Step)

🚀 Step 1: Choose One Element to Test

Example: Subject line, CTA, or email length

📊 Step 2: Split Your Email List

Send Version A to 50% and Version B to 50% of a small test group

📈 Step 3: Measure Key Metrics

• Open Rate: Tests subject line effectiveness
• Reply Rate: Tests email content and CTA
• Bounce & Spam Rate: Ensures good email deliverability

🔄 Step 4: Apply the Winning Version to the Rest of Your Campaign

Once you find a high-performing version, use it for the remaining recipients.

To help you automate A/B testing, consider the following tools:

✅ For cold email outreach & A/B testing: Smartlead, Instantly, Apollo.io
✅ For email tracking & analytics: Mailtrack, HubSpot, Yesware
✅ For deliverability testing: GlockApps, MailTester

Final Takeaways”

📌 A/B testing helps you optimize every part of your cold emails — from subject lines to CTAs.
📌 Test only one element at a time to get clear, actionable insights.
📌 Track open rates, reply rates, and engagement to identify the best-performing emails.
📌 Use automation tools to simplify testing and improve results.

By continuously A/B testing and refining your approach, you’ll boost your cold email response rates, book more meetings, and close more deals. 🚀

How TrafficID Can Help Improve Cold Email Response Rates

No matter how well-crafted your cold email is, your success ultimately depends on who you’re sending it to. The difference between a warm lead who already has some interest in your offering and a completely cold lead who has never heard of you is massive.

That’s where TrafficID comes in. By helping you identify and target leads that have already clicked on your website, TrafficID ensures your outreach reaches high-intent prospects, leading to higher response rates, better engagement, and more conversions.

The Problem with Cold Leads & Why They Don’t Respond

❌ No Awareness of Your Business – They’ve never interacted with your brand before.
❌ Lower Interest & Intent – They might not even have the problem you’re solving.
❌ More Resistance to Sales Outreach – Cold contacts are more likely to ignore or delete emails from unknown senders.

If you’re only sending emails to completely cold leads, expect lower response rates and higher spam complaints — which can damage the sender’s reputation.

How TrafficID Helps You Target Warm Leads Instead

🔍 Identify Website Visitors & Track Engagement

Even if a prospect doesn’t fill out a form, TrafficID tracks visitor behavior, helping you identify which companies are showing interest.

🎯 Find High-Intent Prospects

Instead of blindly emailing cold contacts, you can prioritize outreach to people who:

✅ Visited multiple pages on your website
✅ Checked out your pricing page, demo page, services page, or case studies
✅ Engaged with past marketing content

📩 Get Verified Email Addresses for Warm Leads

TrafficID provides real contact details for these visitors so you can reach out while your brand is still fresh in their minds.

🚀 Turn Anonymous Website Traffic into High-Quality Leads

Instead of relying on cold outreach alone, you can send emails to people who have already expressed interest — giving you a much higher chance of getting a response.

How to Use TrafficID to Improve Cold Email Success

✅ Step 1: Install the TrafficID pixel on Your Website → Track anonymous visitors & collect engagement data.
✅ Step 2: Get Contact Information for Warm Leads → TrafficID provides verified emails of high-intent prospects.
✅ Step 3: Personalize Outreach Based on Website Activity → Reference the pages they visited (e.g., “I saw you were checking out our pricing—any questions?”).
✅ Step 4: Prioritize High-Intent Prospects for Immediate Outreach → Reach out within 24-48 hours for the best response rates.

Final Takeaways:

📌 Cold leads rarely respond—warm leads give you a much better chance.
📌 TrafficID helps you identify and contact warm leads who are already interested.
📌 Prioritizing high-intent prospects means higher open rates, more replies, and more conversions.
📌 By combining cold outreach with warm lead targeting, you maximize your success.

Instead of struggling with low-response cold emails, let TrafficID help you focus on the right leads—at the right time—for better results. 🚀

Did you know that automation not only works for email distribution? Now you can put your email writing on cruise control, thanks to artificial intelligence!

BrandWell allows you to generate hundreds of well-written, engaging emails so you can focus on what you do best — selling.

Here’s how I used BrandWell’s AIMEE chatbot to write a cold email sequence promoting a new golf club:

Email 1: Introduction and Awareness

Subject: Introducing the Future of Golf: [Club Name]

Dear [First Name],

Are you tired of using the same old golf clubs that are holding you back from achieving your best game? We’re excited to introduce you to [Club Name], the revolutionary new golf club that’s changing the game.

What sets us apart:

• Unparalleled distance and accuracy
• Customizable to fit your unique swing style
• Durable and long-lasting design

We’d love to show you how [Club Name] can take your game to the next level. Would you like to learn more?

Best, [Your Name]

Email 2: Problem Agitation Solution (PAS)

Subject: Are You Frustrated with Your Current Golf Game?

Hi [First Name],

We know how frustrating it can be to hit the links and struggle with consistency and distance. You’ve tried different clubs, taken lessons, and practiced until you’re blue in the face, but still, you’re not seeing the results you want.

The problem:

• Inconsistent swing = inconsistent results
• Clubs that don’t fit your unique swing style = poor performance
• Lack of customization = lack of confidence

The solution:

[Club Name] is designed to address these issues head-on. With our customizable club, you’ll be able to:

• Increase your distance and accuracy
• Improve your consistency and confidence
• Take your game to the next level

Want to see how [Club Name] can solve your golfing woes?

Best, [Your Name]

Email 3: Social Proof and Urgency

Subject: What Others Are Saying About [Club Name]

Hi [First Name],

Don’t just take our word for it! Here’s what some of our satisfied customers have to say about [Club Name]:

“I was blown away by the distance and accuracy I got with [Club Name]. It’s completely transformed my game!” – John D.

“I was skeptical at first, but [Club Name] has given me the confidence I needed to take my game to the next level.” – Sarah K.

Limited time offer:

For a limited time, we’re offering a special discount to new customers. Order in the next 48 hours and receive:

• 10% off your first purchase
• Free shipping on your entire order
• A complimentary golf lesson with a certified instructor

Don’t miss out on this opportunity to take your game to the next level. Order now and start seeing results!

Best, [Your Name]

Email 4: Final Follow-up

Subject: Last Chance to Elevate Your Game with [Club Name]

Hi [First Name],

This is your last chance to take advantage of our limited time offer and experience the revolutionary [Club Name] for yourself.

Don’t let another season of golfing frustration hold you back. Order now and start seeing the results you’ve always wanted.

Order now and get:

• 10% off your first purchase
• Free shipping on your entire order
• A complimentary golf lesson with a certified instructor

Don’t wait – order now and start elevating your game!

Best, [Your Name]

This cold email sequence took AIMEE only 2 minutes to write! Now the only thing left for me to do is proofread and fine-tune these letters and add a link to my website.

FAQs – Average Response Rate of Cold Emails

What is a good response rate for cold email marketing?

Because only 1% of emails sent to a cold list are likely to generate a response, the conversion rate of an email can vary drastically. Some salespeople achieve 5%, while others can achieve 20% or over 40%. Of course, the higher the better!

If your response rate is half your open rate, then that’s considered a good conversion.

What is the average response rate of cold emails and other email campaigns?

A healthy response to an email campaign is 10%, plus or minus five points. How do you measure your email response rates?

Open rate is a good metric to use to determine the effectiveness of your email. If your emails are opened more than 15 to 25% of the time, you can expect to get a higher response rate.

What is the 30/30/50 rule for cold email?

The 30/30/50 rule is a guide that states that you should aim for a 30-50% response rate to your email campaigns. This means that if you are sending out 1000 emails and 500 of them are getting read (50%), then you should aim to get 150 replies (30% of the 500).

Conclusion

The average response rate of cold emails in 2025 can vary greatly depending on the quality and relevance of your message, as well as how you optimize it for maximum results.

To increase your chances of success with a cold email campaign, make sure to craft compelling subject lines that draw attention and tailor each message to its recipient’s interests.

By applying these methods, you can anticipate a cold email conversion rate higher than the norm.

Reach out to warmer leads with TrafficID and automate your email writing tasks with BrandWell!