In 2025, it takes pretty much zero effort to spin up hundreds of cold email inboxes. And it takes pretty much zero effort to enrich your templates and contact details with AI.
In theory, you could send out millions of cold emails a month. It’s easier and cheaper than ever before to do this.
And surprise, we are seeing people doing exactly this; scaling and hoping that sheer volume alone is going to bring them leads.
And unfortunately, after working with thousands of business owners over the years and co-hosting The Cold Email Outreach Podcast, I know that the average response rate of cold email is about 0.7%.
Bear in mind that these do not factor in positive or negative responses.
You might hear this and think…
Ok, this means that I just need to send a 1000 emails a day in order to get 10 responses a day.
However, spam filters are a lot smarter now in 2025 than they were a few years ago, so if you try and deliver a few thousand emails a day, you’re going to be racing against domains that get their reputation burned.
Why?
Because the email volume is way too high, and frankly, when you need to send emails at this high volume, you’re going to find that your list-building criteria becomes less and less important.
What you’re going to find is that you have a list that is further and further away from your ICP, which means that you’re less likely to get a positive engagement.
So this article will share what’s working in cold email outreach this year, and some tips on how to get the absolute best results for your business.
(If you need help with your cold email outreach strategy, hop on a free 15-minute strategy session with the CEO of SalesBread, Jack Reamer. SalesBread is a B2B lead generation agency that gets their clients 1 lead per day. Ts & Cs apply.)
Build the very best prospecting list
Right now, we are starting to see a Renaissance of the small-batch cold email efforts.
Where a REALLY targeted lead list receives a smaller, high-quality outreach message that is sent from a real inbox (not a domain that has been spun up randomly, but a domain that has been truly warmed up), and can ensure that your high-quality message can get delivered.
Think about a high-volume and low-volume effort in tandem. While I have seen high-volume campaigns produce some meaningful results, it is a much harder effort. So what I recommend is to build the very best list you can.
The Crème de la crème of prospects.
These should be accounts that are showing purchase intent, buying signals, hiring or funding signals…
Build the very best list you can and be okay if there are only 250 prospects on that list.
And then send those 250 prospects a very thoughtful outreach message. You might have to even use a manual email outreach process in order to see results.
You might be wondering, though, what do you do with the other thousands of prospects in your list, if you happen to have a market that large?
By all means, feel free to test out high-volume cold email campaigns. Just remember to do this with a lower value list that you are less optimistic about.
Maybe the data isn’t as good, but the point is, you need to prioritize your data accordingly and treat them differently. Because not all leads are equal.
Use AI to help you research prospects for cold email campaigns
If you have been reading our articles for a while, you will know that we research each prospect on our list and send them ultra-personalized outreach messages on LinkedIn and email.
We do feel AI can help speed up the research process. But please have a human on your team double-check the messages that go out because we keep seeing awkward messages.
Like this one below:
Here are stats from the last 1 million replies detected on QuickMail.
Pair cold email lead generation with LinkedIn outreach
At SalesBread, we find that LinkedIn generates the initial interest and conversation starters more effectively (a 20 – 1 ratio), so we use LinkedIn to get a dialogue going.
Then we will send those individuals an email to either set up a sales call or continue the conversation in a more appropriate channel.
I see email outreach as a definite 1-2 punch with LinkedIn and potentially even voice calling.
Write intriguing subject lines
If your subject line is boring, vague, or spammy, nobody’s going to open it, no matter how good the email inside is.
What works in 2025? Short, natural, and relevant lines that sound like they came from a real person, not a marketing automation tool.
Tailor your subject lines to highlight something specific about the person you’re emailing, like a recent win, milestone, or interest.
When it feels personal, it doesn’t read like another bulk email, and your chances of a reply go way up.
Some quick, casual examples (notice the lowercase, like a message from a friend):
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Congrats, Michaela!
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You nailed it!
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Great talk, Jordan!
And if you want a performance-driven angle, even a simple one-liner can double your reply rate.
What to avoid:
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Overused bait like “Quick question” or “Let’s connect” (these scream “cold email”).
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Anything that looks like clickbait.
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Salesy caps or exclamation marks.
Pro tip: Write 5–10 subject lines for every campaign and test them.
Use personalization – Go beyond first name or company name
Personalization is everything in cold email outreach. It starts with your subject line and carries through the body, referencing the prospect’s recent work, interests, or achievements.
We use the CCQ method at SalesBread…
This means we will find something to complement the prospect on, mention a commonality, or ask them a question.
The video below explains this in more detail below:
Templates are fine as a starting point, but don’t stop there. The more your email feels like it was written just for them, the higher your chances of a response, and the better your long-term relationship will be.
Here’s an example:
Subject: {{company.name}} YouTube
Body:
Hi {{prospect.first_name}},
I caught your chat with [podcast guest]. The stats you shared were impressive!
Curious, do you ever find it tough to turn those kinds of insights into steady audience growth for [podcast name]?
Writing the Email Body for Outreach
Getting the open is only step one.
When you write your cold email, you need to do the following in order to get better response rates.
This is where you show the recipient that you’ve done your homework, and you’re worth their time.
Lead with value
Don’t start by asking for a call. Instead, give something first. You can share an insight, a resource, or even an interesting article that they could find helpful.
When you demonstrate value upfront, you lower defenses and increase the chance of a reply.
Use social proof naturally
If you’ve worked with other companies, freelancers, or customers in a similar space, drop it in casually. For example: “We recently helped a SaaS team like yours. Here is a quick testimonial video, if you’re interested.”
Social proof reassures the prospect that you know what you’re doing without bragging.
Keep your ask simple
One clear call-to-action works best. That might be:
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A short yes/no question (“Can I book a slot on your calendar?”)
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How about a quick 15-minute chat
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Or even a polite reminder email as a follow-up
Long, complicated asks just get ignored; Be very specific about your ask so that your prospect knows exactly what you need from them.
Stay professional and avoid spam triggers
Skip the hype language and don’t overpromise. Phrases like “Act now!” or “Guaranteed results” can hurt your email deliverability. Instead, write the way you’d speak in a professional email to a colleague or friend.
At the end of the day, the best cold outreach emails are short, value-packed, and easy to reply to.
Send follow-ups using the Fibonacci sequence
Sending one email almost never gets the job done. It usually takes multiple touches before a busy prospect replies. That’s why a proper follow-up sequence can dramatically improve your cold email response rate.
Here’s what works:
Timing matters for success
Don’t follow up the very next day. Give people breathing room. A good rhythm is spacing emails 2–4 days apart, and then gradually increasing the gap between touches.
Think of the Fibonacci sequence (1, 2, 3, 5, 8…). Your follow-ups should feel natural and respectful, not desperate.
Add value each time with your cold email outreach
If you’re just saying “Hey, just following up on my last email,” you’ll land in spam or get ignored. Instead, bring something new to the table with every touch:
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A quick case study
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A useful blog link
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A fresh insight into their company or industry
Each email should feel like it earns its place in the inbox.
Respect the inbox
Too many follow-ups can tank your email reputation. If someone doesn’t respond after a reasonable sequence (say, 5–7 touches), try a new outreach method, perhaps LinkedIn or phone call.
Remember: one good reply from a warm lead beats 50 ignored emails.
Done right, follow-ups aren’t annoying, they’re a professional way to stay on someone’s radar while showing persistence, value, and respect.
Using Automation and Tools
Automation can be a game-changer, but only if it’s done the right way. The goal isn’t to send more emails; it’s to send smarter emails, while keeping each message personalized and human.
Pick the right tools
Start with reliable cold email service providers that let you manage multiple email accounts, schedule sequences, and track opens and clicks. You might also want to invest in an autowarmer.
The right tool should help you scale outreach without compromising email deliverability or your email reputation.
Track and optimize
Automation is also about data. Monitor:
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Sales engagement — who opens, clicks, or replies
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Cold email response rate — which templates and sequences work best
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Meetings booked — how your outreach translates into actual pipeline
Use these metrics to refine your email marketing practices, adjust timing, and tweak messaging. Over time, small optimizations can turn into big improvements in conversions and qualified leads.
Blend tools with strategy
The best outreach combines human insight with automation.
Tools can save time, manage sequences, and keep you organized, but your edge comes from knowing your ideal customer profile, crafting personalized emails, and adding value at every touchpoint.
Common Cold Outreach Mistakes to Avoid
Cold email outreach can be effective, but only if you avoid common mistakes that send your messages straight to the spam folder.
One of the biggest mistakes is ignoring email deliverability and email reputation.
Even the most well-crafted email won’t reach a prospect’s inbox if your domain isn’t warmed up or if you’re sending too many messages too quickly.
Another trap is over-relying on automation without personalization.
Tools and templates are useful, but prospects can spot a generic email a mile away.
When your outreach feels robotic, it damages trust and lowers your cold email response rate.
The best campaigns combine automation with thoughtful, human touches that show you understand the recipient’s needs and context.
Don’t send the same generic templates to all companies.
Not all prospects are alike, and what works for one industry or role may fall flat for another.
Tailoring your messages to the specific company, role, or recent activity shows effort and will increase engagement.
Even small adjustments can make your outreach feel personal rather than mass-produced.
Also, be sure to track metrics or adjust your strategies. This is a simple mistake that could cost you.
If you’re not monitoring opens, clicks, replies, and conversions, you won’t know what’s working and what isn’t.
Finally, many people fail to follow up the right way.
Ignoring follow-ups means leaving opportunities on the table.
Frequently asked questions
Is cold emailing legal?
Yes, cold emailing is legal in most countries if you follow the rules. That usually means:
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Don’t mislead the recipient
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Include a valid business address
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Offer a clear way to unsubscribe
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Honor unsubscribe requests promptly
It’s important to understand the anti-spam laws in both your country and your prospect’s location to stay compliant and protect your email reputation
How do I get better response rates with cold email?
To increase your cold email response rate:
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Personalize your emails — reference a recent achievement, post, or industry insight.
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Write strong subject lines — make them relevant, short, and compelling.
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Keep it concise — respect your prospect’s time; Just 2 – 3 quick sentences is fine.
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Follow up — sending 2–4 follow-ups with added value improves replies.
How can I scale cold outreach without losing quality?
Scaling outreach doesn’t mean blasting hundreds of emails blindly. To do it effectively:
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Use automation tools or cold email service providers to manage sequences
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Segment your audience based on role, company size, or recent activity
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Track sales engagement, opens, replies, and meetings booked
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Protect your email deliverability by warming up accounts and spacing sends properly
Automation should save time, not make your emails feel robotic. Personalization and relevance remain key to getting results.
Is cold email dead in 2025?
Not at all. Cold email isn’t dead, but you have to pair it up with other forms of outreach, like LinkedIn. Sending generic templates in bulk won’t work anymore.
What works today is small-batch, highly personalized outreach that focuses on value, relevance, and respect for the prospect’s time.
When done right, cold email is still one of the most cost-effective ways to generate qualified leads and set meetings with potential customers.
What is a good cold email response rate?
Response rates vary by industry, audience, and level of personalization.
For most B2B companies, a typical cold email response rate is that the top 25% of cold outreach sequences generate 20%+ reply rates of 20%+, while about half of sequences see response rates of 10% or less, according to QuickMail.
Final thoughts
Cold email in 2025 isn’t about sending more messages, it’s about sending the right messages.
A strong email strategy focuses on personalization, value, and timing, backed by careful tracking and follow-ups.
When cold email is done well, it’s still an effective way to generate more qualified leads, book sales meetings and grow your sales funnel.
If you need help with your email outreach strategy, hop on a free 15-minute strategy session with us below.
