How Long Should a Cold Email Be?

Crafting the perfect cold email is an art that hinges on getting the length just right. Professionals today have limited attention spans, so your message must be clear, concise, and relevant to grab their attention.

In this blog, you’ll learn the ideal length for a cold email, discover the advantages of both short and long emails, and explore scenarios where each is most effective. 

By understanding these key elements, you’ll be able to create cold emails that capture attention, convey your message effectively, and increase your response rates. 

Let’s get started. 

How long should a cold email be?

The ideal length of cold email would be around 50-125 words. That’s roughly 5-15 lines of text. 

The attention span of the professional is limited, and they’re looking for messages that are clear, concise, and relevant. This is the world of cold emailing, where crafting the perfect message length is crucial for getting a response.

While some studies like Boomerang’s analysis of 40 million emails suggest a 50-125 word range yields a 50% response rate, others like Constant Contact point to emails with 20 lines (around 200 words) having higher click-through rates (16%).

However, the rates can vary based on industry, specificity, and subject lines. 

When your cold email should be short?

Short cold emails are advantageous in several ways.

• Short emails are easy to read and digest quickly, which increases the likelihood that the recipient will read the entire message.

• Conciseness forces you to be clear and get straight to the point, eliminating any fluff that could distract or confuse the recipient.

• A short email respects the recipient’s time, showing that you value their busy schedule and have put thought into crafting a succinct message.

• Short emails tend to get higher response rates because they require less effort to read and respond to.

• With fewer words, it’s easier to personalize your email, making it more relevant and engaging for the recipient.

For your better understanding here are some of the scenarios where you can use short cold email are. 

1. When you’re reaching out to a prospect for the first time, a short email ensures that your message is noticed and read. The goal is to pique their interest without overwhelming them with information.

2. Short follow-up emails serve as a gentle reminder without being intrusive. They show persistence while being respectful of the recipient’s time.

3. When your main objective is to set up a meeting or a call, keeping the email short makes it more likely that the recipient will agree.

4. When you need to convey essential information quickly, such as confirming a meeting time or sharing a simple update, a short email is ideal.

These are some of the scenarios where you have a limited window to capture your prospect’s attention. So your cold email has to be read and acted upon. 

When your cold email should be long?

While short cold emails are often more effective, there are scenarios where a longer cold email can be beneficial.

Some of them are: 

• A longer email allows you to provide comprehensive details about your product or service, which can help the recipient make a more informed decision.

• With more space, you can include case studies, testimonials, and specific data points that build credibility and trust with the recipient.

• A longer format lets you preemptively address common objections or concerns, making the recipient more likely to respond positively.

• You have more room to personalize the email, showing that you’ve done your research and understand the recipient’s specific needs and challenges.

• More space allows for a clear and compelling call to action, making it easy for the recipient to understand the next steps.

Some scenarios that would better explain the use of long cold emails are.

1. If your offering is intricate and requires a detailed explanation, a longer email might be necessary. Break down the solution step-by-step, highlighting how it addresses specific pain points the recipient might face.

2. For expensive products or services, recipients need a strong understanding of the value proposition before committing. A longer email allows for a more in-depth explanation of the benefits, including ROI calculations or client success stories. This builds trust and positions you as an expert in the field.

3. For contacts you’ve interacted with before, a longer email can be a way to re-engage and offer further insights or resources. This could be an update on a relevant industry trend or a new case study demonstrating how your solution benefits companies similar to theirs.

4. If you’ve done extensive research on the recipient and their company, a longer email can showcase your understanding of their specific needs. Highlight shared challenges, and industry trends relevant to them, and tailor your solution to their unique situation. This personalization can be very effective, but ensure the length doesn’t overshadow the core message.

A longer email helps provide the recipient with all the information they need to make an informed decision, increasing the chances of a positive response.

How long is too long for a sales email?

There’s no one-size-fits-all answer. But when in doubt, hit the sweet spot:120 words.

While some studies suggest emails with 20 lines might have higher click-through rates, exceeding that length can negatively impact open rates and response rates. Generally, aim for below 200 words.

However, there can be exceptions. If your offering is highly complex and requires a detailed explanation, exceeding 200 words might be necessary. But remember, break up the text with bullet points, subheadings, and visuals to improve readability.

The key is to prioritize concise clarity. Focus on the core message, highlight the value you offer, and make it easy for the recipient to respond. Consider a follow-up email with additional information if needed, after establishing initial contact.

For example: 

Dear [Recipient Name], My name is [Your Name], and I help companies like [Recipient Company] optimize procurement for efficiency and cost savings.I noticed your recent success in [Mention Specific Achievement]. Many companies struggle with time-consuming manual processes and a lack of vendor visibility. Our cloud-based solution, [Product Name], automates workflows and provides real-time data, saving you time and money. We’ve helped similar companies achieve significant results. Would you be open to a quick call to discuss your specific needs? [Company A]: Reduced procurement cycle times by 30% [Company B]: Saved 15% on annual procurement costs [Company C]: Improved supplier collaboration and on-time delivery rates I understand that every company has unique needs. Would you be open to a quick 15-minute call to discuss your current procurement challenges and how [Your Company] can help? Thank you for your time and consideration. I look forward to hearing from you soon. Sincerely, [Signature]

This longer cold email template, while exceeding the ideal word count, promotes skimability and readability through several tactics:

• Compelling Subject Line
• Clear Introduction
• Targeted Hook
• Bullet Points
• Concise Call to Action

While lengthier, this structure allows for targeted information delivery in a scannable format, making it more likely to capture the recipient’s attention and interest despite exceeding the typical word count for cold emails.

How to write your cold emails?

Writing an effective cold email involves several key components. Here’s a step-by-step guide to help you craft a compelling message:

1. Clickable Subject Line

(5-7 words)

• Keep it short and intriguing: The subject line should be concise, relevant, and spark curiosity.
• Examples:
  • “Increase Your Sales by 30%”
  • “Quick Tip for Your Sales Team”
  • “Double Your Sales Potential”

2. Catchy Greeting

(1 sentence, 5-10 words)

• Personalize the greeting: Use the recipient’s name and a friendly, professional tone.
• Example:
  • “Hi [Name],”
  • “Hello [Name],”

3. Intro Line that Hooks Attention

(1-2 sentences, 10-20 words)

• Grab their attention immediately: Mention a relevant fact, compliment, or pain point.
• Example:
  • “I noticed [Company] has been expanding rapidly and thought you’d be interested in…”
  • “Your recent success with [specific project] caught my eye, and I wanted to share…”

4. Compelling Middle Section or Story

(3-4 sentences, 30-50 words)

• Provide value: Explain how your product/service can solve a problem or improve their situation.
• Example:

“Our AI-driven sales tool has helped companies like [Similar Company] increase their lead conversion by 40%. It integrates seamlessly with your existing CRM and provides real-time insights to boost your team’s productivity.”

5. Strong Call to Action (CTA)

(1 sentence, 10-15 words)

• Be clear and direct: Tell the recipient exactly what you want them to do next.
• Example:
  • “Would you be open to a 15-minute call next week to discuss further?”
  • “Can we schedule a quick demo to show you how it works?”

6. Solid Signature

(1-2 sentences, 10-20 words)

• Include your contact information: Make it easy for the recipient to reach out.
• Example:

“Best regards, [Your Name], [Your Position], [Your Contact Information]”

Ideal Number of Words

• Total for short email: 50-125 words.
• Exception for long cold email: 150-200 words  (exceptional cases where more detailed information is necessary).

Do read our cold email masterclass on how to write email body copy and subject line for better understanding. 

A few examples that convert

Short cold email examples

Subject: Boost Website Traffic by 30%? Hi [Name] I noticed your recent website redesign. At [Your Company], we helped similar companies increase website traffic by 30%.  Would you be open to a quick call to discuss some strategies? Thanks,  [Signature]

Subject: Free Guide: 5 SEO Mistakes Killing Your Rankings Hi [Name] Hope you’re doing well. I came across your blog on [topic related to their industry]. In our experience, many companies make these 5 common SEO mistakes (download our free guide!). Interested in a chat to see if we can help improve your rankings? Best,  [Signature]

Long cold email examples

Subject: Helping [Their Industry] Leaders Like You Reduce Costs Dear [Name], I’m reaching out because I’m impressed by [Their Company]’s innovative work in [Specific area]. At [Your Company], we specialize in helping [Industry] leaders like yourself optimize spending and reduce costs. Many companies struggle with [Specific pain point related to their industry]. Our AI-powered solution, [Product Name], helps by [Briefly explain 1-2 key benefits]. Would you be open to a quick 15-minute call to discuss your current challenges and see if we can be a good fit? In the meantime, check out our case study on how we helped [Similar company] achieve [Specific result]. Thanks,  [Signature]

Subject: Question About Streamlining Your [Specific Department] Hi [Name], My name is [Your Name], and I help [Department] teams at companies like [Their Company] improve efficiency and reduce workload. I recently read about your company’s focus on [Specific initiative related to their department]. At [Your Company], we’ve developed a unique solution that helps teams in [Department] automate tasks and free up valuable time. Would you be interested in a brief conversation to see if our approach aligns with your current goals? Best regards,  [Signature]

About SmartReach.io

SmartReach.io is a sales engagement platform designed to enhance email outreach efficiency and effectiveness. It offers advanced features like the AI Email Content Generator and AI Sequence Generator. 

The AI Email Content Generator helps users craft personalized and impactful emails effortlessly, adapting the length, tone and more based on the given prompt to suit specific needs. 

For instance, if a prompt requires a concise email, the AI generates a brief yet compelling message. Conversely, for more detailed prompts, it creates longer, informative content. 

Similarly, the AI Sequence Generator automates the creation of email sequences, ensuring each follow-up is timely and contextually relevant, further boosting engagement and response rates. With SmartReach.io, sales teams can effectively manage their outreach process, save time, and achieve better results.

With a suit of other features such as email automation, email validation, mutlchannel outreach, shared inbox, inbox rotation and more the tool can be a real deal for your sales team. 

Take a data based decision by taking a 14-day free trial. 

Frequently Asked Questions (FAQs)

How long is too long for a cold email?

There’s no one-size-fits-all answer, but research suggests emails exceeding 200 words (around 20 lines of text) can be detrimental to your response rate. People have limited attention spans, and lengthy emails can feel overwhelming. Aim for 50-125 words (around 5-15 lines) for optimal engagement. SmartReach’s AI content section considers this and tailors length based on your input.

Is cold emailing successful?

Yes, cold emailing can be a successful lead generation tool. However, effectiveness depends on several factors like personalization, value proposition, and target audience. Studies show response rates can vary widely, but well-crafted cold emails can achieve response rates between 1-5%.

What is the success rate of cold emails?

Success rates are difficult to pinpoint as they depend on numerous factors. However, studies suggest an average response rate of 1-5%. SmartReach can help you improve your success rate by crafting personalized, value-driven emails with optimal length based on your goals.

How effective is cold emailing for a job?

Cold emailing can be an effective way to connect with hiring managers and land your dream job. However, it requires a targeted approach. Research the company and position, personalize your message, and highlight relevant skills and experience. SmartReach can assist by personalizing greetings and crafting concise introductions that showcase your value to the employer.

Why is cold emailing so hard?

Cold emailing can be challenging because it involves reaching out to someone who doesn’t know you. Standing out in a crowded inbox requires a compelling message that grabs attention and highlights the value you offer. SmartReach handles this challenge by providing AI-powered content creation that personalizes your message and tailors the length for maximum impact.

How long should a cold email be?

Keep it short and sweet! Aim for 50-125 words (around 5-15 lines). People are busy and skim emails, so get straight to the point. Highlight the value you offer and make it easy for them to take the next step. SmartReach can help you achieve this by tailoring the email length based on the information you provide.