The cold email is the first door of export prospecting. Thousands of emails get deleted in seconds — usually not because the product is bad, but because the email reads like spam. Here are 7 proven templates covering first contact, follow-up, quotation and order push, ready to copy and customize.
Why your cold emails get ignored
A purchasing manager receives dozens of sales emails a day and opens only about 20%. The ignored ones share three traits: spammy subject, bloated body, zero specific value. Cold outreach is not about introducing yourself — it is about proving you are useful.
Subject line formulas that get emails opened
- Formula 1: Product + market + value — “Re: [Product] sourcing for [Country] – save 15%”
- Formula 2: Name their pain — “Your [Product] margin: how competitors cut cost 15%”
- Formula 3: Scarcity — “Q3 production slots at [Factory] open now”
- Formula 4: Low-commitment — “Quick question about your [Product] sourcing”
7 templates that convert
Template 1: First touch (short version)
Subject: Quick question about your [Product] Hi [Name], I came across [Company] and noticed you sell [Product] in [Market]. We manufacture [Your Product] with [differentiator: 15% lower cost / SGS certified / 10-day lead time], and we already supply buyers in [similar market]. Would a quick call be worth it? Happy to send samples. Best, [Your Name]
Template 2: Follow-up after no reply (2-3 days later)
Subject: Re: Quick question about your [Product] Hi [Name], Just bumping this in case it got buried. Attached is our one-page catalog with MOQ and pricing. If now is not a good time, I'll check back next quarter. No pressure. Best, [Your Name]
Template 3: After sending a quotation
Subject: Quotation for [Product] – valid until [Date] Hi [Name], Here is the updated quotation. Price holds until [Date]; lead time is [X] days after deposit. Shall I reserve the production slot? Best, [Your Name]
Templates 4-7: Order push, holiday touch, sample follow-up, repeat buyers
Subject: [Product] – stock ready, price locked till [Date] Hi [Name], Warehouse confirmed [X] units ready. Raw material costs are rising; locking your order before [Date] keeps today's pricing. Want me to draft the PI? Best, [Your Name]
Cold email checklist: what NOT to do
- Never write “Dear Sir/Madam” — find the real name on LinkedIn.
- One email, one topic. Attach one PDF catalog, not five files.
- Kill filler like “We are a professional company” — use numbers and certifications.
- Cadence: follow up at day 3, then day 10, then a light touch quarterly. Never spam.
Make every email look professional
Grammarly catches grammar, tone and spelling mistakes so you never send an unprofessional email. The free plan covers the essentials.
FAQ: Export cold emails
Q1: Which email address works best?
Priority: the buyer’s personal email > company info@ > web forms. Search “[Company] purchasing manager email” or use LinkedIn.
Q2: What domain should I send from?
Always a business email (you@yourcompany.com). Free personal domains (gmail, hotmail) tank open rates.
Q3: How many cold emails per day?
Start at 20-30/day on a new inbox, scale to 100-200 gradually, and configure SPF/DKIM to protect deliverability.
Once buyers open your emails, they will check your website — see our store-building guide. When orders land, compare payment methods to keep more of the margin.
