The Cold Email Writer produces a complete outreach sequence in one pass: two subject line options, the first email, a follow-up for around day 4, and a final follow-up for around day 11. This guide walks through each field and how to turn the draft into an email that reads like it was written for one person — because it should be.
Step 1: Who are you emailing?
Describe the recipient as specifically as you can: their role and the type of company. "Head of Ecommerce at a mid-size skincare brand" gives the tool much more to work with than "a business owner". If you're emailing one particular person, describe them; if you're writing for a small list of similar people, describe the shared profile, then personalise each email by hand.
Step 2: What do you offer?
One or two sentences, plainly stated: "We supply printed cotton dust bags with 500-unit minimums and about two weeks' turnaround." Avoid vague claims like "we help brands grow". The more concrete the offer, the more concrete the email.
Step 3: Choose the outreach type
- B2B Brand Partnership — co-marketing and wholesale; leads with audience overlap and what they get.
- Influencer Pitch — names a specific post you liked and states the deliverable and whether it's paid.
- Supplier Negotiation — MOQ, pricing, and lead-time asks; anchors on volume and history.
Step 4: Choose the tone
- Direct — for busy, senior people; opens with the observation, not an introduction.
- Warm — founder-to-founder outreach, where relationship matters more than speed.
- Consultative — longer sales cycles; leads with a diagnosis.
- Soft Pitch — offers something useful first and makes replying easy.
- Problem-Agitator — names a costly problem and the fix. Use sparingly; it can feel pushy.
Step 5: Fill in "More details"
These optional fields are what separate a specific email from a template:
- Your name and Your company — so the sign-off is real.
- Prospect's company — lets the email reference them by name.
- Industry — shapes vocabulary and examples.
- Pain point — the specific problem you suspect they have. Use their language if you can, for example a phrase from their reviews or job posts.
- Proof — one real, verifiable result. Leave it blank if you don't have one; the tool is instructed not to invent proof, and an email without proof is far better than one with fake proof.
- Call to action — your preferred ask. Small asks ("would samples help?") usually get more replies than big ones ("30-minute call?").
Step 6: Personalise the first line
The tool can't browse the web, so it doesn't know what your recipient posted last week. Before sending, replace or sharpen the opening with one real, specific observation: a product launch, an article, a review, a hiring post. This single edit has more effect on reply rates than anything else.
Step 7: Check the follow-ups
Each follow-up should add something new — a sample, a mock-up, an easier ask — rather than just "bumping" the thread. Read both and adjust them to match any changes you made to the first email. Our article How to Follow Up on a Cold Email Without Being Annoying explains the reasoning.
Step 8: Refine if needed
Use Refine → Shorten if the email runs long (aim for roughly 50–125 words for the first touch), or switch to Casual or Professional to match the recipient. Translate is available for outreach in other languages.
Worked example
Inputs: Who: "Owner of a small accessories brand selling linen totes on Shopify". Offer: "Printed cotton dust bags, 500-unit minimum, about two weeks to ship". Type: B2B Brand Partnership. Tone: Direct. Pain point: "Totes arriving scuffed in transit". Call to action: "Would samples be useful?".
Expected result: a short email that opens with an observation about their totes, connects it to the scuffing problem, makes the one-line offer, and asks the sample question — plus two short follow-ups. Before sending, replace the opening with a real detail, such as a recent launch you actually saw.
Sending responsibly
- Use your real name and business and an honest subject line.
- Include a simple way to opt out, and honour it.
- In the US, commercial email generally needs a physical postal address; in the EU and UK, data-protection rules apply to how you found and use addresses.
- Keep volumes small and personal. Mass-sending near-identical emails harms your domain's reputation.
A note on privacy
Because cold emails often include details about a real person and company, AIBizKit never caches this tool's results and doesn't store your inputs. See how we handle your data.
For the underlying technique, read How to Write a Cold Email That Gets a Reply, or start from one of our cold email templates.