Guides

The best time to send cold emails for better results

Ufuoma Uvomata
June 1, 2023
Contents

Your cold email is ready, and you can’t wait to hit “Send” so you can start getting responses from your new clients. The only thing is that you're not sure when the best time is to send the email so you can get the results you want. 

When you write a cold email, the goal is for your potential client to see you as a superhero who’s landed in their inbox to save the day. You’re the cool breath of fresh air that comes with the solutions they need. 

Sending your message at the wrong time makes the recipient feel you don’t know their schedule or needs, and they won’t want to respond.

In this blog post, we’ll look at the importance of timing in cold email campaigns and how to get the best results.  

Understanding the basics of cold emails.

A cold email is an unsolicited but personalized message sent to potential customers to introduce your services. The goal is to initiate a conversation and convince them to become your customer. The emails target a specific audience with a persuasive message that is personalized and relevant to their needs and interests.    

Note that these emails are different from spam. Spam emails are unsolicited emails that are sent in bulk to many people, regardless of whether they are interested in the product or service being offered.

A cold email campaign is always targeted at a specific person who has an interest in what the business offers. A personalized cold email is a cost-effective marketing strategy that provides a good opportunity to build relationships with potential clients, leading to long-term business partnerships.

While it is a highly effective way to generate leads, it comes with its own set of challenges. It can be challenging to build a targeted email list, write persuasive messages, and avoid ending up in spam folders.  

You need to make sure you’re sending cold emails at the right time to make sure your emails don’t get lost in the recipient's inbox or ignored altogether. 

Factors that affect the timing of cold emails.

As a salesperson or marketer, writing cold emails can be a daunting task. It requires finesse, careful planning, and a deep understanding of your audience and industry. One of the most critical factors that can make or break your cold email campaign is timing. 

Here are some key factors to ensure your messages are being received in the right way and at the right time. 

  • Understanding your audience.

The first step in crafting a successful cold email campaign is understanding your target audience. Who are they? What are their pain points? What motivates them? By answering these questions, you can tailor your cold email subject lines, templates, and calls to action to resonate with your audience.

You should do your research on your target customer’s behavior, location, and time zones. Also take into account the nature of their job, industry segments, and typical work schedules of your recipients. This will help you determine the best and worst times for them to get an email from you.

Let's say you have developed project management software targeting IT professionals in large organizations. Your research reveals that IT managers often have busy schedules, with mornings dedicated to meetings and project planning. In this case, sending your cold emails in the early afternoon may be more effective, as it gives your recipients time to settle into their workflow and engage with your message. 

  • Crafting a compelling subject line and message.

Your cold email subject line is the first thing your recipient sees. If you don’t have a poorly written subject line, your email may be sent straight to the spam folder, and you won’t achieve your goal. Avoid using spammy or clickbait subject lines because they’ll likely be caught by the spam filter and prevent your future messages from being seen.  

A good subject line should give the reader an idea of what you have to offer. You can write "How to {solve a major pain point} at {recipient's company name}." It’s more effective when your subject line promises to meet the needs of the customer. 

Every busy person receives numerous emails daily, so keep your cold emails short and to the point. Get your main message across in as few words as possible to increase your chances of getting a response. The right cold email format contains three sections.

There is the cold email introduction, where you define your company. There’s the purpose, where you explain the main point and communicate the value or benefits your product or service can offer the recipient. Focus on solving their pain points or addressing their specific needs. Offering something valuable right from the start increases the chances of a positive response.

Most cold email templates end with the salutation, where you thank the recipient for reading your email and invite them for future communication. 

Add a call to action that is clear and direct. Make it easy for your recipient to engage with the cold email cta by providing a clear next step. For example, "Can we schedule a quick call to discuss?" or "Would you be interested in learning more?"

  • The nature of your business.

The nature of your product or service should guide the timing of your cold email campaigns. Consider whether your offering is time-sensitive or has seasonal relevance.

For example, a company selling holiday decorations should plan its cold email outreach well in advance of the holiday season to capitalize on the heightened demand. On the other hand, a software-as-a-service (SaaS) company offering a year-round solution may have more flexibility in its email timing.

If the product or service has a sense of urgency, such as limited-time offers, event registrations, or tax preparation, send the cold emails early to allow recipients enough time to take action.

For new or innovative products, it’s best to time your emails to coincide with industry events, conferences, or product launches.

For B2B (business-to-business), it's generally more effective to send cold emails during regular working hours when professionals are actively engaged in their work-related tasks. B2C (business-to-consumer) emails might see higher engagement during the evenings or weekends when individuals have more leisure time.

  • Considering industry norms and practices.

The industry you operate in impacts the best time to send cold emails. Familiarize yourself with the common practices, conventions, and timelines within your industry.

Are there any industry-specific events or trade shows that could influence the timing of your outreach? Aligning with these norms can increase the receptiveness of your cold emails. Some industries have busy seasons or times of the year when people are more likely to be receptive to your message.

Suppose you run a real estate investment firm targeting property developers. You notice that developers often make crucial decisions during industry conferences. By scheduling your cold email outreach to coincide with these conferences, you can catch their attention while they are actively seeking new investment opportunities.

Industries such as finance or healthcare, may have strict regulations regarding when you can contact potential clients.

If you're targeting consumers, consider sending your cold emails on weekends or evenings, when they're more likely to have free time. For example, if you're offering a meal delivery service, send your emails on Sunday evenings, when people plan their meals for the week.

Best days to send cold emails.

There is no global rule about the best times to send cold emails. However, according to research, people have a pattern of checking their emails more during the weekdays.

  • Midweek is the sweet spot

Mondays are typically busy days for people because they are catching up on work from the weekend. While Mondays are often associated with a heavy influx of emails, midweek is considered the sweet spot for cold email campaigns.

Tuesday through Thursday is the best time frame to send cold emails because they have the highest open and response rates. People have had time to address urgent matters and are more likely to pay attention to new opportunities.

Avoiding Fridays is advisable because people are already looking forward to the weekend, making it less likely for your email to be given priority.

  • Weekends are special

Weekends are not the optimal time to send cold emails because professionals prioritize personal and family time. However, for certain industries or target groups, weekends may prove fruitful.

Entrepreneurs may use weekends to catch up on work or explore new opportunities. Consider the behavior of your audience and adjust your approach accordingly.

Best time to send cold emails

Best times to send cold emails.

Before talking about specific time frames, it's essential to understand the psychology behind email communications. When reaching out to potential clients, you want them to notice, open, and respond to your email. For this to happen, you need to consider your recipients' habits, schedules, and behaviors.

  • Mornings are for fresh engagement

The most effective times to send cold emails are between 10:00 AM and 11:00 AM. Most people check their notifications in the morning to see if there are urgent messages and ignore the irrelevant ones.

Most professionals check their inboxes as they settle into work, giving you an opportunity for your email to stand out amidst fewer competitors. The human brain is typically more receptive and focused during the early hours, which increases the likelihood of your email receiving the attention it deserves.

  • Consider time zones

When conducting a cold email campaign, factor in the time zones of your recipients. Send your cold emails during the recipients' business hours to increase the chances of getting immediate attention. Most cold email platforms like SImpu, allow you to schedule emails based on the recipient's time zone, ensuring optimal engagement across various locations.

  • Afternoon breaks are second chances 

Mornings are the prime time for email engagement, but the post-lunch afternoon period is another opportunity to send your cold campaign. Many professionals experience lower energy and productivity during this time, making them more open to checking personal and promotional emails.

Sending your cold email between 2:00 PM and 4:00 PM provides a second chance for engagement, especially if your initial morning outreach did not yield the desired response.

Tips for effective cold email campaigns.

Cold emailing is an effective way to grow your business. However, creating and executing successful cold email campaigns can be challenging. With the right strategies and tools, you can increase your chances of success. Here are some practical tips on how to cold email your future clients. 

  • Define your cold email strategy.

Defining your cold email marketing strategy helps you create a specific goal to attain. What do you want to achieve? Who is your target audience? What message do you want to convey? What is your follow-up plan? Answering these questions will help you create a more focused and effective cold email campaign.

  • Find the right person.

One of the keys to a successful cold email campaign is finding the right person to contact. Do your research and make sure you are reaching out to someone likely to be interested in your product or service.

Address the recipient by their name and mention specific details about their company or industry. This shows that you've done your research and increases the likelihood of engagement.

  • Write effective cold emails.

When writing a cold email, it's important to keep it short and to the point. Most people have limited time to read emails, so make sure your message is concise and easy to understand. Personalize your message as much as possible and use a strong subject line to grab the recipient's attention.

  • Send relevant personalized messages.

Sending a generic message to a broad list of recipients will likely result in low response rates and wasted effort. Personalization creates a personal connection and shows that you've put effort into understanding the recipient's needs. It also shows that you value them as individuals, making it easier to establish rapport and build trust.

Relevance allows you to highlight how your product, service, or proposition can address the recipient's pain points or challenges. When people perceive that your email provides a solution or brings value to their specific needs, they are more likely to engage with it.

  • Use the right cold email template.

When you use cold email templates, it makes sure your first cold email campaign is optimized to get the results you want. The templates from Simpu are used to ensure consistency in messages and save time. Simply input your customer data into Simpu and customize your own cold email for each particular person you are reaching out to.

  • Send follow-up emails.

Don't give up if you don't get a response the first time. Send a message a few days later, and consider using automated follow-up emails to save time.

A cold email tool like Simpu helps you schedule and send timely cold emails, so you can focus on other aspects of your sales process. With Simpu, you can schedule follow-up emails to be sent at specific intervals. It sends automated follow-ups to remind recipients of your initial email and encourages them to take action. You can easily manage and track the results of your cold email campaign.

  • Use A/B testing.

A/B testing involves creating two versions of an email, testing them against each other, and determining which version performs better. By testing different elements such as subject lines, email body, and call-to-action, you can identify which version of the email resonates better with your audience and generates a higher response rate.

  • Track your results.

Metric tracking is another crucial aspect of optimizing your cold email campaign. By tracking metrics such as open rates, click-through rates, and conversion rates, you can gain valuable insights into how your audience is engaging with your emails. This allows you to make data-driven decisions and refine your approach to improve the performance of your campaign.

To achieve the best results from your cold email campaign, it is important to have the right tools and resources at your disposal. Simpu’s cold email software can help you streamline and automate your campaign, making it easier to manage and track your emails. There are also many examples of effective cold email campaigns that you can get a few ideas from to write cold emails.  

In conclusion, sending cold emails during the best days and times increases the likelihood of getting a response. By avoiding Mondays and Fridays, you increase the chances of your email being seen and read.  

A personalized cold email helps to make a connection with the recipient. Use a great subject line to catch their attention and include social proof such as testimonials to build credibility. Note that cold email spam is a serious concern and should be avoided at all costs. Instead, encourage your sales team to focus on creating personalized and relevant sales emails that provide value to your cold leads. 

Read: What is a shared inbox and why should your team use one?
Ufuoma Uvomata
Content Writer
Ufuoma is a writer who creates website copy, SEO articles, scripts, blog posts, and short stories for companies in several industries. If you meet her, ask about her plants.

Transform Your Customer Support Experience.

Start a free trial.