8 CRM-ready email templates for every step in your sales process

Sending email is something salespeople do regularly. There are different types of emails which need to be sent depending on the stage in the sales process. For example, a cold sales mail needs a different approach as compared to a follow-up mail. Left to themselves, each of your salespeople will use a different template for the emails. It’s always better to have a standard template for the emails. Also, these templates should be in such a way that you can integrate it into your CRM software easily. Let’s discuss 8 templates that could be used for different steps in your sales process.


Free CRM template

The Cold mail CRM template

A cold email is a general mail which you send as the first step. Ideally, the mail would introduce you, your organization and your product and ask for an appointment to discuss further. The template you could use would be as follows:

Subject: Greetings from {Company Name}


I am {Your name} from {Company Name}. We provide {types of services/products} to {sector of clients}.

If you could give me an appointment on {date and time} we could discuss this further and explore how our services could add value to your operations.


free CRM template

Follow-up email CRM template

This is the second mail sent as a follow-up wherein you are trying to get them to meet you. Offer alternate dates and times so you can convince them to meet up.

Subject: Friendly follow-up


We are very keen to associate with {Client name} so that our {Product/service details} could help to add value to your operations.

Do let me know if you could give me some time on {Date/Time1}, {Date/Time2} or {Date/Tiome3}, so that we could I could meet you in person to explain how our {product/service} could help you.



Following up with a lost prospect CRM template

A lost prospect is a chance missed out. Sending emails to lost prospects is a good way to try and convert a lost opportunity to a customer.

Subject: Update from {Company}

Hi {Client contact}

Last time we spoke, we could not get together as {reason why opportunity was lot}.

But I am happy to inform you that {product/service} has been upgraded. Our {new features} will definitely be of relevance for your organization. I am sure that we will now be able to help you with {explain need of customer}.

I look forward to meeting you to discuss the same. Do let me know a good time we could catch up.



Following up with a prospect who had suddenly vanished CRM template

In some cases, things would seem to be going well, when suddenly something happens and the prospect vanishes. It would be good to try again to reach out to such prospects.

Hi {Client contact}

Last time we had met, we had discussed {product/service} and had planned to move to {next step in the process}.

But unfortunately, we could not take this forward. I am very keen to take this ahead, so we could offer [product/service} for {client}.

Do let me know how we could move things forward.



Take a quick feedback CRM template

Sometimes you make changes in your product/service and you would like to get a quick feedback from prospects. This would help you to find out if the new feature/development makes them interested, so you can follow up further.

Hi {Client contact}

We just {launched product new features or introduced new options}. You can get more information about this on {link}.

I hope this new offering will {benefits to client}. Do let us know your feedback on this.


Cold call mail CRM template

A cold call is a contact you make spontaneously to a prospect. Cold call emails can be made when the contact doesn’t pick up the phone. You can send an email to establish contact.

Hi {Client contact}

I just tried calling you,

Can we meet up this week on {Give 3 dates and times} to discuss {Product/service}?

Do let me know if any other time would be convenient for you.


Is there anything else we could do?

Free CRM templateThis email is for those prospects with whom you have completed all the stages and are at the final stage, but yet not able to close. You can use this template to reach out to such prospects.

Hi {Contact}

Hope things are good with you. When we met last, we had discussed {previous step in the process}. You had mentioned that {issues raised by client}. I had explained that {your answer to the issues in brief}.

I hope our interaction has answered all your queries. Do let me know if there is anything else I could do so that we can move things forward.


Trying to close CRM template

This is mail template used to try and close the sales transaction. An effective part of sales strategy is to try and close when you are almost there, but yet not able to move ahead.

Hi {Contact}

Looks we are set to start off with our association. We can start with our {product setup/other onboarding requirements}. Can we start off on {date/time}.

Please let me know if you need anything from me before we move ahead.

The response to this mail would be to accept or to raise objections, which you can then work on to close the deal.

Using pre-defined templates in your sales CRM makes work easier for sales personnel.

Author Bio

Apoorv Bhatnagar

Apoorv Bhatnagar is a Digital marketer at Freshworks Inc. He generally writes about software that improve your marketing, sales or hiring process.