How Many Cold Emails Per Day to Send? (The Magic Number)

How many cold emails per day do I need to send to keep my revenue growing? That's the question many sales teams face without knowing the answer. 

You're not alone on this quest. Like wandering through a maze of 'do-not-reply' walls, we've all been there—navigating between being seen as persistent or just plain pesky. But what if I told you that with a few strategic steps, your cold email could be less of an unsolicited flyer and more like an invite to an exclusive party?

This isn't about blasting inboxes; it's about finesse—a tap on the shoulder rather than a bullhorn announcement. In this blog, we'll answer the question of how many cold emails you should send per day. Plus we'll give you some tips on how to send cold emails that open doors - and wallets.

Establishing Your Cold Email Cadence

Starting small with your cold emailing efforts is like planting seeds in a garden. You don't flood the soil on day one; you nurture it. If sales development reps (SDRs) blast too many emails right off the bat, they risk being labeled as spammers. That's why new SDRs should aim to send about 20 cold emails daily, and closely watch to see how recipients respond. 

Only about 8% of salespeople send more than 50 cold emails daily. Sending more than 20 cold emails a day could increase your results, assuming that's a pace you can keep up with over time! If you can't keep up with 20 emails a day, never fear. Nearly 40% of professionals believe that sending 5-10 cold emails daily is the most effective strategy.

Why do you need to send so many messages? About 80% of cold emails are never opened, emphasizing the importance of quality over quantity. You have to hit a decent number of sent messages to increase the chances that some of them will be read. 

How Many Cold Emails To Send Per Day Without Triggering Spam Filters?

Finding that sweet spot for sending limits can feel like walking a tightrope—you need balance to avoid falling into spam folders. To ensure your emails are not flagged as spam, it's important to take a measured approach when starting out or even if you have an established email account. Keep it safe and start sending cold emails at a modest pace—think more tortoise, less hare.

The idea here isn't only about avoiding triggering spam; it's also about refining your approach based on feedback and open rates without damaging your sender reputation score from negative responses or high bounce rates.

Understanding Email Service Provider Restrictions

Know Your ESP's Daily Sending Limit

If you've ever felt like a wizard sending out cold emails, only to find them vanishing into thin air—never reaching your recipient’s inbox—you're not alone. The magic behind successful email marketing lies in understanding your email service provider's daily sending limits. Like casting too many spells in a day can drain a wizard’s energy, overloading your ESP with emails can trigger alarms.

Gmail may let you send up to 500 emails per day, but when it comes to Google Workspace users have an upper hand with an allowance of up to 2000 sends. Meanwhile, Microsoft Office 365 seems generous, allowing up to 10,000 recipients each day—but there's more than meets the eye here. The optimal number of cold emails for you to send depends on your industry, the subject of your emails, your e-mail service provider's limits, and your sales goals. 

To ensure that these numbers don't become just another series of stats for you, planning is crucial. Pick an email tool aligned with your outreach strategy and capacity needs. This foresight helps maintain deliverability and keeps spam filters at bay—a key aspect discussed earlier that cannot be stressed enough.

Building a Strong Sender Reputation

Your sender reputation is like your credit score for email marketing. It's a big deal because it affects whether your cold emails hit the inbox or get shuffled into spam folders. A solid sender reputation can give you VIP access to your recipient's inboxes, but if you mess up, even once, it could be back of the line for you.

Importance of Maintaining Low Bounce Rates and Complaint Rates

To build a positive sender reputation, think about keeping those bounce rates low. You want every send to count; so when an email bounces back faster than a bad check, that’s no good for anyone—especially not your rep score. Email deliverability services will trust you more when they see that people are actually getting (and liking) what you're sending out.

The same goes for complaint rates—too many angry clicks on that 'mark as spam' button and it’s red flags all around at email HQ. Your mission? Keep folks happy with relevant content so they’re less likely to reach for the ‘spam’ button quicker than their morning coffee.

If these things go sideways and complaints start piling up alongside bounced messages like unwanted junk mail—you'll notice soon enough by checking tools such as Sender Score. They’ll show how each mishap pulls down your overall stats—and let me tell ya', nobody wants bottom-of-the-barrel digits here.

How To Write Cold Emails That Get Opened and Read

Writing a cold email that gets opened and read requires a combination of a compelling subject line, personalized content, and a clear, engaging message. Here's a guide to crafting such an email:

1. Craft a Captivating Subject Line

• Be Specific and Relevant: Use a subject line that is directly relevant to the recipient. Avoid generic phrases.
• Create Curiosity or Urgency: Phrases that pique interest or convey a sense of urgency can encourage opens.
• Keep it Short: Aim for a subject line that is around 50 characters or less.

2. Personalize the Greeting

• Use the Recipient’s Name: Starting with "Hi [Name]," is more personal and engaging than a generic greeting.
• Show You’ve Done Your Homework: Reference something specific about the recipient’s work or company to show that the email isn't just a copy/paste generic message.

You can really make an educated, thoughtful decision on who you want to work with, and then you can give a personal approach to pitching yourself as someone worth working with.

-Erin Derby, Commercial Photographer 

3. Get to the Point Quickly

• Open with a Relevant Introduction: Start with why you are reaching out, particularly focusing on any mutual connections or relevant events.
• Avoid Long Paragraphs: Keep your opening brief and to the point to maintain the reader's attention.

4. Deliver Value in the Body

• State Your Purpose Clearly: Explain why you’re reaching out and how you or your service/product can provide value to them.
• Make it About Them, Not You: Focus on what they will gain, not just what you offer.
• Use Bullet Points for Clarity: If you’re listing benefits or key points, bullet points can help make the email skimmable and easier to digest.

The more you know your audience, the higher the chances that you'll connect with them authentically over this section of the e-mail. 

Do a deep dive into your audience. Research their demographics, needs, and pain points. Use this knowledge to personalize your message. Go beyond just their name – address their specific challenges and how your solution uniquely addresses them. This demonstrates genuine understanding and sets you apart from generic, "one-size-fits-all" emails.

-Shaun Stark, Senior Executive, Insider Sales, Netsmartz 

5. Include a Clear Call to Action (CTA)

• Be Clear About the Next Step: Whether it’s scheduling a call, a meeting, or just a reply, be specific about what you want them to do next.
• Make It Easy to Respond: Propose a specific time for a call or meeting, or ask a direct question.

6. Keep It Short and Sweet

Respect Their Time: A concise email shows that you value their time. Aim for no more than three to four short paragraphs.

7. Close with a Professional Signature

• Provide Your Contact Information: Include your full name, position, company, and contact details.
• Professionalism: Ensure your email signature is professional and aligned with your brand.

8. Proofread and Edit

• Check for Errors: Proofread your email for grammar, spelling, and punctuation errors.
• Tone and Clarity: Make sure the tone is appropriate for your audience and your message is clear.

9. Follow-Up Strategically

Be Patient but Persistent: If you don’t receive a response, a well-timed follow-up email can be effective. Wait for about a week before following up.

About eight in 10 responses to cold emails I send come after a second or third email follow-up. It's a time investment, but if you're consistently emailing, personalizing messages, and contacting prospects that are a good fit for your business, you are likely to see a payoff.

-Marshal Davis, E-mail Marketing Expert 

Example:

Subject: Transform Your [Specific Process] with [Solution/Product]

Hi [Name],

I recently came across your impressive work on [specific project or achievement]. It resonated with me, especially because [reason why it’s relevant].

I'm reaching out to offer a potential solution to [specific challenge they might face]. At [Your Company], we’ve helped businesses like [Example Companies] to [specific benefits/results].

Could we schedule a 15-minute call next week to discuss how this could be relevant for [Recipient’s Company]? How does next Wednesday afternoon sound?

Thank you for considering this, [Name]. Looking forward to the possibility of working together.

Best regards,

[Your Full Name]

[Your Position]

[Your Contact Information]

Key Points to Remember:

• Personalization is Critical: Show that the email is specifically written for them.
• Value Proposition: Make it clear what’s in it for them.
• Professionalism and Brevity: Respect their time and keep it professional.

5 Cold Email Templates You Can Use Now

Template 1: B2B Product/Service Introduction

Subject: Revolutionize [Prospect's Industry] with [Your Product/Service]

Hi [Prospect's Name],

I recently came across [Prospect's Company] and noticed that you're doing impressive work in [specific aspect of their business]. I believe [Your Product/Service] can help streamline your [specific process] while boosting efficiency.

Companies like [Relevant Example Companies] have seen [specific results or improvements] with our solution. I’d love to explore how we can help you achieve similar results.

Can I schedule a brief call next week to discuss this?

Best,

[Your Name]

Template 2: Networking Email

Subject: Seeking Insights from a Leader in [Industry/Field]

Hello [Prospect's Name],

As an aspiring [Your Position/Role] passionate about [Industry/Field], I’ve been following your work with [Prospect's Company/Project]. Your recent [article/talk/project] on [specific topic] was particularly insightful.

I’m reaching out to seek your advice on [specific question or guidance]. I understand your time is valuable, so even a brief response would be greatly appreciated.

Thank you for inspiring professionals like me.

Best regards,

[Your Name]

Template 3: Partnership Proposal

Subject: Exploring Partnership Opportunities between [Your Company] and [Prospect's Company]

Hi [Prospect's Name],

I'm [Your Name], the [Your Position] at [Your Company]. We've been admiring [Prospect's Company]'s work in [industry or project].

I believe there's a potential for a mutually beneficial partnership. Our [product/service] aligns well with your offerings, and a collaboration could [specific benefits].

Would you be open to a brief call this week to discuss possible synergies?

Best,

[Your Name]

Template 4: Event Invitation

Subject: Invitation: Exclusive Insights on [Event Topic]

Dear [Prospect's Name],

I'm writing to invite you to an exclusive event on [date], where industry leaders will share insights on [Event Topic].

Your expertise in [Prospect's Field] would be a valuable addition to our discussions. We also believe that you will benefit from networking with peers and exploring [specific event highlights].

Please let me know if you can make it, and I’ll reserve a spot for you.

Looking forward to your reply.

Sincerely,

[Your Name]

Template 5: Feedback Request on Service/Product

Subject: We Value Your Opinion on [Product/Service]

Hi [Prospect's Name],

I’m [Your Name], and I’ve been working on [Your Product/Service]. Our goal is to [main goal or benefit of product/service].

As someone who is well-versed in [Prospect's Field], your feedback would be invaluable to us. Could you spare a few minutes to provide your thoughts on [specific aspect]?

Here’s a link to our [product/service]: [Link]

Thank you for considering this request. Your insights would be greatly appreciated.

Best,

[Your Name]

Elements of a Successful Cold Email Campaign

To reel them in, start by customizing your approach. Imagine receiving an email that feels like it’s speaking directly to you—that's what your target audience wants as well. Tailor each cold email by addressing specific pain points or interests, making every recipient feel they’re not just another name on an email list.

But don't stop there. Your emails need more than just a personalized touch; they must also pack a powerful punch with clear value propositions. What can you offer that'll make their professional life easier? Answer this effectively, and watch as open rates climb because people can’t resist knowing more about something that promises real benefits.

Note: you can still write effective and personalized emails without having to hand-type every single word. Using tools like Magical can help you save the templates that work 

Integrating Social Media Into Your Outreach Strategy

The digital world is vast but connected through various channels such as social media DMs—a potent addition when used correctly alongside traditional emailing strategies. Although sending a large number of messages through traditional channels may seem impressive, it's important to prioritize quality over quantity. 

One successful strategy is to follow up any email campaign with a personalized not on LinkedIn. This can be a great way to help your target prospect to put a face to the name, and adds that human connection point that otherwise seems lost when they get a message from a random email address. 

Just because you're investing a lot of time in personalizing your emails doesn't mean you avoid using technology to your advantage! BTW you can totally save and send templates on platforms like LinkedIn using Magical.  They even instantly personalize with the name of your recipient!

A Final Word

Now you know how many cold emails per day you should be sending. Remember to start small, grow steadily. Every service provider has its rules so respect them to avoid getting shut down. Keep your sender reputation shiny by watching those bounce and complaint rates like a hawk.

If you have trouble writing emails like this, then try Magical. Magical is an AI productivity tool that will help you craft the perfect cold email - or any type of email you may need - and store them like a breeze. Download it for your Chrome browser here (it's free).