{"id":464,"date":"2025-04-30T11:00:00","date_gmt":"2025-04-30T11:00:00","guid":{"rendered":"https:\/\/web-stil.info\/?p=464"},"modified":"2025-05-02T22:01:35","modified_gmt":"2025-05-02T22:01:35","slug":"9-sales-email-templates-to-inspire-urgency-in-your-prospects","status":"publish","type":"post","link":"https:\/\/web-stil.info\/index.php\/2025\/04\/30\/9-sales-email-templates-to-inspire-urgency-in-your-prospects\/","title":{"rendered":"9 sales email templates to inspire urgency in your prospects"},"content":{"rendered":"
Most salespeople face the same persistent challenge: Their prospects lack urgency<\/strong>. There are a number of strategies \u2014 both successful and unsuccessful \u2014 reps use to overcome this inertia. Often, they end up offering huge discounts with expiration dates.<\/p>\n While this technique might result in an initial sale, I advise against it because the company\u2018s margins and the rep\u2019s commission bonus both take a hit. Once other potential customers learn the business\u2018s salespeople are willing to discount heavily, it\u2019s difficult to sell at full price. The solution?<\/p>\n Create authentic urgency using an effective urgent email template<\/a>.<\/p>\n I\u2019m sharing my nine best sales email templates that encourage your prospects to buy sooner rather than later without resorting to discounting or manipulative tactics. Let\u2019s dive in!<\/p>\n Table of Contents<\/strong><\/p>\n <\/a> <\/p>\n <\/strong><\/p>\n There are many different emails in your sales arsenal, like the professional reminder email, email notifying of an overdue payment\/unpaid invoice, etc. Today, we’re going to focus on the most critical part <\/strong>of the lead cycle: getting a lead to buy.<\/p>\n I recommend developing your own personalized email templates (using data like open and click rate) within the free HubSpot Email Builder<\/a>. Send emails, see which perform best, and then turn those into new templates with just a few clicks. Instead of copying and pasting the email templates over from this article, they\u2019re stored directly in your HubSpot email template library.<\/p>\n Source<\/em><\/a><\/p>\n Now, let\u2019s dive into those urgent email templates.<\/p>\n Subject line<\/strong>: What [prospect’s competitor] is missing<\/p>\n Hi [prospect name],<\/p>\n I recently got off the phone with someone in [relevant department] at [company in prospect’s space]. [Company] is doing some really interesting things around [business area prospect is interested in].<\/p>\n Would you like to hear how I think [prospect’s company] could apply some of those takeaways?<\/p>\n Best,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: Mentioning the buyer\u2018s competitor will immediately spark their fear of falling behind. They\u2019ll be eager to learn how they can update their strategy \u2014 meaning you\u2018ll get a response asking when you\u2019re available.<\/p>\n Better yet, include a link to your calendar<\/a> so they can schedule a meeting right then and there. While you may be eager to hit send before setting up your calendar scheduling link, I know you\u2019ll be relieved by the ease of scheduling calls this way.<\/p>\n This message is also compelling because it establishes your knowledge of the space<\/strong>. You show you\u2018re not only familiar with the competition, but have valuable information about their game plan as well. Of course, never invent a conversation that didn\u2019t happen. Lying is no way to make a sale.<\/p>\n Subject line<\/strong>: [Prospect’s company] compared to average?<\/p>\n Hey [prospect name],<\/p>\n I\u2018m impressed by your [campaign for X, recent company announcement about Y, work in Z area]. I\u2019d expect your results to be above the [industry, vertical, market] average.<\/p>\n Would you be interested in discovering exactly where you stand compared to your peers?<\/p>\n Best,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: With your inside view into companies with similar products, missions, locations, audiences, and so on, you’re ideally positioned to extend this offer \u2014 and few are more enticing.<\/p>\n It\u2019s win-win-win: If your prospect is hitting it out of the park, she\u2018ll want to see just how heartily she\u2019s beating the other companies in her space.<\/p>\n If she\u2018s doing good but not great, the buyer will want to learn her current margin so she can increase it. And if she\u2019s failing, she’ll be curious to know if everyone else is struggling even more than she is.<\/p>\n I like the benchmarking approach because it uses curiosity to generate a response, and it leads with your value.<\/p>\n Subject line<\/strong>: Thoughts on [likely challenge]<\/p>\n Hi [prospect name],<\/p>\n Lately, I\u2018ve spent some time thinking about [challenge prospect is likely facing]. It\u2019s a big issue for companies like yours \u2014 after all, [reason why this pain point is significant].<\/p>\n I don’t have a full-fledged solution yet. However, I do have a couple of ideas that could make a difference. Do you want to hear them?<\/p>\n Best,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: Leading with a relevant pain point tells your prospect that you’re knowledgeable \u2014 and just as importantly, empathetic and helpful.<\/p>\n By admitting you don\u2018t have the perfect answer, you\u2019ll seem genuine rather than salesy. The buyer will feel compelled to reply and learn what you’ve come up with.<\/p>\n Subject line<\/strong>: Taking [X step] at [prospect’s company]<\/p>\n Hey [prospect name],<\/p>\n I saw you haven\u2018t [updated X strategy, changed over to Y system, added Z policy]. While I don\u2019t want to ring any unnecessary alarm bells, I think you\u2018re risking your company\u2019s [long-term growth in A, health in specific area B, plans for C].<\/p>\n Here\u2018s the first thing I\u2019d do: [Actionable suggestion or high-level tip]. If you’d like to hear the next steps, let me know.<\/p>\n Best,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: Bring your prospect\u2018s inaction front and center. Once you\u2019ve reminded them they still haven’t made any progress, they typically want to correct that as soon as possible.<\/p>\n To make sure the buyer follows up with you \u2014 rather than coming up with their own plan \u2014 I recommend that you give them a solid tip. They’ll quickly see you as a source of guidance.<\/p>\n Subject line<\/strong>: Biggest takeaway from our call today<\/p>\n Hi [prospect name],<\/p>\n I\u2018ve included a recap of what we discussed today. One of the most significant insights from our conversation: You\u2019re currently [losing X per month, missing out on Y per week, at a huge risk for X]. The sooner [prospect’s company] [solves this challenge, takes this opportunity], the better.<\/p>\n Main items covered:<\/p>\n I’m looking forward to speaking again on [date and time]. Do you have any questions I can answer in the meantime?<\/p>\n Best,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: This email reinforces the urgency you (hopefully) instilled during the call. Its straightforward, neutral tone conveys confidence and tells your prospect you’re not wasting any time or words.<\/p>\n Start with a polite greeting, keep the tone professional, and make it clear that this email requires prompt attention. They\u2018ll start taking the matter seriously, if they haven\u2019t already.<\/p>\n Subject line<\/strong>: Timeline for [doing X] by [date]<\/p>\n Hi [prospect name],<\/p>\n Glad we got the chance to discuss [topic] today. [Important event] you mentioned is just X [days, weeks, months] away \u2014 if you want to have a strategy for [achieving Y] by then, you’ll need to follow this timeline:<\/p>\n Are you available on [date and time] to talk about [action step #1]?<\/p>\n Thanks,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: Remind your prospect time is of the essence. To hit their goals, they can’t let this deal slip to the bottom of their to-do list.<\/p>\n I\u2019ve found that providing a sample timeline is effective for two reasons. First, it’s a major value-add: Rather than figuring out what they need to do and when, the buyer can follow your plan.<\/p>\n Second, it structures the sales conversation. Your prospect will know what to expect from each stage, which makes them feel more secure.<\/p>\n Subject line<\/strong>: Few more suggestions for [solving X]<\/p>\n Hey [prospect name],<\/p>\n Now that I\u2018ve had some time to think about our last conversation on [date], I\u2019ve come up with a few more suggestions for [solving X pain point, meeting Y objective, exploring Z opportunity]. You’ll be excited to hear these.<\/p>\n Do you have some time in the next week?<\/p>\n Here’s a link to my calendar so you can book a time<\/a> that works: [Link].<\/p>\n Cheers,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: This follow-up email template \u2014 which isn’t for the faint of heart \u2014 lets you take back control of the sales conversation.<\/p>\n First, the offer gives your prospect a great reason to reply. Who doesn’t want free, no-strings-attached ideas for hitting their goals or improving their business?<\/p>\n Telling the buyer they\u2018ll be \u201cexcited to hear\u201d these ideas also shows a lot of confidence, as does linking to your calendar rather than asking if they\u2019re available on a certain date and time. Typically, this self-assurance makes you seem more credible.<\/p>\n Subject line<\/strong>: How [customer] achieved [X results]<\/p>\n Hi [prospect name],<\/p>\n [Prospect\u2018s job title] at [rep\u2019s company] is always busy doing [X, Y, and Z] \u2014 so I assume you’ve got a full plate as well.<\/p>\n But spending some time upfront to put in place a solution for [pain point] will pay off exponentially. [Customer], for example, [saved X hours per week, trimmed Y from their budget, made Z more per month] after using [product].<\/p>\n Are you free on [date and time] to pick up where we left off?<\/p>\n Thanks,<\/p>\n [Your name]<\/p>\n Why I think it works<\/strong>: Guilt-tripping the buyer for their unresponsiveness doesn\u2018t work \u2014 they\u2019ll either feel annoyed or ashamed, neither of which prompts them to reply.<\/p>\n So, use a different approach. Show that you\u2018re not taking it personally that they haven\u2019t gotten back to you: Based on your relationship with their counterpart at your company, you know they’re slammed.<\/p>\n Then, remind your prospect that they really can’t afford to wait. I\u2019ve found that this one-two punch of empathy and urgency convinces buyers to answer every time.<\/p>\n Subject line<\/strong>: [Prospect\u2018s name], you\u2019re a special case<\/p>\n Hi [prospect name],<\/p>\n Normally, I stop following up with people if they haven\u2018t gotten back to me after [X weeks]. I figure they\u2019re not interested, and I don\u2018t want to waste anyone\u2019s time.<\/p>\n However, my conscience won\u2018t let me give up so easily with you. Based on our conversations on [date and time] and [date and time], I\u2019m confident you could [solve X pain point, capitalize on Y opportunity] \u2014 which will allow you to [get that promotion to X role, increase your team’s output by Y amount, outperform your competitors in Z area].<\/p>\n So before I walk away: Are you sure you’re not interested in [solving X, capitalizing on Y]?<\/p>\n Best,<\/p>\n [Your name]<\/p>\n Yes, it sounds so obvious it doesn’t even need to be said. But then why do I have emails addressed to \u201cDear [insert name]\u201d sitting in my inbox right now? Even when writing an urgent request, no one should be in a rushed or careless state.<\/p>\n Personalization matters<\/strong>: 82% of sales professionals<\/a> surveyed in our Sales Trends Report said that connecting with people and building relationships is the most important part of selling.<\/p>\n All of my email templates shared above use brackets \u2014 search your email for them using Ctrl + [<\/em> or Command + [<\/em> to ensure you’ve removed all of the placeholders before hitting send.<\/p>\n Or, use email software with built-in customization, like the free HubSpot Email Builder<\/a>. You can quickly customize emails with all the details leads expect, like:<\/p>\n Plus much, much more using our built-in AI feature<\/strong>. See it in action here:<\/p>\n Saving time with AI<\/strong>: 81% of sales professionals<\/a> surveyed in our Sales Trends Report said that AI can help them spend less time on manual tasks, saving up to two hours a day.<\/p>\n This works in both automated email sequences and one-on-one emails. I love how this feature makes it so easy to add more depth to emails. It moves beyond using first names and gives readers the feeling that you really remember them.<\/p>\n Urgency example<\/strong>: You\u2018re sending a live demo reminder. The name, time, date, time zone, link, etc. must be customized correctly or the upcoming event will be missed, and you\u2019ll lose your chance to sell live to your prospect at the end of the demo.<\/p>\n No one wants to get an email that says \u201cFound your wallet! \u2014 Just kidding, but while I have you here…\u201d <\/em>This is a real example!<\/p>\n Sure, tricks can yield high open rates. It might even trigger an immediate response! But it will rarely be a positive response. A clear subject line wins every time.<\/p>\n Urgency example<\/strong>: Instead of a goofy subject line, let readers know about a time-sensitive matter like a discount code, invitation, or opportunity that’s expiring. Inspire FOMO (the fear of missing out) instead of an eye roll.<\/p>\n Most people skim their inboxes looking for whatever requires immediate attention. If you want readers to respond immediately, then a sense of urgency is required in your subject line and email body. Clear and concise language will yield the best response.<\/p>\n Urgency example<\/strong>: Mention any scarcity factors, such as limited call spots or expiring deals, to get the reader’s attention and inspire a prompt response.<\/p>\n Raise your hand if your eyes glaze over these overused email phrases:<\/p>\n \u201cHope this email finds you well\u201d is so overused that it was turned into a viral meme during the pandemic:<\/p>\n Now, there\u2018s nothing wrong or unprofessional about these well-wishes \u2014 they\u2019re just overused (to the point that you probably have all of these clich\u00e9s sitting in your inbox right now<\/em>).<\/p>\n Urgent follow-up emails need to get the reader’s attention. Thoughtful email copy will help achieve that more than overused filler.<\/p>\n Urgency example<\/strong>: Swap out filler like \u201clooking forward to hearing from you\u201d with a time-sensitive push like \u201creminder that link expires in 48 hours.\u201d<\/p>\n A reader shouldn’t have to wonder how to take action on your email. Proposition readers with one clear call to action per email.<\/p>\n Again, try touching the reader\u2018s FOMO when writing your CTAs. What will they miss out on if they don\u2019t act? Consequences are important in urgent emails.<\/p>\n If you want your email to be addressed promptly, consider touching on one of these fears:<\/p>\n Urgency example<\/strong>: You\u2018re running a time-sensitive promotion. If your CTA doesn\u2019t reflect that, viewers miss out and don’t buy from you.<\/p>\n Sometimes, leads take longer to convert. You might not make a sale with this email sequence, but you can still develop the relationship if you keep the conversation going. Add a question to every email template to achieve this.<\/p>\n If you forget to include a question inside the free HubSpot Email Builder<\/a>, you’ll get reminder messages like this thanks to the \u201ccontent suggestions\u201d feature:<\/p>\n<\/a><\/p>\n
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Template 1: <\/strong>\u201cWhat your competitor is missing\u201d<\/strong><\/h3>\n
Template 2: \u201cHow does your company compare?\u201d<\/strong><\/h3>\n
Template 3: \u201cThoughts about your issue with X\u201d<\/strong><\/h3>\n
Template 4: \u201cTaking X step\u201d<\/strong><\/h3>\n
Template 5: \u201cBiggest takeaway from our call today\u201d<\/strong><\/h3>\n
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Template 6: \u201cTimeline for accomplishing Y by [date]\u201d<\/strong><\/h3>\n
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Template 7: \u201cFew more suggestions for accomplishing your goal\u201d<\/strong><\/h3>\n
Template 8: <\/strong>\u201cHow [customer] got Z results\u201d<\/strong><\/h3>\n
Template 9: \u201c[Name], you’re a special case\u201d<\/strong><\/h3>\n
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Remember to customize.<\/strong><\/h3>\n
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No bait and switch subject lines.<\/strong><\/h3>\n
Make urgency obvious.<\/strong><\/h3>\n
Cut the clich\u00e9s.<\/strong><\/h3>\n
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Clear CTAs.<\/strong><\/h3>\n
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Ask a question.<\/strong><\/h3>\n
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Monitor for results.<\/strong><\/h3>\n