How to Write a Professional Email Offering Services That Sells (+ Templates)

Let’s be honest — writing a professional email offering services can feel awkward. What do you say? How much is too much? The good news? You’re not alone.

In fact, 64% of small businesses rely on email marketing to reach new clients (Statista, 2024). The better news? This guide shows you exactly how to do it right.

Whether you’re cold-emailing a prospective client, following up after no response, or pitching your services with confidence, we’ve got the email templates, subject lines, and real email examples you need to get replies — and land work. Let’s dive in.

What Makes a Sales Email Work?

A good sales email is short, clear, and helpful. Start with a strong subject line that grabs attention. Add a brief description of what you offer. Make it about the prospective client, not just you.

Always show the key benefits and add social proof, such as testimonials from happy customers or a happy client quote. End with a clear call—like asking for a quick call.

“Emails with a clear call-to-action boost response rates by 42%.” – Campaign Monitor, 2024

How to Write a Professional Email Offering Services (Step-by-Step)

1. Start with a Clear Subject Line

The subject line is the first thing someone sees before opening your email. It’s like the title of your message.

A clear and specific subject line can increase your email open rate. In fact, according to HubSpot, emails with personalized subject lines are 26% more likely to be opened.

How to write one:

• Mention the value right away (e.g., “Helping [Company Name] Grow with Targeted Ads”).
• Keep it short — 5–8 words is ideal.
• Avoid clickbait. Be honest about what’s inside.

Quick tips: These will help you win in the sales game.

• Use the recipient’s company name if you can.
• Test a few email template subject options to see what works.
• Add a call to action in the subject when relevant (e.g., “Can we schedule a quick call?”).

2. Open with a Polite, Personalized Greeting

This is your “hello.” A good greeting sets the tone and makes your email feel human, not spammy. When you mention the prospect’s company, a pain point, or something personal, it shows you did your homework. That makes people more likely to respond.

How to do it right:

• Always use their name if you know it. “Hi Alex,” is better than “Hi there.”
• Include your job title and business name early in the email.
• Keep it warm but professional. Add a touch of friendliness if it fits your brand.
• If you have a mutual connection, mention them to build instant trust and rapport.

Example greeting:

Hi [First Name], I came across [Prospect’s Company] while researching growing businesses in [industry]. I help teams like yours with [service], and I’d love to explore how we can support your business growth.

3. Write a Strong Introduction

Your introduction tells the reader who you are and why you're emailing. It sets the stage for everything else. A well-crafted introduction email template can make a lasting first impression in your professional life.

How to write it:

• Keep it short, warm, and direct. Add a brief description of your service or who you help.
• Mention your job title, company name, and a line that connects you to the recipient’s company or their industry.

Tips for a strong intro:

• Don’t make it all about you. Make it about how you can help them.
• Use a real-world connection: “I saw your team’s recent work on [event name]—really impressive.”
• Always be respectful, especially if it’s your first time reaching out.

Example Intro:

Hi [First Name],
I’m [Your Name], a [Job Title] at [Company Name]. We help growing businesses like [Recipient’s Company] solve [specific pain point], and I’d love to share how.

4. Highlight the Value You Offer

Now that they know who you are, show them what’s in it for them. This is your value proposition.

How to do it well:

• Focus on key benefits (faster sales, more leads, better results).
• Use clear, simple words. Don’t be vague.
• Mention what makes your offer different (your unique selling points).
• If you have data or email examples that prove results, include them.

Use this checklist:

• Address a real pain point
• Explain how your solution works
• Keep the tone helpful and confident
• Share a success story if possible

Real stat to use: “Emails that clearly highlight benefits see up to 32% more replies.” – SalesLoft, 2024

Sample Pitch Line: We helped [Client Name] increase leads by 47% in 3 months using the same strategy I’d love to walk you through. Our results consistently outperform the industry average, making a significant difference in our clients’ outcomes.

5. Support with Social Proof or Success

If someone else liked your work, say so. People trust people. Adding social proof shows you’re not just talking big. It tells your prospective client that others have worked with you and your loyal customers have seen results.

What to share:

• A quick line from a happy customer (with permission)
• Project stats like: "Helped increase web leads by 32% in 3 months"
• Links to positive reviews, testimonials, or case studies

Real Example: "We recently helped a local business grow their email list by 2,000 subscribers using our email templates."

Social proof builds trust. It answers the question: "Can you really do what you say?"

Pro Tip: Use numbers, names (if allowed), and short success stories. It’s quick and powerful.

6. Add a Clear Call to Action

Now, tell them what to do next. Don’t leave them guessing. A good call to action (CTA) moves the conversation forward.

How to do it:

• Ask for a brief call: "Would you be open to a 10-minute quick call next week?"
• Offer a detailed proposal: "I can share all the details in a short email. Just reply 'yes'."
• Provide contact details clearly

Use these CTA lines:

• "Let me know if you’d like to see our pricing or a sample email."
• "I’d love to learn more about your company name and pain points. Let’s schedule a brief call."
• "Click here to view email examples and professional email templates that might fit your marketing campaigns."

According to Campaign Monitor, emails with a single clear CTA get 371% more clicks. That’s huge for sales professionals! Don’t just say "let me know." Tell them how to move forward—that’s how you win new business.

7. Close with a Professional Sign-Off

When you’re done making your pitch, don’t just stop. Close strong. A good email ends with a polite sign-off. It sets the tone and leaves a positive impression.

How to do it:

• Say thank you or express interest.
• Sign off with terms like “Best regards”, “Warm regards”, or “Sincerely.”
• Use a phrase like “I look forward to your response” to express enthusiasm about future communication.
• Add your job title, business name, and contact details.

Example:

Best regards,
Jane Smith
Founder, SmartWeb Solutions
jane@smartweb.com | www.smartweb.com


According to a Boomerang study, emails that close with a warm sign-off get 14% more responses. It shows respect and a professional tone. Also, using your professional email and title builds trust, especially when emailing a prospective client or potential customer.

Quick Tip: Avoid casual closings like “Cheers” or “Take care” in first-time sales outreach.

8. Keep It Short and Mobile-Friendly

Most people check emails on their phones. So, make your email easy to read. Use short sentences. Break big ideas into small paragraphs. Skip long intros.

How to do it:

• Use bullet points to highlight key benefits.
• Limit the email to 150–200 words.
• Include a clear call to action like: "Would you be open to a quick call next week?"
• Avoid big blocks of text. They’re hard to read on mobile devices.

Email template example:

Hi Alex,

I help local businesses like [Prospect’s Company] improve lead conversion through landing page audits.

Here are 2 ways we can help:
- Increase your form submissions by 30%
- Cut your bounce rate in half

Would you be open to a 15-min quick call next week?

Warm regards,
Chris Adams
WebBoost Marketing

Pro Insight: "Over 70% of people delete poorly formatted mobile emails within 3 seconds" (Litmus, 2024).

So, keep it clean. Keep it clear. That’s how to write a professional email offering services that actually gets read.

Email Template Gallery: Ready-to-Use Formats

1. Cold Email to a New Prospect

2. Email to a Warm Referral

3. Local Business Outreach

4. Freelancer to Startup Pitch

5. Professional Services Pitch (Consultants/Agencies)

6. Email Offering Services to Existing Clients

7. Offering Discount for First-Time Clients

8. Follow-Up Email (No Response)

9. Email with Social Proof or Case Study

10. Introduction Email After Networking

The Role of a Professional Email in Business Growth

A good email can be incredibly valuable and change everything. It helps you build trust, get new business, and connect with the right prospective client.

Emails are still a top tool for sales professionals. They let you reach more people in less time. A well-written email shows your professional tone and tells others you’re serious about what you offer.

What It Can Do:

• Share your value proposition and solve a pain point.
• Get the reader to take action with a clear call to action.
• Make your business name stand out with smart email templates.

“Don’t underestimate a single email—it can lead to lasting business growth.” — Forbes, 2023

Enticing Subject Lines That Get Opened

1. Need Help Growing Your Business? We Can Help ✔: This one works because it addresses a clear pain point. It shows your service can support business growth.  
2. [First Name], Quick Idea to Boost Your Results: Personalization matters. Using the recipient's name and offering a quick tip makes this feel like a friendly note.
3. A Service That Saves You Time & Money 💡: Who doesn’t want to save time and money? This email could include a brief description of your offer and a value proposition.        
4. Can I Help You Solve [Pain Point]?: Mentioning a known challenge in the subject line can spark curiosity. It's smart to test this in cold emails.              
5. Results-Driven Services for [Prospect’s Company]: Mentioning a known challenge in the subject line can spark curiosity. It's smart to test this in cold emails.
6. Let’s Discuss a Growth Opportunity for Your Team: Simple and respectful. Great if you want to ask for a quick call or share a detailed proposal.
7. Free Audit? Only If You’re Open to More Sales 🚀:  This adds a light tease while staying professional. Use this for email marketing or sales email templates.
8. 3 Ways We Can Support [Company Name] Today: This promises key benefits and sounds actionable. Perfect for a follow up email.    
9. Looking for Smarter Solutions? You’ll Want This: This shows you're offering help—not pushing a sale. Works great for cold email templates.  
10. Real Results. No Fluff. Just Service That Works.: Direct and bold. Best when you have numbers, customer referrals, or email examples to share.

Email Examples for Outreach Emails That Drive Results

Example 1: A Cold Outreach Email That Got a 43% Reply Rate

Example 2: Follow-Up That Closed a $3,000 Contract

Example 3: Email from a Blog Post CTA That Turned Into a Call

Example 4: Local Business Email Pitch That Landed a Discovery Call in 24 Hours

Example 5: Re-Engagement Email That Revived a Cold Lead

Example 6: Strategic Email with Social Proof That Got a Fast Yes

Best Follow-Up Email Practices (When You Don’t Hear Back)

1. Wait 2–5 Business Days Before Following Up

Don’t rush. Give the person a little time. A good rule is to wait at least 2 to 5 business days before sending a follow up email. This shows patience and respect for the recipient’s schedule.

“On average, follow-up emails sent 3–4 days after the first one have a 27% higher response rate.” — Yesware, 2024

If you're reaching out to a prospective client, your timing can make all the difference.

2. Keep Your Follow-Up Short and Focused

Your message should be clear and to the point. Here’s what to include:

• A quick reminder of your original email
• One line on key benefits or your value proposition
• A clear call on what you want them to do (e.g., reply, schedule a brief call)

You can also use email templates to save time while keeping a professional tone. Try using a follow up email template with an enticing subject line like: “Still Interested in Saving Time on [Pain Point]?”

3. Add a Friendly Reminder of the Offer

Remind them why you reached out. If you’re offering professional services, share a brief description of how it can help their local business or company name.

Also, add contact details like your email, phone number, and job title. That way, it’s easy for them to get back to you.

4. Include a Clear and Polite Call to Action

Don’t just say “Let me know.” Instead, guide them.

Example: “Would you be open to a quick call next week to discuss this further?”

Or: “Click here to view a brief description of our services.”

Your call to action should be simple, specific, and easy to act on. According to HubSpot, 2024, emails with a clear CTA see 371% more clicks. Use this in your follow up email template to save time and stay consistent.

5. Offer Something New or Helpful

Sometimes your first email doesn’t land. That’s okay. Try again—but add value. Send a short email template subject like: “New ideas to help [Prospect's Company] reduce costs.”

Share:

• A case study or email examples
• A free resource or exclusive discount
• A fresh value proposition tailored to their business

Even a small update (like a new offering) can show you care about their business growth.

6. Create a Follow-Up Email Template for Reuse

Writing from scratch every time wastes time. Build a professional email template you can adjust for different clients. Include:

• A warm greeting
• Mention of your previous email
• A clear call to action
• Your contact details

This is how sales professionals keep conversations moving and stay organized.

💬 “A strong follow-up email increases response rates by 22%” — Salesloft, 2024

How to End Emails with Confidence

1. Reinforce Your Value Before You Close

Before signing off, remind the prospective client what’s in it for them. A simple sentence can make all the difference.

Here’s what to do:

• Mention your key benefits again. For example: “We help local businesses increase visibility and get more high quality leads.”
• Add social proof or share a result: “One of our existing clients saw a 25% rise in online visibility within 30 days.”
• Keep it short and real. Don’t oversell—just state facts.

Using a brief description of your unique selling points builds credibility. It tells the potential client what makes your offering services special.

Pro Tip: If your email includes a detailed proposal or case study, mention it here with a link to your landing page.

2. Guide Them with a Direct Call to Action

Don’t leave them wondering what to do next. You need a clear call that moves the conversation forward.

Examples of good calls to action:

• “Would you like to schedule a brief call this week?”
• “Can I send over a few email templates tailored to your business name?”
• “Reply with your contact details, and I’ll get back within one business day.”

A good call to action gives direction. It removes friction. According to Campaign Monitor (2024), emails with one clear CTA see 371% more clicks than those with multiple asks.

These show confidence and respect. “Every email is a chance to build a relationship. Don’t waste the ending.” — Email Mastery Report, 2024

3. Choose a Professional Sign-Off

The way you sign off your email matters more than most people think. A weak ending can leave your prospective client unsure. A strong one can build trust and increase replies.

So, what’s a professional sign-off?

It’s the short line right before your contact details—words like “Best regards” or “Warm regards.” These aren’t just polite; they show your tone is respectful and confident. And yes, they matter.

Here’s what works:

• “Best regards,” – simple, safe, and professional
• “Warm regards,” – friendly and respectful
• “Sincerely,” – formal, good for first-time emails
• “Thanks again,” – casual but polite, used after a discussion
• "Looking forward to hearing from you"

If you’re not sure which one fits, go with “Best regards.” It works across industries—from sales professionals to consultants.

Pro Tip: Avoid endings like “Cheers” or “Take care” in business email unless you know the person well.

"A confident sign-off can influence how a potential customer sees your credibility." – Email Etiquette Handbook, 2024

4. Add Full Contact Details

After your sign-off, include your full contact details. This makes it easy for the reader to follow up without digging around. It also adds legitimacy to your offer.

What should you include?

• Full name
• Job title
• Company name
• Phone number
• Business email address
• Website (if any)
• LinkedIn profile (optional)

Adding this shows you’re not hiding anything. It helps when reaching out to potential clients, especially through cold emails.

Example:

Best regards,

Alex Carter

Business Growth Consultant

SmartLeap Solutions

alex@smartleap.com | (555) 123-4567

www.smartleap.com

5. Optional: Link to Supporting Assets

Not every email needs a link, but when used right, it can build trust.

What is a supporting asset?
It can be a blog post, a landing page, a case study, or even a sample email. It shows your prospective client or potential customer that you're credible and well-prepared.

In fact, according to a 2024 EmailToolTester report, emails with links to helpful resources get 36% more replies. If you're offering services, a brief description of your work isn’t always enough. People want proof.

How to use it right:

• Share a link only if it adds value.
• Say what the person will find there. Keep it short.
• Use action phrases like "View all the details here" or "Check out our happy customer results."

Example: “If you’d like to explore more, here’s a quick case study showing how we helped a local business improve their online visibility by 42%.”

This approach also works well in cold emails, especially when aiming for high quality leads.

6. Keep It Human and Confident

The best professional emails feel like they came from a real person—not a robot.

What does “human” mean in this case?
It means sounding like you, not like a sales script. Professional tone doesn't mean cold. You’re building a connection.

How to do it:

• Use your recipient’s name if possible.
• Add a simple line like: “Looking forward to hearing your thoughts.”
• End with a friendly sign-off like “Warm regards” or “Best regards”.
• Avoid overloading your email with too many email templates or jargon.

📊 According to HubSpot’s 2024 report, personalized emails with a confident close improve reply rates by up to 29%.

Example sign-off: “Let me know if you'd like a quick call to go over next steps. I’d love to support your business growth.”

Email Marketing Strategy: Turning Cold Emails into Conversion Funnels

1. Start with Hyper-Targeted Cold Emails

Don’t send emails to everyone. Focus on potential clients who actually need your service.

• Use filters like job title, industry, or business name.
• Make it personal. Add the recipient’s name, company name, or their pain point in the message.
• Use a clear and relevant email template subject line. Keep it short, and make it match your offer.

Cold emails that are relevant and personalized get 75% more replies.” — [Salesforce, 2024]

Using well-structured cold email templates saves time and helps you stay consistent.

2. Offer Immediate, Relevant Value

Once they open your email, show them value fast.

• Add a brief description of how you help. Mention your unique selling points.
• Share success or customer referrals if possible.
• Make the reader feel like a valued customer—not just a random contact.

Use strong email templates that explain your offer clearly and match a professional tone.

Example: “Hi [First Name], I help small teams grow sales with [your service]. Want a free 5-minute audit?”

This line works because it feels human and useful. You’re not selling—you’re offering help.

3. Use Follow-Up Sequences Intelligently

People often miss your first email. That’s okay. A smart follow up email template can fix that.

• Wait 2–3 days, then send a gentle reminder.
• Keep it simple. Say you're just following up to see if they had a chance to review it.
• Add a clear call or ask for a quick call.

Bonus Tip: Use tools like Mailshake or Instantly to automate email marketing and track opens.

“Most sales happen after the 2nd or 3rd follow-up email.” — [HubSpot, 2023]

4. Create Micro-Conversions Within Your Funnel

Getting a reply or a click doesn’t always mean closing a deal. But small wins matter. These are called micro-conversions. It could be something simple like:

• Opening your email template subject
• Clicking a “learn more” link
• Booking a quick call

Use strong calls to action like:

• “Reply if you’d like a brief call this week”
• “See 3 ways we help local businesses grow”

These touchpoints let your potential customer feel more in control—and more interested.

5. Track Performance and Optimize

Once your cold emails go out, don’t just wait. Watch what happens. Tools like HubSpot and Mailchimp show open rates, click rates, and replies.

Ask:

• Are your emails getting opened?
• Which subject lines perform best?
• Do people respond after the first or follow up email?

Use this data to improve. Change weak email templates. Test different professional tones. Try a new value proposition.

Pro tip: “If you don’t measure it, you can’t improve it.” – Peter Drucker

6. Repurpose Winning Emails Across Campaigns

Found an email that works? Don’t start from scratch every time. Reuse the same email examples across other marketing campaigns. Just tweak the company name, job title, or recipient’s name.

Save high-performing professional email templates in folders. Use them when writing to a valued customer or a new business name. You’ll save time and keep your quality high.

Also, turn your email into a blog post, a landing page, or even a sample email for your sales team.

Keep what works. Edit what doesn’t. And keep turning cold emails into sales.

Final Tips to Keep in Mind

1. Always personalize for the prospect’s company

Don’t send the same email to everyone. Mention the recipient’s company and how your service fits their pain point. This shows you did your homework. Use the recipient’s name too. A little effort can boost replies by over 30% (Source: Campaign Monitor, 2024).

“Personalized emails get 6x more engagement than generic ones.” – Statista Report

2. Test, iterate, and optimize for better online visibility

What worked last month may not work today. Keep testing different email templates, subject lines, and calls to action. Use A/B tests to see what gives you better online visibility and higher open rates.

3. Keep track of replies and build on customer referrals

Always monitor replies. Use tools that track clicks and responses. Then, ask happy clients for customer referrals. Even a simple follow up email template saying “Can you refer us to someone?” can unlock new high quality leads.

4. Keep a Repository of Cold Email Templates

Store your best cold email templates in one folder. Save those that lead to a brief call, demo, or sale. This saves time and improves future outreach. Reuse them across marketing campaigns with small edits like job title or company name.

5. Focus on the Prospect’s Pain Points

Your email should not just list services. Focus on the key benefits and real problems you solve. This makes your value proposition clear. Use short lines like:

• “We help reduce hiring time by 40%”
• “Our software fixes visibility gaps for sales professionals”

6. Include All the Details, but Keep It Skimmable

Don’t overwhelm. Share all the details your potential customer needs, but use bullets, bold text, and short paragraphs. Add contact details clearly. Let them scan and reply fast—even from mobile devices.

7. Format for Mobile Devices

Over 60% of emails are opened on phones (Litmus, 2024). Make sure your professional email looks good on mobile devices. Use large fonts, space out text, and avoid big attachments.

Conclusion

Now you know how to write a professional email offering services. Focus on your target audience, speak in a professional tone, and share a valuable resource that solves a real pain point. Highlight a new feature or offer to help with a brief call. Use a professional template and always include the recipient’s name. That small step can significantly enhance your reply rate.

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