Sales Reply Email Templates
When a prospect writes back, your reply matters as much as the cold email. These templates answer "not interested", "send me some info", "we already use a competitor", "try next quarter" and "what does it cost?", plus what to send when they point you to a colleague or say yes. Once someone is interested, specific times win: Gong found a specific time request succeeded 37% of the time in active conversations.
What to send when they write back "not interested", "send me info", "we already use X" or "try next quarter".
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{{Purple}} fields are merge fields your sending tool can fill. [Amber] lines are the part you research and write for each person. That part is what gets the reply.
Download all 68 as a PDFReplies to common responses
They said "not interested"
A short "not interested" with no reason given.
Subject: send as a reply in the same thread
Thanks for letting me know, {{firstName}}. I won't follow up on this. So I learn something: is it that [problem] isn't a priority, or that you already have it covered? Either answer helps. {{senderName}}
Why it works: It accepts the no, so it doesn't read as a push, and the one question often uncovers a timing or ownership issue you can return to later. (34 words)
They said "send me some info"
When they ask for information instead of a call.
Subject: send as a reply in the same thread
Happy to, {{firstName}}. So I send the right thing instead of a generic deck: which matters more to you right now, [outcome A] or [outcome B]? I'll send a one-page summary for that, plus [a proof point that fits it]. {{senderName}}
Why it works: "Send me info" is often a polite brush-off. Morgan Ingram's advice is to ask what kind of information they want, which turns it into a real exchange and tells you what to send. (41 words)
They said "we already use [competitor]"
When they name the tool or agency they already have.
Subject: send as a reply in the same thread
Makes sense, {{firstName}}. Plenty of teams we talk to use [competitor] too. The ones who add us usually do it for [the one thing it doesn't do well that you do], not to replace it. Does [that gap] come up for your team, or has [competitor] got it covered? {{senderName}}
Why it works: It doesn't attack their choice. It asks about the one gap you fill, which keeps the door open without asking them to switch. (50 words)
They said "try me next quarter"
When they push the conversation to a later date.
Subject: send as a reply in the same thread
Will do, {{firstName}}. I've set a reminder for [date]. So that email is useful rather than a repeat of this one: what would need to be true by then for [topic] to be worth a conversation? {{senderName}}
Why it works: Confirming a date shows you listened, and the question tells you what to bring next time. Their answer often shows whether the interest is real. (37 words)
They asked about price
When the first thing they ask is what it costs.
Subject: send as a reply in the same thread
Fair question, {{firstName}}. It mostly depends on [main pricing factor, e.g. number of seats], so for {{companyName}} it would likely be around [range]. Most teams your size start with [plan]. Should I send a quote for that, or would a 15-minute walkthrough help more first? {{senderName}}
Why it works: Giving a real number builds trust. Dodging the question with "let's hop on a call" reads as a tactic and often ends the thread. (46 words)
They pointed you to a colleague
Email the colleague they named, and copy the person who referred you.
Subject: [referrer's first name] suggested we talk
Hi {{firstName}}, [Referrer] mentioned you look after [area] at {{companyName}}, so I'm writing to you directly. [Referrer], copied here, thanks for pointing me your way. In short: [one line on the problem you solve for teams like theirs]. Worth a short conversation? {{senderName}}
Why it works: An internal referral is the strongest opener you can get, and copying the referrer makes it visible and keeps them in the loop. (43 words)
They said yes: book the call
When they reply with interest. Offer specific times.
Subject: send as a reply in the same thread
Great, {{firstName}}. Would [day and time] or [day and time] work for 20 minutes? If neither suits, pick any slot here: [booking link] I'll come with [what you'll prepare, e.g. "a quick look at how {{companyName}} handles this today"]. {{senderName}}
Why it works: Once someone is interested, specific times win. Gong found that in active conversations a specific time request succeeded 37% of the time against 25% for an interest question. (40 words)
How to use the Sales Reply Email Templates
- 1
Pick the template
Each one says when to send it. Choose the one that matches what just happened with this prospect.
- 2
Fill in the gaps
Your sending tool fills the purple merge fields. Write the amber lines yourself for each person: that research is what earns the reply.
- 3
Copy and send
Copy the subject and body into your email or sending tool, read it once out loud, and send.
More cold email templates
The full set of 68 cold email templates has every situation on one page, with a six-step follow-up sequence and the research behind each rule. Or jump to another situation:
- First-Touch Cold Email Templates
- Trigger Event Email Templates
- LinkedIn Follow-Up Email Templates
- Referral and Intro Email Templates
- Follow-Up Email Templates
- Breakup Email Templates
- Event and Meeting Follow-Up Templates
- Re-Engagement Email Templates
- Cold Email Templates for Agencies
- Founder and Partnership Email Templates
Get all 68 templates as a PDF
One file to keep next to your sending tool: every template with its subject lines and when to send it, plus the six-step follow-up sequence.
Need the address first? The Email Permutator lists every likely format for a name, and the Company Email Pattern Finder works out the one a company uses.
Frequently Asked Questions
How do I respond to "not interested"?
Accept it, say you won't follow up, and ask one question: is it not a priority, or already covered? The answer often reveals a timing or ownership issue you can return to later.
What should I reply when a prospect says "send me more info"?
Ask what kind of information would help before sending anything, which is Morgan Ingram's advice. It turns a polite brush-off into a real exchange and tells you what to send.
Should I share pricing over email?
If they ask, yes: give a realistic range and what it depends on. Dodging with "let's hop on a call" reads as a tactic and often ends the thread.
How do I book a meeting once they say yes?
Offer two specific times plus a booking link. Gong found specific time requests work best once someone is interested, even though interest questions work better in the first cold email.