Cold Email with ChatGPT

About 95% of cold emails don’t get any replies (Infraforge).

Too shallow. Too formal. Too boring.

The “obvious” solution: polish them up with ChatGPT. But is it really worth it? And how exactly should you go about it to actually see results?

Is It Really a Good Idea to Use ChatGPT for Cold Email?

Expectations vs. Reality

If you think ChatGPT is some kind of magic wand—like in Fantasia, where the brooms do the cleaning for you—you’re way off.

Ask it something generic like “write a cold email to sell my service” and sure, you’ll get a neat, grammatically correct text. But it’ll also be:

• Lifeless,

• Bland,

• Boring,

• and totally useless for generating replies.

⚡Where the tool actually becomes powerful is when you know exactly what you’re looking for.

ChatGPT can save you time on formatting, spark inspiration, and help you test different angles. Think of it as your copywriting assistant and idea generator.

💡 Notice I said it can help you. That’s the key—when used well, it’s a valuable ally. When used poorly, it’s just a time sink.

The Benefits of Using ChatGPT

To Improve Your Writing Process

You already know ChatGPT can write faster than you.

But its real advantage? It forces you to stop overthinking your emails. Normally, after about 10 cold emails, you start repeating yourself. Your style gets flat. With AI, you can generate 30 different variations without burning out.

That doesn’t mean every version will be great—but at least you’re no longer limited by your own inspiration in the moment.

To Better Synthesize Information

Generative AI isn’t just a writing tool—it can also help you gather and structure the right information.

If you’re doing cold outreach, you already know: the data you collect on your prospect is critical to personalizing your message. The problem? Doing it all manually is a huge time drain.

ChatGPT won’t magically find that golden nugget of intel for you. But it can cut through the noise. Because let’s be honest—you don’t have 30 minutes per prospect to comb through LinkedIn, their website, and every press release.

The Limitations

1️⃣ In my view, ChatGPT’s “limitations” are really just the limitations of the person not using it properly.

2️⃣ The only real built-in flaw of ChatGPT? It’s unbearably sycophantic. By default, it just agrees with you: “Great idea!” … “That’s awesome!” … “Your version is fantastic!”

Sure, that strokes your ego. But does it actually make you better? Nope.

The fix is simple: whenever I start brainstorming with AI, I tell it to skip the compliments, critique my ideas, challenge me, and help me improve.

And that’s when ChatGPT finally becomes the perfect assistant—the one that pushes you to think harder and level up.

💡 One caveat: I’m talking about the paid version here. The free version is too limited to be taken seriously as a real assistant.

Prompts to Turn AI into a Useful Critic

• “Act like a ruthless product manager: critique this text by listing 7 specific flaws, starting with the most serious one, and propose 3 alternative rewrites.”

• “Be brutally honest: which parts of this email will annoy the recipient and why? Give me 5 phrases to avoid and 5 new ones to test.”

• “Play devil’s advocate: list five objections a prospect might have after reading this email, then provide a short counter-response for each.”

• “Give me the riskiest — and potentially most effective — angle for this email, then list the three worst ways to mess it up.”

3 Practical Rules

• Ask for the list of flaws before the corrected version.

• Set clear constraints. (Examples: no more than 2 sentences per objection; direct tone, no jargon.)

• Have a human double-check. Look out for what AI smooths over but doesn’t actually get: context, timing, subtle irony.

Three facts about cold email in 2025 and the lessons to be learned

Key takeaway: Volume alone doesn’t move the needle anymore. What matters now is:

• Personalization,

• Follow-ups.

ChatGPT can help you build complete email sequences—including those crucial follow-ups.

1️⃣ Open rates are declining but holding steady.

In 2025, the average open rate for B2B cold email campaigns is between 21% and 28%, depending on the source. (Martal, Snov.io, Infraforge)

👉 Lesson: A strong, relevant subject line still makes all the difference.

Read the full breakdown here.

2️⃣ Personalization doubles or even triples results.

Highly personalized cold campaigns can generate response rates up to 2–3x higher than average. (Hunter, Martal, Infraforge)

👉 Lesson: Stop sending generic emails. Spend two minutes adding a real piece of info about your prospect.

Here’s a guide to help: How to Write a Cold Email.

3️⃣ Follow-up sequences drive performance.

Campaigns with multiple follow-ups see over 50% higher response rates—yet nearly half of sales reps (48%) still stop after just one email. (Martal, Snov.io)

👉 Lesson: You already know the answer. Here’s a full article on how to get it right.

How to Write a Cold Email with ChatGPT (Step-by-Step Guide)

Step 1: Clarify Your Goal and Target

You need to know who you’re writing to and what you want out of it.

Here’s how:

• Define the exact outcome you expect: a quick intro call, a 15-minute meeting, a reply, a purchase… The more specific, the more useful ChatGPT’s draft will be.

• Collect reliable info about your prospect to feed into ChatGPT. Stick to 1–2 strong sources (LinkedIn, company website, a recent press release).

• Select just 2–3 insights: a recent project (“just raised $2M”), a role (“new CTO, 3 months in”), or a signal (“hiring for 3 positions”). These nuggets are what make your prompt powerful.

Step 2: Craft a Strong Prompt

Your prompt is your brief to the AI. The clearer it is, the better the email.

• Keep it short: max 80–100 words.

• Include key prospect info: role, recent project, industry context.

• Set the tone: direct, professional, or casual.

• Require one single CTA—clear, no multiple options.

👉 Don’t worry, I’ll share examples later.

Step 3: Refine with AI

Here’s where most people mess up—they think ChatGPT will spit out the perfect email in one go.

1. Ask for 2–3 variations right away. That gives you options and keeps you from locking onto the first draft.

2. Challenge each draft. Ask for adjustments.

EXAMPLES:

• “Cut it by 20%” (kill the fluff)

• “Add more specifics” (examples, numbers, clear benefits)

• “Remove the jargon” (ditch the corporate buzzwords)

• “Make it bolder” (if your industry allows it)

Compare, pick the one that feels most natural, then layer in your own tweaks (see Step 4).

👉 Think of ChatGPT as your writing partner: you send → it adjusts → you get better results.

Step 4: Add Your Human Touch

Now it’s on you—no safety net.

• Personalize one detail. Mention an article your prospect wrote, a recent project, a talk they gave. Not “I saw you’re on LinkedIn”—a real sign of interest.

• Bring your own voice. If you’re direct, stay direct. If you’re warm, keep it warm. AI defaults to neutral—you need to make it sound alive.

• Be clear about your ask. If you want a call, a reply, or an intro—say it simply, without overselling.

👉 Pro tip: read the email out loud, to yourself or someone else. It’s the ultimate test—it either flows, or it flops.

Step 5: Do the Final Check

Before you hit send, make sure:

• The email is under 100 words and readable in 30 seconds.

• There’s only one CTA—not two.

• No unnecessary jargon.

• Nothing illegal or borderline (GDPR, CAN-SPAM).

👉 AI can help you draft, but the final responsibility is 100% yours.

The 3 Essential Prompts for Cold Email with ChatGPT

These are the fundamentals—you can (and should) refine them depending on your audience.

Universal Prompt for the Initial Outreach Email

“Help me write a cold email of max 100 words to [persona: e.g. HR Director, CFO, Startup Founder] who is struggling with [specific pain point]. Pitch my solution: [describe product/service] with a clear benefit: [main value]. Use a [tone: professional, casual, direct] style. Personalize wherever possible based on [2–3 prospect details I will provide]. End with a single, clear call-to-action.”

Universal Prompt for the Follow-Up Email

“Write a polite follow-up email (max 100 words) to a prospect who has not replied to my previous email: [insert the original email here]. Generate 2 variations:

• A short, direct reminder with the same call-to-action.

• A value-based version that adds something new (insight, resource, case study) before repeating the CTA.

Keep the tone [professional / casual] and end with a single, clear question or call-to-action.”

Universal Prompt for Subject Lines

“You are an expert cold email copywriter. Propose 5 subject lines (max 6 words each) for a cold email targeting [persona]. Use the following prospect details: [insert personalization: name, company, project]. Make each subject line different in style:

• A direct benefit

• A question

• A curiosity/intrigue angle

• A fact or number

• A bold or playful option

Ensure they are clear, non-spammy, and feel personal.”

Best Practices for Successful Cold Emails with ChatGPT

1️⃣ Don’t Copy-Paste.

→ Never send ChatGPT’s raw output. Always add your human touch.

2️⃣ Focus on Clarity.

→ Under 100 words, one core idea, one single CTA.

3️⃣ Personalize Smartly.

→ One relevant detail shows attention. Too many details = overload.

4️⃣ Test and Measure.

→ A/B test subject lines, CTAs, or tone. Keep what works, ditch the rest.

We wrote a full article on performance metrics here: Cold Email Performance Metrics.

5️⃣ Stay Compliant.

→ Respect GDPR, CAN-SPAM, etc. Don’t send emails without consent if local law forbids it.

6️⃣ Follow Up Smartly.

→ 2–3 short, spaced follow-ups. Not more, not less.

Expert Insight: A Great Cold Email Is Worth Nothing Without Deliverability

You could have the perfect subject line and the best hook in the world… but if your email lands in spam, it’s game over. Deliverability is the invisible—but absolutely critical—foundation.

With Mail Merge for Gmail, a Google Sheets add-on, you start with a built-in advantage:

• Direct sending from your own Gmail. No sketchy third-party servers—your emails are sent straight from your personal account.

• Smart delays between sends. This makes your sending pattern look natural and credible to ISPs.

👉 Bottom line: copywriting matters, but the technical side behind your sends is what really determines whether your cold emails actually get read. 

Marketing isn’t a lottery. Pick the right tool! 

Any Questions ?

How to Use Chatgpt to Write Cold Emails?

Don’t just ask ChatGPT to “write me a cold email” — you’ll get something generic. The trick is to give it the right input and treat it like a partner, not a magic button.

• Define your goal and target.

• Give context.

• Write a focused prompt.

• Iterate.

• Add your human touch.

👉 ChatGPT accelerates the writing, but you make the message relevant. 

What is the 30/30/50 Rule in Cold Emails?

The 30/30/50 rule is a simple way to remember where success in cold emailing really comes from:

• 30% targeting → reaching the right people with the right timing.

• 30% copywriting → a message that’s short, clear, and relevant.

• 50% follow-up → most replies come after the second or third touch, not the first.

👉 In other words: even the best email won’t work if it’s sent to the wrong person or if you give up after one try.

Is Cold Emailing Illegal?

No — cold emailing is not illegal as long as you follow the rules. What’s required depends on the country:

• In the US, the CAN-SPAM Act allows cold email if you identify yourself clearly and offer an easy opt-out.

• In the EU, GDPR is stricter: you must have a “legitimate interest” and respect consent requirements.

👉 The short answer: cold emailing is legal, but only if you respect the framework. Otherwise, you risk fines and getting blacklisted.

📖 For a full breakdown by region, see our dedicated article on cold emailing and the law.

Is Cold Email Dead in 2025?

No — cold email isn’t dead. But the lazy, copy-paste version is.

Decision-makers still prefer email as a first contact channel, but their inboxes are more crowded than ever. Generic blasts get ignored, while personalized, value-driven messages still deliver strong ROI.

👉 In 2025, cold email is less about volume, more about relevance. If you combine smart targeting, thoughtful writing, and respectful follow-ups, it remains one of the most effective B2B prospecting tools.