Best Time to Send Cold Emails to Increase Open & Reply Rates

For tech companies and startups, email remains a primary tool of communication, especially in the world of sales. But with inboxes getting more crowded by the day, it's becoming tougher to send cold emails that really stand out.

The key to breaking through the noise? Timing.

The timing of your cold emails can directly impact their reception and engagement levels. Sending an email when your prospect is most likely receptive can significantly increase the likelihood of it being opened, read, and acted upon.

Timing can vary depending on your target audience and industry. For example, if you're targeting professionals in specific sectors, such as finance or technology, their peak email-checking times might differ.

Consider time zones if you're reaching out to prospects in different regions. You don't want to send a cold email at a time when your recipient is likely to be asleep or unavailable.

Conversely, reaching out at an inopportune moment may lead to your message being overlooked or deleted. So, it's essential to understand your prospects' behaviors and preferences when it comes to coming up with the best time to send cold emails.

Understanding your prospect's time zone is crucial for ensuring your email lands in their inbox at a time when they're likely to see it. A message sent without regard to time zone differences can end up being buried under newer emails by the time your prospect checks their inbox.

Sending emails during the prospect's local business hours boosts the chance of messages being opened and replied to promptly. This shows that you respect their schedule and improves the likelihood of starting useful conversations.

Additionally, adjusting with the prospect's time zone ensures that our emails don't arrive at inconvenient moments, minimizing the risk of being overlooked or ignored.

Moreover, time zone considerations help conduct more effective global cold outreach, reaching prospects in different regions with tailored timing. When we adjust our outreach strategy to match the recipient's local time, it shows we care about their schedule and want to connect at the right times.

Different industries have different peak hours for email activity. For instance, hospitality professionals might check their emails more frequently in the afternoon, while financial service professionals might prioritize email communication in the morning.

For example, industries such as finance and healthcare may have stricter compliance regulations, requiring more formal and carefully worded communication. On the other hand, creative industries like marketing and design may respond better to more visually appealing and innovative approaches.

Considering the prospect's industry allows us to speak their language and address pain points more effectively. When we show that we understand their industry and provide customized solutions to their problems, we come across as trusted advisors and partners, not just regular salespeople, building credibility and rapport and making it more likely for prospects to engage with us and agree to meetings.

Your prospect's role can also influence the best email time.

Different titles within an company hold varying levels of authority, responsibility, and decision-making power. When we understand the prospect's role in their organization, we can customize our messaging to connect with what they truly care about and prioritize.

For example, C-suite executives may be more concerned with strategic initiatives and overarching business goals, while mid-level managers may focus on operational efficiencies and day-to-day challenges. When we address the issues that matter to the prospect's role, we show we get where they're coming from. This boosts the chances of catching their interest and setting up meetings.

Moreover, considering the prospect's title allows one to personalize outreach efforts and establish credibility. Addressing the prospect by their specific title in the email subject line and body shows attention to detail and professionalism.

It also indicates that we have done our research and understand the hierarchy and dynamics within their organization, helping build rapport and trust, making it more likely for prospects to respond positively and agree to meetings.

Research varies significantly on the best time of the day to send cold emails, with studies indicating varying periods of effectiveness:

• CampaignMonitor suggests that sending emails between 10 AM and 4 PM garners good open rates.
• SuperOffice found 3 PM to have by far the highest open rates.
• Omnisend's research identified 1 PM and 4 PM as optimal times.
• Moosend recommended sending emails around 8 AM to 9 AM for the strongest open rates.

Given these differing insights, it's advised to send cold emails during general working hours and avoid too early or late in the day.

The timing across the week also plays a crucial role in email engagement. Research offers varied insights:

Cience revealed Wednesday as the best day, followed by Tuesday and Thursday, with weekends showing the lowest engagement.

- Monday: 15.98%

- Tuesday: 20.84%

- Wednesday: 23.07%

- Thursday: 21.32%

- Friday: 18.52%

- Saturday: 0.03%

- Sunday: 0.24%

Choosing the middle of the week, particularly Tuesday or Wednesday, appears to be the sweet spot for sending cold emails.

While data and studies provide a benchmark for the best time to send cold emails, the reality is subtle. Each target audience has its own unique rhythm and preferences. Before scheduling emails, sales professionals must consider industry specifics, prospect titles, and behaviors.

Furthermore, remember that even the most perfectly timed email won't guarantee engagement unless the content is relevant and compelling. Combine strategic timing with valuable, concise messaging to improve your chances of success in cold email campaigns.

Always test and refine your email strategies to find what resonates best with your specific audience.

For outsourced SDRs who know the right timing to send cold emails, make sure to get in touch with our team!