Contacting leads the right way sets the tone for a great client relationship. Here we cover how to make a positive first impression via email or phone and how to follow up professionally (and persistently, but not annoyingly) to turn prospects into happy customers.
Writing Effective Outreach Emails
Email is often your first touchpoint with a lead. Keep it friendly, brief, and focused on how we can help them. Some tips for email outreach:
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Personalize the greeting and context: Use the lead’s name and mention their company or something relevant you learned (e.g. “Loved the recent article about your office opening!”). This shows it’s not a mass email.
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Grab attention with a clear subject: e.g. “Bringing Nature into [Company Name]’s Office” – something that hints at the value we offer. Avoid all-caps or spammy phrases.
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Introduce yourself and The Mellow briefly: Explain you provide interior plant design services and why you’re reaching out. For example, “I noticed your new office space and thought you might be interested in how a few indoor plants could brighten it up and improve employee well-being.”
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Highlight the benefit to them: Focus on pain points we solve. Maybe mention how plants can reduce stress or boost productivity (studies show employees in plant-filled workplaces can be 12% more productive and feel 30–60% less stress. Tailor the benefit to that lead (e.g. for a tech startup, emphasize creativity and impressing visitors).
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Include a call-to-action (CTA): End the email with a simple next step. For example, “Would you be open to a 15-minute call next week to discuss some design ideas?” or “Let me know if I can send you a quick proposal or some photos of our work.” Make it easy for them to say “yes.”
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Keep the tone casual-professional: We’re a friendly, down-to-earth brand. Write as if you’re talking, but stay respectful. Proofread for typos or anything that could offend.
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Email example: (Below is a sample email to illustrate these tips.)
Subject: Bringing a little nature into your new office 🌱
Hi Maria,
Congrats on the new office! I’m Jake from Mellow Interiors, and we specialize in interior plant design for workplaces. We help companies like XYZ Tech reduce stress and boost employee morale with awesome plant setups (one study even found employees were more productive in green offices I’d love to share a few ideas on how plants could make your space feel more inspiring for your team. Would you have 15 minutes for a call next week? I can also send over a couple of examples of our work if you’re interested.Thanks and have a great day,
Jake
Sales Associate, Mellow Interiors
(415) 555-1234
This email is friendly, personalized, and focused on the value (happier, more productive team) with an easy CTA (asking for a short call).