Cold Email HubSpot – Strategies for Success

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Last Updated on December 29, 2023 by Nick Patrocky

Cold emailing can be a powerful method for generating leads and expanding your business reach. However, to truly succeed in this strategy, it’s crucial to have the right tools and techniques in place. Cold email on HubSpot, a leading CRM platform, is against their terms of service and should be used AFTER you generate leads with a different cold email software. 

In this blog post, we’ll explore how to make the most of HubSpot for your cold email campaigns, ensuring maximum impact and engagement.

Key Takeaways

  • You should NOT send cold emails from HubSpot - you should use HubSpot after sending cold emails to manage your new leads.
  • Cold emailing is a lead generation technique that can be effectively used with HubSpot for targeting potential customers and streamlining processes.
  • Data-driven adjustments to targeting, content, scheduling & optimization techniques help generate more leads and conversions from cold emails.

Understanding Cold Emailing and HubSpot

Understanding Cold Emailing and HubSpot

Cold emailing is a popular lead generation tactic that involves sending unsolicited emails to potential customers with the aim of sparking interest and converting them into leads. It’s an alternative approach to cold calling with the added advantage of reaching people through their inboxes. However, leveraging best practices and tools like HubSpot is a must to make cold emailing work for your business, streamlining your marketing and sales processes.

HubSpot CRM is a powerful platform that can be utilized in conjunction with cold emailing, provided you adhere to its policies and plan your campaigns carefully. With features like drip campaigns and segmentation lists, HubSpot CRM offers a useful lead management tool for cold emailing, helping businesses manage their new potential customers effectively. But how exactly does cold emailing work, and how can HubSpot CRM fit into your cold outreach strategy? We will delve into these aspects in detail.

What is cold emailing?

What is cold emailing

Cold emailing is the process of reaching out to potential customers via unsolicited emails in an attempt to pique their interest and create leads. Following best practices is critical in avoiding spam folders and maintaining consistent audience engagement over time. Cold emailing can be an effective strategy when approached correctly, but it’s important to ensure that the email address used for cold emailing is separate from your primary business email address.

The objective of cold emailing is to email cold contacts and:

  • Initiate contact with prospective customers by sending cold, tailored, and relevant messages that resonate with their preferences, interests, and pain points
  • Break through the noise and connect with your target audience on a personal level
  • Build momentum and establish trust with your recipients

However, patience is a great way to ensure the success of this strategy, as it often takes time to achieve these goals.

How does HubSpot fit into cold emailing?

How does HubSpot fit into cold emailing

HubSpot, a comprehensive CRM platform, can be a valuable tool for cold emailing, as long as you plan your campaigns carefully and comply with its policies. While not specifically designed for cold email marketing, HubSpot offers a range of features that can aid in the cold emailing process, such as email templates, list management, CRM integration, and automation. By leveraging these features, you can transition from cold emailing to warm emailing more effectively.

One of the main features of HubSpot that can be utilized for warm emailing is ‘Sequences’. This tool allows you to automate 1:1 email interactions and send automated emails to a large number of cold leads. This not only saves you time and resources but also helps you maintain a consistent level of engagement with your audience. By using HubSpot for warm emailing, you can create targeted sales emails, manage contacts, and monitor the progress of your marketing efforts, all within a single platform.

Setting up Cold Email Campaigns with HubSpot

Setting up Cold Email Campaigns with HubSpot

To reap the full benefits of HubSpot for cold emailing, effective campaign setup is a necessity. This involves:

  1. Preparing a targeted contact list
  2. Crafting compelling content
  3. Using a dedicated cold email sending tool (Smartlead or Instantly, for example)
  4. Automating the process to ensure timely and consistent communication with your potential customers.

We will delve into each of these steps, discussing ways to set up your cold email campaigns with HubSpot for optimal impact and engagement.

Preparing your contact list

Preparing your contact list

A successful cold email campaign starts with a well-prepared contact list. In HubSpot, you can create targeted contact lists based on specific criteria, such as industry, location, or job title. By segmenting your audience and tailoring your messaging to each segment, you can send personalized and relevant messages that are more likely to resonate with your recipients and drive better results.

Maintaining your contact list regularly, removing any outdated information and adding new cold contacts as necessary, ensures its relevance and accuracy. By keeping your list current and targeted, you can increase the likelihood of your cold emails reaching the right audience and generating the desired engagement.

Crafting compelling content

Crafting compelling content

The content of your cold emails is crucial to their success. Here are some key tips for creating compelling content:

  1. Address the recipient’s pain points.
  2. Showcase the value of your product or service.
  3. Personalize the email.
  4. Keep the message clear and concise.
  5. Demonstrate a genuine understanding of the recipient’s needs.

A personalized email with a clear and concise personalized message that demonstrates a genuine understanding of the recipient’s needs will have a much higher chance of success than a generic, one-size-fits-all email or random phone calls. To make the most of this approach, it’s crucial to send an email that truly resonates with the recipient.

One effective technique for crafting engaging cold emails is to use storytelling to connect with your recipients on an emotional level. By sharing a relatable story that highlights the benefits of your product or service, you can create a memorable impression and encourage your recipients to take action. Spend time researching your target audience and crafting content that speaks directly to their needs, interests, and challenges, and you’ll be well on your way to creating cold emails that drive results.

Scheduling and automating campaigns

Scheduling and automating campaigns

Automation is key to the success of your cold email campaigns, as it ensures timely and consistent communication with your potential customers. HubSpot offers a range of automation features, such as the Sequences tool, which allows you to automate your 1:1 email interactions and send out your follow-up campaigns at the most optimal times.

By automating your campaigns, you can:

  • Save time and resources, allowing you to focus on other aspects of your business, including social media
  • Maintain a consistent level of engagement with your audience, which is crucial for building trust and generating leads
  • Experiment with different sending times and frequencies to find the perfect balance that works best for your target audience and maximizes your chances of success.

Navigating HubSpot's Policies on Cold Emailing

Navigating HubSpots Policies on Cold Emailing

Being aware of and adhering to HubSpot’s policies on this marketing strategy is important when using HubSpot for cold emailing. It is against HubSpot's terms of service to send cold emails.

While HubSpot is a powerful tool for managing your warm email campaigns, it’s crucial to comply with relevant regulations and avoid deliverability issues in order to maximize your chances of success.

We will examine some key considerations for navigating HubSpot’s policies on cold emailing, ensuring campaign compliance and desired results.

Complying with regulations

Complying with regulations

Compliance with relevant regulations such as the CAN-SPAM Act and the GDPR is essential when using HubSpot. These regulations are designed to protect consumers from unsolicited marketing messages and ensure that businesses maintain ethical marketing practices. Additionally, adhering to these guidelines helps in avoiding spam filters, which can hinder the success of your cold emailing campaigns.

To adhere to these regulations, make sure that your cold emails are sent only to those who have given consent or have a legitimate interest in your offering. Additionally, follow best practices for email design and content, such as using clear subject lines, providing a valid physical address, and including an easy-to-use opt-out mechanism in your emails. By adhering to these regulations, you can avoid potential penalties and protect your sender reputation.

Avoiding deliverability issues

Avoiding deliverability issues

Deliverability is a critical factor in the success of your cold email campaigns, as it determines whether your emails reach your recipients’ inboxes or end up in their spam folders. To avoid deliverability issues, it’s important to follow best practices for email design and content, as well as maintain a separate domain for your cold emails.

By using a separate domain for your cold emails, you can protect your primary business email address from being flagged as spam by email service providers. Additionally, following email design best practices, such as using a straightforward and concise subject line, avoiding excessive use of images, and providing a plain text version of your email, can help ensure that your email cold outreach is delivered successfully and avoid being marked as spam by your email service provider.

Alternative Tools and Integrations for Cold Emailing

Alternative Tools and Integrations for Cold Emailing

While HubSpot offers a range of features for warm emailing, there are better alternative tools and platforms available that will better suit your specific needs. These platforms specialize in cold email marketing and offer more specialized features and capabilities, making them an attractive option for businesses looking to expand their cold outreach efforts.

In this section, we will examine some popular cold email platforms and discuss their integration with HubSpot for a seamless and effective cold emailing experience.

Popular cold email platforms

Popular cold email platforms

Some popular cold email platforms include Smartlead, Instantly, Mailshake, SalesLoft, and Outreach. These platforms offer a range of features tailored to cold emailing, such as personalization, email scheduling, and deliverability tools. By exploring these platforms and their features, you can determine which one best aligns with your cold emailing needs and objectives.

It’s worth noting that many of these platforms can be integrated with HubSpot, allowing you to manage your cold email campaigns and leads in one place. By integrating these tools with HubSpot, you can streamline your cold email campaigns and maximize your chances of success.

Integrating with HubSpot

Integrating with HubSpot

Integrating alternative cold email platforms with HubSpot can help you manage all your leads and data in one place, ensuring a seamless and efficient experience. For example, integrating Mailshake with HubSpot allows you to:

  • Create and update contacts or deals in HubSpot based on actions taken in Mailshake
  • Track deal activities
  • Add recipients to a Mailshake campaign from HubSpot

By integrating these platforms with HubSpot, you can make the most of your cold email campaigns and enjoy a more streamlined and effective process. Whether you choose to use HubSpot alone or in combination with other platforms, the key is to find the right tools and strategies that work best for your business and cold emailing objectives.

Measuring Cold Email Success with HubSpot

Measuring Cold Email Success with HubSpot

Measuring the success of your cold email campaigns is crucial for identifying areas for improvement and optimizing your efforts. By closely monitoring key metrics and analyzing your campaign data, you can make informed decisions about your targeting, content, and scheduling to drive better results.

In this section, we will explain how to measure cold email success with HubSpot and review the available tools and features for monitoring campaign performance and making data-driven decisions.

Monitoring key metrics

Monitoring key metrics

Tracking key metrics like open rates, click-through rates, and conversion rates can help you gauge the effectiveness of your cold emails and identify areas for improvement. HubSpot provides a range of tools for monitoring these metrics, such as the Email Health tool and Social Reports tool.

By analyzing these metrics, you can determine which aspects of your cold email campaigns are working well and which ones need adjustments. This data-driven approach can help you optimize your campaigns for better engagement and ultimately, more leads and conversions.

Optimizing campaigns based on data

Optimizing campaigns based on data

Using the data gathered from these key metrics, you can optimize your cold email campaigns to improve your targeting, content, and scheduling. For example, if you notice that your open rates are low, you may need to experiment with different subject lines or sending times to capture your recipients’ attention. Similarly, if your click-through rates are low, you may need to adjust your email content or call-to-action to make it more compelling and relevant.

By continually monitoring your campaign performance and making data-driven adjustments, you can enhance the effectiveness of your cold email campaigns and generate more leads and conversions for your business. With the right strategy, you can even achieve results similar to those of Google AdWords campaigns.

Best Practices for Cold Emailing with HubSpot

Best Practices for Cold Emailing with HubSpot

By following best practices for cold emailing with HubSpot, you can maximize your chances of success and generate more leads for your business. These practices include:

  • Using a dedicated cold email tool (not sending with HubSpot)
  • Adhering to regulations
  • Avoiding deliverability issues
  • Personalizing your emails
  • Experimenting with A/B testing

In this final section, we will explore some of the best practices for cold emailing with HubSpot and how they can be applied to your campaigns for optimal results.

Personalization techniques

Personalization techniques 6

Personalization is a crucial aspect of successful cold emails, as it helps you connect with your recipients on a deeper level and demonstrate a genuine understanding of their needs. To personalize your cold emails, consider addressing the recipient’s pain points, using their name, and showcasing your knowledge of their industry.

By personalizing your emails and demonstrating a genuine understanding of your recipients’ needs, you can increase the likelihood of your cold emails being opened and engaged with, ultimately leading to more leads and conversions for your business.

A/B testing and experimentation

B testing and

A/B testing is an essential tool for optimizing your cold email campaigns, allowing you to test different subject lines, email content, and sending times to determine which combinations yield the best results. By experimenting with different variables and analyzing the results, you can make data-driven decisions about your campaigns and continually refine your approach to maximize your chances of success.

With these best practices in mind, you can leverage HubSpot’s powerful features and tools to create impactful cold email campaigns that drive results and grow your business.


In conclusion, cold emailing can be a powerful lead generation strategy when executed correctly with the right tools (not HubSpot). By understanding the ins and outs of cold emailing, setting up targeted campaigns, adhering to regulations, and continually optimizing your efforts based on data, you can maximize your chances of success and generate more leads for your business. So, embrace the power of cold emailing, then transferring to HubSpot, and watch your business grow.

Frequently Asked Questions

Is HubSpot good for cold email?

Unfortunately, you cannot use HubSpot for cold email marketing. It is designed to send outbound emails, but not 100% cold emails.

How do I write a cold email in HubSpot?

When writing a cold email in HubSpot, make sure your message is short and to the point. Ask the recipient for a specific action and make sure to personalize the content to ensure relevancy. Automate as much of the process as possible and adhere to HubSpot's Acceptable Use Policy.

Can I use HubSpot for cold outreach?

No, HubSpot tools cannot be used for cold outreach. It is against the rules and can harm your email deliverability.

Is cold emailing illegal?

Cold emailing is not illegal in the US, but the CAN-SPAM Act sets provisions which must be followed, such as including accurate information and an unsubscribe link.

What is the main feature of HubSpot for sending outbound emails?

HubSpot's main feature for sending outbound emails is 'Sequences', which allows users to automate their outbound email campaigns.

About the author 

Nick Patrocky

Nick Patrocky is an online entrepreneur who's used cold outreach to help build multiple successful businesses. His agency has helped clients all around the world fill their sales calendars with qualified sales appointments. Nick’s main focus is using to help others build successful businesses leveraging cold outreach.

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