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    6 Best Cold Email Software for 2023

    With the number of email users increasing each year, it's natural for businesses to use email to reach out to prospective customers.


    Edona Shala

    Content Writer

    Table of Content

    • Best Cold Email Software for 2023
    • What Exactly Is Cold Emailing?
    • How Do You Choose the Ideal Cold Email Software?
    • What Is the Difference Between a Cold Email and Spam?
    • What Makes a Cold Email Marketing Campaign Successful?
    • How to Measure Your Cold Email Success?
    • Conclusion
    • FAQs

    6 Best Cold Email Software for 2023

    With the number of email users increasing each year, it's natural for businesses to use email to reach out to prospective customers.

    Cold emailing is an effective link-building tool, and the right software can assist you in streamlining the process and increasing your success rate. 

    Here are some of the best cold email software for 2023.

    Best Cold Email Software for 2023

    According to statistics, billions of people use email to send and receive files, messages, and information all over the world. 

    The total number of email users is expected to reach 4.3 billion by 2023. An effective cold emailing campaign could drive growth and have an amazing ROI.

    1. SmartReach

    SmartReach is email outreach software that allows recruiters and marketers to automate their email campaigns to reach prospects quickly.

    Email validation, domain warm-up, and spam testing are among the platform's features.

    SmartReach works with all popular email clients, such as GSuite, Office365, Outlook, Mailgun, and SendGrid.

    The email validation feature tests whether the recipient’s email is active. The warm-up feature helps in the establishment of a good sending reputation by allowing you to increase the number of emails you send.

    SmartReach also allows you to run spam tests to ensure that your cold emails do not end up in your recipients' spam folders.

    You can also create hyper-personalized emails to make them more engaging, which can help improve open and reply rates.

    It is ideal for larger teams and agencies due to team-centric features such as Role-based permissions, Team level settings, Agency dashboard to view and manage many clients, and so on.


    • Personalization of email content
    • Email server integration


    • There are a few options for filtering a contact list.
    • Fees rise as more users are added.

    2. Woodpecker

    Woodpecker is a sales and marketing email outreach automation tool that allows you to create, personalize, and send emails. They specialize in connecting B2B companies with their ideal customers. 

    Woodpecker is specifically designed for cold emails and follow-ups. Cold emails can be sent directly from Gmail, Office 365, or Exchange accounts. 

    They also have powerful integrations with multiple CRMs, Calendly, and Google Sheets. It works with Zapier, Salesforce, and a variety of other business tools.

    Woodpecker tracks the performance of your cold outreach campaigns automatically and provides statistics on metrics like open rates, click-through rates, emails delivered, and emails sent.

    Email warm-up and recovery system, which works on both email and domain, not only improves sender reputation but also ensures email deliverability.


    • Integration with various business applications;
    • Allows for plan customization;
    • An interface that is simple to use;
    • Good security measures.


    • A limited number of everyday contacts with introductory plan;
    • Add-ons can be costly.

    3. Mailshake

    Mailshake has a number of email outreach automation features that can help you save time on everything from prospecting leads to monitoring lead activity. 

    You can easily import your prospect list using Google Sheets or a CSV file if you use Gmail, Outlook, Exchange, or Office 365.

    It is effective for cold email outreach, cold calling, and cold connecting on LinkedIn and other social media platforms.

    Mailshake's Duplicate Detection feature, which scans and identifies duplicate prospects in the mailing list, is one of its most useful features. You can avoid sending the same cold email to the same recipient multiple times by using this feature.

    The platform's Lead Catcher feature allows you to track lead activity such as open rates, click rates, and bounce rates per campaign.

    Mailshake integrates with CRM tools such as HubSpot, Salesforce, and Pipedrive, as well as email automation tools such as Zapier and Slack.

    You can add automated follow-ups to your cold email campaign that turn off when your prospect responds.


    • Includes cold email templates to get you started.
    • AI email writer generates effective sales email copy and increases response rate.
    • Compatible with all email providers.


    • There is no free trial period.
    • Improved analytics and reporting tools are necessary.

    4. Reply

    Reply is a cold emailing software that provides both outbound and inbound sales automation. You can automate processes like email searches, email sorting, email and phone validation, and follow-up scheduling in the platform.

    You can search for emails on LinkedIn, Sales Navigator, or LinkedIn Recruiter using the Reply Chrome Extension. Reply also enables you to communicate with your prospects via phone, messenger, and social media.

    When you connect your Gmail account, sync your Google calendar, and set the time and dates you're available, you can book meetings directly from the platform to build connections with your prospects faster.

    Reply includes an email assistant that can generate new cold emails, edit existing ones, and check email content.


    • Simple to set up and use,
    • Robust features, 
    • Advanced automation,
    • Team collaboration tools.


    • Hard to organize contats in the app,
    • Expensive per contact,
    • Designed for advanced users.

    5. Outreach

    Outreach is an all-in-one platform that streamlines the work of your sales team.

    It is one of the most useful pieces of software for salespeople because it allows you to make calls to other regions and countries as well as send cold emails.

    The SMS integration feature allows you to contact potential customers by phone. It also gives you additional information about your prospects, allowing you to send more personalized emails.


    • Personalization using LinkedIn and CRM data,
    • Prospect management is well-organized,
    • An effective lead scoring system.


    • There is no free trial,
    • Bulk emails have a long wait time.

    6. HubSpot

    HubSpot provides a CRM platform with a wide range of marketing, sales, and customer service solutions. 

    Individuals and businesses can use email marketing tools in the Marketing Hub to create email campaigns, send emails in bulk, and analyze campaign performance.

    They're good at tracking all of your customer engagement—both marketing and sales. This tool allows you to run sales sequences.


    • Includes email marketing tools, allowing you to keep all of your sales and marketing sequences in one place and receive detailed analytics on everything.
    • With the built-in CRM, all of your lead data is in the same place at your sequences, eliminating the need to import.
    • There is a 14-day free trial available.


    • Upgrade to an Enterprise plan is necessary to gain access to advanced permissions, sales analytics, conversation intelligence, predictive lead scoring, and other useful features.

    What Exactly Is Cold Emailing?

    Cold emailing is the practice of sending an unsolicited email to a recipient with no prior contact. Companies typically use it to contact people who might be interested in their products or services.

    Cold emails are not always considered spam. Companies that do it correctly target specific audiences who are genuinely interested in what they have to offer. The key to cold emailing is to target the right people and provide genuine value in your email content.

    Spamming occurs when a company or individual decides to bombard an audience with irrelevant and unwanted content.

    In essence, cold emailing functions as an advertisement from which the recipient can choose to unsubscribe at any time to stop receiving similar emails in the future. Cold emailing can be difficult work because marketers must constantly copy and paste. This is where cold email software can help.

    How Do You Choose the Ideal Cold Email Software?

    All of the options above are more efficient than sending your cold emails manually through Gmail or Outlook. They'll all assist you in automating your cold email process, allowing you to scale your company's outreach and reach out to more prospective customers.

    Here are some questions you can ask to decide which cold email outreach tool is best for your business.

    • How many emails can you send per day with the software? How many emails do you send per month?
    • What kind of email tracking is provided? Is advanced analytics available?
    • What features of email automation are included? Are follow-up emails sent automatically?
    • Are you able to send personalized email campaigns?
    • Is there sophisticated scheduling?
    • With which email service providers does the software work?
    • Do they have any cold email templates? Can you make your own email templates?
    • What does the basic plan include? And what makes an upgraded pricing plan necessary?

    What Is the Difference Between a Cold Email and Spam?

    A cold email and a spam email may appear to be the same at first glance because they are both sent to people with whom you have not previously communicated or who are unfamiliar with your company or its products and services. The similarities, however, end there.

    Cold email marketing is a sales outreach tactic that aims to stimulate a target audience's interest, convince them to open and read the email and establish a long-lasting relationship with them. 

    A cold email bears the name of the company or brand representative and addresses the recipients by name to gain the trust of the recipients. Within the cold email, recipients would find the sender's real name, position in the company, and contact information.

    Cold emails are commonly used to generate new leads, invite people to a workshop, listen to a podcast, or sign up for a newsletter. 

    Cold emails are also used by businesses to request people to participate in a survey or research, or to recruit candidates for open positions.

    If the recipient is not interested, they can notify the sender by using an opt-out link or by replying to the email.

    Meanwhile, spam email is a type of promotional email that is sent to a large number of recipients. A spam email's primary goal is to sell a product or service, regardless of whether the recipients are interested in it.

    Spam emails may be sent by a real person or company, but they rarely include the sender's name and/or contact information.

    What Makes a Cold Email Marketing Campaign Successful?

    A successful cold email marketing campaign is dependent on several factors, including creating an engaging subject line, writing informative content, and concluding the email with an encouraging call to action.

    Before sending a cold email, you should first determine who your target audience is and then tailor your message to their profile or buyer persona.

    After sending a cold email, you should remind and follow up with your prospects, ideally three days later—in case they don't respond right away.

    Tracking and measuring cold email marketing metrics such as open rate, click-through rate, and bounce rate to help you determine how to improve your cold marketing campaign.

    You should automate your cold marketing to streamline your processes. This is where cold marketing software comes in handy. 

    A cold email software tool allows you to send bulk emails and follow-ups, track email opens and clicks, and create reports. Cold emailing software tools can help you reach out to leads more quickly and potentially increase your ROI.

    How to Measure Your Cold Email Success?

    There are numerous metrics you can use for cold emailing, depending on the objectives of your specific campaign, but there are three key metrics that every cold email campaign must track:

    • Open Rate: The percentage of emails opened (for specific segments and the campaign as a whole).
    • Click Through Rate: The percentage of clicks on a link within an email compared to the total number of views for the page to which the link leads.
    • Response Rate: The percentage of people who respond directly to your cold emails.

    The average cold email open rate in 2023 is estimated to be 44%. Cold email has a click-through rate of about 3.67% on average. The average response rate for cold emails is 7% when advanced personalization techniques are not used.


    To sum it up, cold emailing is a powerful tool for businesses to reach out to potential customers and increase their success rate. 

    SmartReach, Woodpecker, Mailshake,, Outreach, and QuickMail are the six best cold email software for 2023. 

    Email validation, domain warm-up, spam testing, hyper-personalization, integration with various business applications, email tracking, and lead activity monitoring are among the features provided by this software. 

    Each software has pros and cons, and it is essential to choose the one that best meets your company's needs.


    What is cold emailing?

    Cold emailing is a type of direct marketing that involves sending unsolicited emails to potential customers or clients in order to introduce a product or service.

    How do you choose the ideal cold email software for your business?

    Asking questions about the cold email software's email-sending cap, email tracking capabilities, automation features, personalization choices, scheduling capabilities, compatibility with email service providers, template choices, and pricing plan specifics will help you make the best choice. You can determine the best cold email outreach tool for your business by evaluating these factors.

    What is the difference between a cold email and spam?

    A cold email differs from spam in that it is a sales outreach tactic that aims to build a long-term relationship with the recipient by addressing them by name and providing the sender's real name, position, and contact information.  While spam rarely includes the sender's name and contact details, it is a promotional email that is sent to a lot of recipients without taking into account their interests.

    Why is cold emailing important?

    Cold emailing is an effective link-building tool that can assist businesses in reaching out to potential customers, growing, and providing an amazing return on investment (ROI).

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