Definitive Template: How to Write an Email that Opens Doors with Importers

The Right Email Template Can Make the Difference Between Being Ignored or Opening Doors with Potential Importers . Additionally, both the content and the timing of your email are crucial for establishing contact with importers.  

‍

What Is a Prospecting Email for Importers?

A prospecting email for importers is an initial outreach message to potential clients with whom you’ve had no prior contact. It serves as a "virtual first handshake" in the world of international trade. By definition, it’s a cold email sent to a potential client, specifically in the context of selling a product or service.  

The fundamental purpose of this type of email is to take the first step toward a new business relationship. When sent to importers, it aims to start a conversation with a potential client who might be interested in distributing your products in their local market. It’s considered a "cold" contact because, in most cases, the sales representative doesn’t personally know the recipient.  

The main objectives of a prospecting email include:  

• Introducing yourself and your company  
• Generating interest and awareness about your product or service  
• Ideally, securing a meeting to discuss the importer’s needs  
• Laying the foundation for a long-term business relationship  

In today’s international trade landscape, there are two approaches to B2B prospecting emails: a traditional one and a more modern one. Regardless of which method you choose, the most important thing is to refine your wording to improve performance. The modern approach encompasses the entire marketing process of researching and qualifying leads, corresponding to all the actions that will help you create a personalized scenario to capture the attention of your target importers.  

The effectiveness of a prospecting email for importers depends on three key factors: personalization, timing, and relevance to the recipient. These elements can make the difference between getting a positive response or ending up in the spam folder. For example, data shows that emails sent between 1 PM and 4 PM on weekdays receive the most responses, while those sent on Fridays and weekends tend to generate fewer interactions.  

To ensure the success of your email template for importers, you must follow these fundamental steps:  

1. Clearly define the profile and specific needs of your recipients  
2. Demonstrate that your offer provides a suitable solution to their problems  
3. Highlight your unique value proposition (your competitive advantage in the market)  
4. Carefully craft the subject line, preheader, and opening sentence (keeping them short, precise, and personalized)  
5. Include a clear call-to-action (CTA) to encourage recipients to take the desired next step  

It’s important to distinguish between approaches based on the recipient. For a B2B prospecting email targeting importers, a powerful, direct, and text-focused approach is recommended. In contrast, for a B2C email, it’s more effective to highlight visually appealing content with an elaborate design.  

The ultimate goal of any prospecting email is to get the importer to respond and start a conversation that leads to a conversion. This type of communication forms the foundation of any B2B prospecting campaign and will play a major role in your lead generation strategy.  

Also known as "cold emailing," a prospecting email to importers can be sent to established lists or used in the context of manual or automated outreach. When executed correctly, it can become a powerful tool for expanding your client base and driving international sales.  

Through this technique, you can provide valuable content, relevant company information, special offers, or exclusive promotions to build connections that attract potential importers or strengthen relationships with existing ones. However, it’s essential to approach this strategy while respecting the recipient’s time and attention, as overly aggressive or poorly crafted sequences can create negative perceptions of your product.  

Common Mistakes When Emailing Importers

When writing emails to importers, small mistakes can completely sabotage your efforts. Identifying these common pitfalls will help you avoid them and significantly increase the chances of your message being read and generating responses. Let’s analyze the three most frequent errors and how to fix them.  

1. Lack of Personalization

Generic emails have significantly less impact. When you don’t personalize the content, the recipient will feel like they’re receiving an automated, uninteresting message. This issue is especially critical when contacting importers, who receive dozens of business proposals daily.  

However, it’s also important to strike the right balance. Over-personalization can backfire and come across as intrusive, leading to a negative perception of your brand. Additionally, you must ensure that the data used for personalization is accurate and up-to-date. Sending emails with incorrect information will damage your credibility and negatively impact the recipient’s experience.  

To improve personalization effectively:  

• Use the recipient’s name in both the subject line and email body  
• Tailor recommendations based on the importer’s specific needs  
• Segment your audience to send truly relevant content  
• Respect importers’ preferences regarding communication type and frequency  

2. Generic or Unclear Subject Lines

The subject line is the first thing the recipient sees and determines whether they’ll open or ignore your email. An unattractive or overly salesy subject line can drastically reduce open rates. In fact, the difference between a good and bad subject line is the fine line separating success from failure in your importer outreach strategy.  

The best subject lines for business emails are creative, irresistible, and informative without giving too much away. Avoid words like "free," "offer," or "urgent," as they often trigger spam filters.  

Questions in subject lines tend to perform well because they provoke responses. Emails with question-based subject lines tend to get more opens and replies. Similarly, specificity and personalization are key—including the importer’s company name or a concrete benefit can make a big difference.  

3. No Clear Call-to-Action (CTA)

If the importer doesn’t know what action to take after reading your email, they won’t convert. A vague or missing CTA drastically reduces the effectiveness of your campaign. CTAs are fundamental elements that act as clear guidelines and motivate readers to take specific action, turning passive interest into active engagement.  

The main idea is to offer the importer a clear next step. Without direction, they may not know how to proceed or what you expect from them, which diminishes the impact of your message.  

To create effective CTAs in your emails to importers:  

• Make them visible and direct  
• Use action verbs like "Request a sample," "Schedule a call," or "Download our catalog"  
• Avoid including too many CTAs in a single email  
• Personalize CTAs based on audience segmentation to make them more relevant  

These three mistakes may seem basic, but they’re the ones that most frequently ruin email outreach campaigns. By avoiding them, you’ll significantly increase your chances of establishing valuable connections with potential importers and turning those initial contacts into long-lasting business relationships.  

Types of Business Emails You Can Use

To maximize the impact of your communications with importers, it’s essential to understand the different types of business emails and when to use them. Each serves a specific function in your outreach strategy and can make the difference between securing a new opportunity or going unnoticed. Let’s look at the four most effective types of business emails for building and maintaining relationships with importers.  

1. Introductory Email

The introductory email serves as your professional introduction to a potential importer. This type of message establishes first contact and must capture attention immediately. The primary goal is to spark interest in your products or services and begin building a business relationship.  

An effective introductory email template should include:  

• A brief but impactful introduction of your company  
• A concise explanation of your products or services  
• Relevant experience and background in your industry  
• Specific benefits you offer the importer  
• A clear and direct call-to-action  

For example, the company BOIMEXO uses a format where they formally present their commercial offer, highlighting "high-quality promotional products" and emphasizing "quality and creativity tailored to the client’s needs." This direct yet personalized approach increases the likelihood of a positive response.  

2. Follow-Up Email

This type of email is sent after an initial interaction or communication and is crucial for "maintaining momentum and engagement with potential clients." Follow-up emails help "foster relationships and guide clients through the sales funnel," ensuring the conversation doesn’t go cold.  

A follow-up email should:  

• Briefly remind the recipient of the initial contact (meeting, trade show, call)  
• Offer additional valuable information  
• Reinforce your value proposition  
• Clearly propose next steps  

According to experts, "email marketing relies on persistence." If your first message goes unanswered, you should design an organic way to continue the conversation. An effective follow-up email recaps key points discussed earlier and addresses any pending questions or concerns.  

3. Value Proposition Email

This type of email is likely "the hardest to craft" because it requires a perfect balance: it must generate interest without sounding overly salesy or aggressive. The value proposition is "where we explain to the recipient why we’re reaching out specifically to them."  

A strong value proposition in your email template should include:  

• The specific reason you’re contacting that importer  
• A clear explanation of what you can do for their business  
• Concrete benefits of starting a business relationship with you  
• Examples of how other importers have benefited  
• An honest and polite tone, avoiding overly commercial language  

Most importantly, "avoid a 'me, me, me' tone." The proposal isn’t about your product or company—it’s about the importer’s needs and how you can help solve them. The most common mistake is "focusing too much on the product" instead of the recipient.  

4. Closing Email

This type of email is designed to drive final decision-making and secure the business agreement. It’s crucial when the importer already knows your offer but hasn’t made a definitive decision yet.  

An effective closing email should:  

• Briefly recap the main benefits of your offer  
• Resolve any remaining doubts  
• Create a sense of urgency without being pushy  
• Include a definitive and clear call-to-action  

For example, after sending a quote, this email "is crucial for moving toward closing a sale. It should remind the recipient of the quote, highlight key benefits, and ask if there are any points they’d like to discuss further."  

Each type of business email has an ideal moment in the sales cycle. Mastering these four basic formats and adapting them to your specific needs will allow you to develop an effective communication strategy with potential importers. Don’t forget to personalize each template based on the recipient and always maintain a professional yet approachable tone.  

How to Structure an Effective Introductory Email

The perfect email structure makes the difference between generating a business opportunity or ending up in the trash folder. To capture an importer’s attention, every element—from the subject line to the signature—must be strategically designed. Let’s break down how to build a professional email template that actually works.  

1. Attention-Grabbing Subject Line

The subject line is critical in convincing the importer that your email is worth opening. In fact, along with the sender name, it’s decisive in preventing your message from going straight to the trash. To create an effective subject line:  

• Keep it short (ideally 30-55 characters)  
• Prioritize the most relevant information at the beginning  
• Avoid words like "free" that trigger spam filters  
• Use numbers to increase open rates  

The best subject lines vary in tone depending on your goal:  

• Informative: "2 Things You Should Know Before Exporting"  
• Persuasive: "Wait! Don’t Look for More Importers Without Knowing These 2 Secrets"  
• Corporate: "[Your Company] Offers Export Solutions for [Industry]"  

2. Personalized Greeting

After the subject line, a well-crafted greeting sets the tone for the entire communication. When writing to importers:  

• Start with a greeting that includes the recipient’s name: "Dear [Recipient’s Name],"  
• Use their full name for a respectful yet friendly touch  
• Avoid skipping this step, as it may come across as impolite  

For example, if your contact list includes the importer’s name, personalize the greeting: "Hi [Name], we have interesting proposals for you." If some contacts lack this info, include an alternative greeting.  

3. Clear and Direct Proposal

In the main section of the email, present your proposal clearly:  

• Start with a brief introduction of who you are and why you’re reaching out  
• Establish a connection by mentioning shared interests or events  
• Present your solution or proposal plainly, avoiding confusing jargon  
• Highlight the advantages and benefits of working with you  

Remember, the recipient barely knows you, so be direct. Briefly mention your company’s name and values. Show you’ve researched their business: "I recently discovered [Importer’s Company] and found it very interesting. After researching further, I came across your contact."  

4. Strong Call-to-Action (CTA)

The CTA is the gateway to conversions. Without it, your email loses effectiveness:  

• Place the CTA before the ¾ mark of your email (in case the reader doesn’t finish)  
• Use action verbs like "Request," "Schedule," or "Download"  
• Keep the text concise (under 140 characters)  
• Make it easy for the importer—if they have to take too many steps, you’ll lose the opportunity  

Your CTA should invite the recipient to schedule a meeting or reply for more information. Remember, CTAs should be reiterative, appearing at least three times in your email to maximize response rates.  

A well-planned structure turns a simple email into a door-opener with importers. Personalize each element based on your specific audience, and you’ll see the effectiveness of your communications improve.  

Professional Email Template for Importers

Having ready-to-use email templates can save you valuable time and significantly increase your success rate when contacting importers. Below are three adaptable models for different scenarios.  

1. Formal Email Template

Best for first contact with traditional markets or when no prior relationship exists.  

Subject: [Your Company] + [Importer’s Name] – Collaboration Opportunity  

Body:  
Dear [Full Name],  

I’m [Your Name] from [Your Company], a [brief description of your business]. I’m reaching out because [specific, personalized reason for contacting them].  

We offer [products/services] that could be of great interest to your market due to [key benefits, max three]. We’ve worked with companies like [relevant clients], achieving [concrete results].  

I’d love to schedule a quick call to discuss this further. Would you be available next week?  

Looking forward to your reply.  

Best regards,  
[Your Full Name]  
[Your Position]  
[Company]  
[Phone] | [Email] | [Website/LinkedIn]*  

2. Informal Email Template

Better for less traditional markets or when some prior connection exists.  

Subject: [Specific Proposal] for [Importer’s Name]  

Body:  
Hi [First Name],  

I just came across [Importer’s Company] while researching [industry/market] and was impressed by [specific detail about them].  

At [Your Company], we specialize in [main activity] and think we could help you with [solution/benefit] to achieve [importer’s goal or solve their problem].  

Some of our clients, like [example], have seen [specific result] by working with us. Would you like to learn more?  

Could we schedule a quick call this week? I’m available [days/times].  

Looking forward to hearing from you!  

Best,  
[Your Name]*  

3. Follow-Up Email Template

Crucial for re-engaging if the first email goes unanswered.  

Subject: RE: [Previous Email’s Subject]  

Body:  
Hi [Name],  

Hope you’re having a great week. I’m following up on my email from [date] about [topic].  

I understand you’re busy, but I wanted to confirm you received it. I truly believe our [product/service] could [key benefit for them].  

To make things easier, here are three options:  

1. We can schedule a quick call to discuss possibilities.  
2. I can send more specific information about our products.  
3. If now isn’t the right time, when would be better to reconnect?  

Looking forward to your thoughts.  

Best regards,  
[Your Name]*  

Tips to Improve Open Rates

Your email’s open rate is the most critical indicator of initial success. No matter how brilliant your proposal is, if the recipient doesn’t open your email, the opportunity is lost. Here are four proven strategies to significantly boost this key metric.  

1. Use the Recipient’s Name

Personalization makes a big impact because people value being treated as individuals, not part of a generic list.  

Best practices:  

• Include their name in the subject line and email body  
• Avoid over-personalization (can feel intrusive)  
• Ensure data accuracy (wrong details harm credibility)  

2. Avoid Spam Trigger Words

Spam filters flag certain words. Avoid:  

• Financial terms: "free money," "quick profits," "financial freedom"  
• Urgency language: "last chance!", "act now," "limited-time offer"  
• Aggressive sales language: "guaranteed," "no risk"  

Also, avoid ALL CAPS and excessive exclamation marks (!!!).  

3. Optimize the Preheader Text

The preheader (the snippet after the subject line) acts as a second hook.  

Tips:  

• Keep it 60-70 characters max  
• Place key info in the first 35 characters  
• Complement (don’t repeat) the subject line  
• Consider adding an emoji for visibility  

When and How Often to Send Emails

Sending emails at the right time can determine whether they’re read or ignored. It’s not just about having a great template—it’s about understanding optimal timing.  

Best Days & Times

Data shows:  

• Tuesday: Highest open and conversion rates  
• Wednesday & Thursday: Close second/third  
• 10 AM: Peak open time (after urgent tasks are handled)  
• 4 PM: Highest purchase intent (end of workday)  

For international audiences, segment by time zone. Use email tools to schedule based on the recipient’s local time.  

Recommended Frequency

Balance is key:  

• 1-2 emails per week (max 7-8 per month)  
• Too frequent → Unsubscribes & spam complaints  
• Too sparse → Lost visibility  

Conclusion

Mastering effective email communication with importers is a powerful way to unlock international business opportunities. The difference between being overlooked and standing out in a competitive market often comes down to this skill.  

We’ve covered every element needed to craft high-converting email templates—from personalized subject lines to strategic timing. Avoiding common mistakes (like generic CTAs or lack of personalization) and structuring emails properly (with clear value propositions and strong CTAs) will dramatically improve response rates.  

The templates provided offer a solid starting point, adaptable to your needs. Combine them with optimal send times and email automation tools for maximum impact.  

Remember, success won’t happen overnight. It requires testing, analyzing metrics, and refining your approach continuously. Email remains one of the most cost-effective channels for international business development—so mastering these techniques will transform your results.  

Start implementing these strategies today and watch your emails open new doors for your business worldwide!