Sales and Customer Communication Prompts

Sales teams need personalized, persuasive communication at scale. These templates help you write compelling outreach without sounding robotic.

Cold Outreach

Personalized Cold Email

Write a cold email to [PROSPECT NAME], [TITLE] at [COMPANY].

Research context:
- Company recently: [NEWS/EVENT/CHANGE]
- Their likely challenge: [PAIN POINT]
- Connection point: [MUTUAL CONTACT/SHARED INTEREST/RELEVANT TRIGGER]

My offer: [PRODUCT/SERVICE - ONE LINE]
Key benefit: [SPECIFIC OUTCOME]

Requirements:
- Subject line: Under 6 words, curiosity-driven
- Opening: Reference their specific situation (not "I hope this finds you well")
- Body: 3-4 sentences max
- CTA: Low commitment (question, not meeting request)
- Total: Under 100 words

Tone: Peer-to-peer, not salesy or desperate

LinkedIn Connection Request

Write a LinkedIn connection request (under 300 characters) to [PERSON].

Context:
- Their role: [TITLE/COMPANY]
- Why connecting: [GENUINE REASON]
- Shared element: [COMMON GROUND]

Rules:
- No pitch
- No "I'd love to pick your brain"
- Specific reason for connecting
- Professional but human

Follow-Up Messages

Post-Meeting Follow-Up

Write a follow-up email after a sales call.

Meeting details:
- Attendees: [NAMES AND ROLES]
- Key discussion points: [3-4 MAIN TOPICS]
- Their concerns: [OBJECTIONS RAISED]
- Agreed next steps: [WHAT WAS DECIDED]
- Timeline mentioned: [ANY DATES]

Include:
1. Thank them (specific, not generic)
2. Summary of key points discussed
3. Address their main concern with one insight
4. Clear next step with specific date
5. Offer to answer questions

Tone: Helpful, not pushy
Length: Under 200 words

Re-Engagement Email (Gone Quiet)

Write a re-engagement email to a prospect who stopped responding.

Context:
- Last contact: [DATE AND TOPIC]
- Stage in process: [WHERE THEY WERE]
- Previous interest: [WHAT THEY WERE INTERESTED IN]

Approach: [CHOOSE ONE]
- Value-add: Share relevant insight
- Check-in: Ask if priorities changed
- Break-up: Final friendly message
- News hook: Reference relevant industry news

Requirements:
- No guilt ("Just checking in", "Following up again")
- Short: Under 75 words
- One clear question or CTA
- Easy to respond to

Customer Responses

Complaint Response Template

Write a response to this customer complaint:

[PASTE COMPLAINT]

Context:
- Customer type: [NEW/LONG-TERM/VIP]
- Issue validity: [LEGITIMATE/MISUNDERSTANDING/UNREASONABLE]
- Our policy: [RELEVANT POLICY]
- What we can offer: [AVAILABLE REMEDIES]

Structure:
1. Acknowledge their frustration (specific to their issue)
2. Take responsibility (without excessive apologizing)
3. Explain what happened (brief, no excuses)
4. State the solution clearly
5. Prevent future occurrence
6. Offer additional goodwill gesture if appropriate

Tone: Empathetic but professional
Avoid: Defensive language, corporate jargon, over-apologizing

Positive Review Response

Write a response to this positive review:

[PASTE REVIEW]

Requirements:
- Thank them specifically for what they mentioned
- Reinforce the aspect they praised
- Add one personal touch
- Invite them back or mention something new
- Under 75 words

Avoid: Generic "Thanks for your review!" responses

Proposal and Quote Responses

Quote Follow-Up

Write a follow-up email 3 days after sending a quote.

Quote details:
- Service/Product: [WHAT WAS QUOTED]
- Amount: [PRICE]
- Valid until: [DATE]
- Their main concern during discussion: [KEY OBJECTION]

Goals:
- Check if they have questions
- Address likely hesitation
- Create gentle urgency without pressure
- Offer to adjust if needed

Length: Under 100 words
Tone: Helpful, not salesy

Handling Price Objection

Write a response to: "Your price is too high compared to [COMPETITOR]."

Our position:
- Key differentiator: [WHAT WE DO BETTER]
- Value delivered: [SPECIFIC OUTCOMES/ROI]
- What's included that others charge extra for: [LIST]

Response strategy:
1. Acknowledge the concern (don't dismiss it)
2. Reframe to value, not cost
3. Provide specific comparison point
4. Offer to discuss their specific needs
5. Don't apologize for pricing

Length: 100-150 words
Tone: Confident but not arrogant

Sales Enablement Content

Case Study Summary

Create a brief case study summary from this information:

Client: [NAME/INDUSTRY IF ANONYMOUS]
Challenge: [THEIR PROBLEM]
Solution: [WHAT WE DID]
Results: [METRICS AND OUTCOMES]
Timeline: [HOW LONG]

Format:
- Headline: Result-focused (number if possible)
- Challenge: 2-3 sentences
- Solution: 2-3 sentences
- Results: Bullet points with numbers
- Quote: [IF AVAILABLE, OR LEAVE PLACEHOLDER]

Total length: 150-200 words
Use: Sales conversations, proposals, website

Personalization at Scale

Batch Personalization Approach

Instead of writing each email individually:

I need to personalize cold emails for 5 prospects. Use this template:

Template:
[YOUR BASE EMAIL]

Personalize the [BRACKETED SECTIONS] for each:

1. [NAME], [TITLE] at [COMPANY] - Recent: [NEWS]
2. [NAME], [TITLE] at [COMPANY] - Recent: [NEWS]
3. [NAME], [TITLE] at [COMPANY] - Recent: [NEWS]
4. [NAME], [TITLE] at [COMPANY] - Recent: [NEWS]
5. [NAME], [TITLE] at [COMPANY] - Recent: [NEWS]

Keep the core message identical. Only personalize opening line and specific reference.

Sales prompts require context about the prospect, clarity about your value, and specific tone guidance. The best sales AI outputs feel personal and helpful, not automated and pushy. Always include what makes your prospect's situation unique.

Next: Learn prompts for HR and internal communications. :::