The Cold Email Test: Would You Reply?

Sarah Sink
Sep 30
4 min read

Cold email still works when it’s specific, respectful, and useful. Before you hit send, run your draft through these five questions. You’ll improve reply rates, protect your reputation, and set up better first conversations.

1) Why should this person care right now?

Timing and relevance beat clever wording. If there’s no current reason for them to care, your note becomes noise.

What to do:

Find a trigger: funding news, hiring a CMC lead, opening a new facility, new IND/CTA activity, a method transfer on their careers page, or a recent conference session they led.
Tie your first sentence to that trigger in plain language.
Keep it about their priorities, not your company’s features.

Example opener:

“Noticed you’re hiring a DP program manager after your Series B. Teams at this stage often hit a snag moving from engineering runs to GMP lots. If that’s on your radar, I can share a quick way to de-risk the handoff.”

Reasoning:

A timely, specific hook earns you the next 10 seconds. It shows you did the work and you’re not blasting a list.

2) Did I name one concrete problem they already recognize?

If your email lists five benefits, you have none. Choose one problem they would nod to.

What to do:

Pick a single pain that fits their role.
- CMC lead: unstable timelines around method transfer or tech transfer.
- COO: capacity risk, slot protection, or throughput.
- Founder: runway, milestone risk, and board optics.
State it in one sentence, using their language.

Fill-in-the-blank line:

“Teams like yours often get stuck when ______, which pushes timing and erodes investor confidence.”

Reasoning:

Recognition creates relevance. When the reader sees their world reflected back, you earn permission to propose a next step.

3) Can I describe a useful outcome without overselling?

Outcomes beat features, but keep them believable. You don’t need a case study wall. Give one proof point.

What to do:

Translate your capability into an outcome: “shortened release by X,” “cut rework,” “secured a fill slot,” “aligned DS/DP schedules.”
Use one credible proof point tied to that outcome. Avoid big claims and percentages with no context.

Example:

“Happy to share how a Phase 2 team trimmed 3 weeks from DP release by aligning method readiness with the first GMP lot, without adding headcount.”

Reasoning:

A grounded outcome shows competence and lowers the risk of engaging. It also sets the tone for an advisory conversation, not a pitch.

4) Is my ask the right size for a stranger?

Your first ask should be easy to say yes to. When the step is too big, people ignore you rather than decline.

What to do:

Offer a low-friction next step that matches their role and calendar.
Give one specific option, not a buffet. Provide two time windows or a simple yes/no prompt.
Never attach slides in the first email. Offer to share on the call or after they respond.

Good CTAs:

“If this is relevant, would a 15-minute call next Tue or Wed morning help?”
“If I send a 3-bullet checklist on method transfer readiness, would you take a look?”

Reasoning:

Right-sized asks reduce decision fatigue. Your goal is a conversation that validates fit, not a full pitch via email.

5) Is this skimmable and respectful of inbox rules?

Even strong ideas get skipped if the email looks heavy.

What to do:

Subject line: 3 to 6 words, specific to their scenario. Examples: “DP timeline snag,” “Fill slot planning,” “Method transfer risk.”
Length: 75 to 125 words. Short, clean paragraphs with white space.
Personalization: one real sentence that only fits them, not a token first name insert.
Links and attachments: none or one maximum. Sign with your full name, title, and one contact method.
Proofread for clarity and tone. Replace product terms with plain English.

Reasoning:

Skimmability respects their time. Clean structure signals you are easy to work with.

Put it together: a simple structure you can reuse

Trigger (why now)
Problem (one line they recognize)
Outcome (one credible proof point)
Ask (right-sized next step)
Sign-off (clean, professional)

Example draft (under 120 words):

“Hi Maya,

Congrats on the IND clearance. Teams right after IND often hit delays aligning method readiness with first GMP DP lots. We recently helped a Phase 2 group trim 3 weeks from release by locking method transfer milestones to the batch plan up front. If that’s on your radar, would a quick 15-minute call next Tue or Wed morning help you pressure-test your DP timeline? Happy to share a 3-bullet checklist and you can decide if it’s useful.

Best,

Sarah Sink”

Quick pre-send checklist

Do I have a real trigger that justifies the timing?
Did I name one problem they already feel?
Did I offer one believable outcome and a proof point?
Is my ask easy to accept this week?
Would I reply to this if it hit my inbox?

Common pitfalls to avoid

Vague value claims like “optimize” or “innovate.” Trade them for outcomes.
Multiple CTAs in one email. Choose one.
Attachments on first touch. Save for after interest.
Talking like a brochure. Write like a person who understands their day.
Forgetting the unsubscribe courtesy if you plan to contact again. Keep compliance in mind.

If you want to go beyond email and strengthen every step of your sales conversations, my course Ask Smarter, Close Sooner was built for business development professionals at CDMOs. It gives you the frameworks and scripts to qualify smarter, handle objections, and build trust from the first touch through close.

Final thought

Cold email is a test of empathy. When you do the homework, focus the message, and ask for a next step that fits a busy calendar, you stop feeling like a vendor and start sounding like a partner.

For more insights and personalized support in navigating the biotech-CDMO landscape, visit my website: www.yourpharmagirl.com and follow Your Pharma Girl on LinkedIn. Whether you need strategic guidance, tailored BD solutions, or expert advice on building lasting partnerships, I’m here to help you and your team succeed at every stage of development.