Essential Email Tools to Optimize Your Cold Outreach

Do your cold emails end up in the trash?

Are spam filters removing them?

Do you have the right address for your prospect?

Do they make it to your prospects, but they’re thrown out? Sometimes before they’re read?

Did you know that roughly 30% of Americans do not trust their email providers?

That means they’re extra suspicious of emails from unknown contacts. Even well-meaning contacts using the best email tools. That means they judge emails according to subject lines.

How’s yours?

Have your emails made it past all the security measures? But they still lie in your prospects’ inboxes, overlooked and unread?

The list of reasons your emails never attract prospects feels never-ending. It’s impossible to say which landed yours in the trash.

At least it used to be.

Modern internet metrics will give you insight into all the reasons above. Apps and websites now offer concrete data so that you can tailor your outreach campaigns. Long gone are the days of guessing games.

If you still have doubts, read through the compiled list of tools below. Don’t worry. By the end, you’ll have a new perspective on the modern, scientific approach.

Don’t forget to leave your guesswork behind…

Subject Line Tools

Subject Line

It evaluates your subject lines. It compares them to over 3 billion emails tracked by its partners and clients. It knows what’ll generate greater response rates and improve your inbox deliverability.

The science behind these kinds of email tools leads to higher open and click-through rates. Use their feedback to adjust your subject lines yourself for better response rates.


This is one of our top recommendations for email tools. It virtually simulates your audience. Then you can predict things like open-, bounce-, and click-through rates for each subject line you test.

That means you can perform A/B testing without sending out a single email. No need to waste your chance (possibly your only chance) with your prospects.

Now you can research how they’ll react without risking a wasted attempt. That way, you can dial-in your methodology before you land in their spam folder. (And they claim only a 1% to 2% margin of error.)

Subject Line Keywords Checker

Subject Line Keywords Checker checks your subject line and predicts the likelihood your targets will open the email. It analyzes keywords so that you can tailor your subject line word by word. Get down to the nitty-gritty to watch your open rates skyrocket.

Email Subject Line Tester by

Email Subject Line Tester by lands at the top of the list for old-school tools, but it’s still useful. It analyzes popular spam filters and bounced emails. It uses that data to check your email subject line.

Then it tells you the likelihood it’ll pass spam filters, based on the subject line alone. Again.

Email carriers used to determine spam based on subject line alone.
Their algorithms are more complicated than that today, but this tool will still give you feedback on one of the key factors they still use.

Don’t let the outdated look of the site deceive you. It’s still a powerful tool.

Email Body Tools


If you plan to include graphics in your cold emails, carry Canva among your essential email tools. If you can imagine a graphic, you can use Canva to design it. The developers built their navigation and tools for novices, so don’t fear.

Even if you missed out on graphic design school, you’d still throw together professional looking designs. They include missions of stock photos, vectors, and illustrations. Yes, you can also upload your own. You can even throw together a logo.

The best part is you can do it all for free.


We consider Hemingway another absolute must. The readability of your email is crucial. What does that mean?

Readability takes into account sentence length, word choice, adverb usage, and passive voice. Programs like Hemingway use this information to determine how easy your paragraphs are to read.

The more readable your paragraphs, the more likely your target prospect will finish your emails. That doesn’t guarantee they’ll respond, of course.

But it does give your strategy a chance to work before prospects throw you in the spam folder.


Grammarly focuses on grammar (duh!). It’s essential. Throw it in your growing bag of email tools, right next to the Hemingway app.

With it, you can check spelling, adjust vocabulary mistakes, and fix (you guessed it!) grammar.

It sounds simple, but it’s one of the most powerful tools we use. In conjunction with Hemingway, the body of your emails will look flawless.

Some of the advanced tools require a paid subscription. But in our estimation, it’s well worth it.

Email Body References

Tips for Writing the Perfect Cold Email

This guide for writing the perfect email outlines the strategy for approaching the body of your email. It tells you when to do what and where to put it.

If your approach in the past isn’t returning the numbers you want, grab this, dig in, and see where you’re going wrong.

It gives key details like how to hook your readers from the very first line. Should you include graphics? Why?

Study it!

Building a Cold Email Template

If you’re not using templates yet, start. Guess what. Those geniuses that create ads for Apple and Marvel…they all use templates.

Copywriters have been using templates since the days of David Ogilvy. (He’s the guy that the show Mad Men was based on.) In “Confessions of an Advertising Man” he says templates are the key to any great copy.

Miriam-Webster Dictionary and Thesaurus

Miriam-Webster is free online. It also happens to be one of the most famous names in dictionary history. They’ve been around since 1828. Don’t be shy; everyone gets stuck looking for just the right word.

Deliverability Email Tools

In the following list, you’ll find email tools that help not with spam complaints or click-through rates. Instead, they inform you of your sender reputation. one’s made by Cisco, and it’s one of your more handy email tools.

It checks your reputation ranking to see whether your emails will land in the spam folder before your prospects ever notice it’s there.

(Believe it or not, the site says that the average daily spam volume for February 2018 was 465 billion.)

It ranks you in one of three categories: Poor, Neutral, or Good.

If you’re having trouble with prospects blocking or filtering your emails, you’ll land in the Poor category.

Neutral means your domain and IP address falls within acceptable parameters.

Good means your IP address and domain have good standing. also measures your reputation. It uses a scale from 0 to 100. If your IP address lands closer to 0, your emails will land in the spam folder. If you land closer to 100, they’ll land in your prospects’ inboxes.

They recalculate their numbers about every month. They can also tell you how your IP address ranks against your competitor’s IP address.

Reputation Authority

Reputation Authority is another site which measures your reputation on a scale of 0 to 100. Unlike Sender Score, Reputation Authority can give you statistics on the emails you sent.

It calculates a percentage of “good” vs. “bad” emails. Take it and plug it into your other metrics to readjust your outreach tactics.

More Deliverability Email Tools

Barracuda Central

Barracuda Central will be another of your email tools which rank your IP address and domain reputation. It uses a unique “Barracuda Reputation System,” so don’t expect the same 0 to 100 systems you’ve seen above.

This one integrates a real-time database of spammers’ IP addresses. Use a variety of these deliverability tools to get an accurate picture.

Trusted Source

Trusted Source from McAfee tool determines reputation. It checks your site against various versions of SmartFilter Internet Database.

It also uses Webwasher URL Filter Database. It also offers feedback on your affiliations. Domain name system. And mail server status.

Lastly, it includes associations of your domain, your history, and your activation.

Mail Tester

Mail Tester checks your spam score. Unlike the above email tools, Mail Tester checks SPF records, DKIM, and keywords within the body of your letter. It also checks your IP against known blacklisted sites.


Smartcuts: The Breakthrough Power of Lateral Thinking

Journalist Shane Snow sent 1,000 cold emails to top business executives with no results. He then adjusted his strategy and tested it on smaller sample size.

If you want to know the results, you’ll have to read Smartcuts: The Breakthrough Power Of Lateral Thinking.

It’s another of our top picks. Inside, Mr. Snow analyzes select organizations (and individuals). He determines how they achieve miraculous results in “implausibly short” time frames.

He focuses on the philosophy behind his findings. This lends insight on how we can rethink conventional wisdom to hasten our success.

If you find Shane Snow interesting, we’ve created a list of other popular thinkers in the same genre to add to your email tools:

  • Tim Ferriss
  • Adam Grant
  • Heather Morgan

Social Tools

Ryan Solutions Social Sharing Link Builder

This isn’t one of your ordinary email tools. Though Ryan Solutions Social Sharing Link Builder is built as a resort and hotel marketing tool they include a link builder for social sharing across a variety of networks.

If part of your strategy includes uniting your social media and email campaigns, be sure to check it out.

Code Tools

If anyone in your company writes code, don’t neglect to analyze the ones and zeros behind your email. The features in these apps will bring your approach to a whole new level.

Sublime Text

Sublime Text is a text editor for code which runs on a Python API. In simple terms, programmers use it to write programs the same way writers use Google Docs to write books.

It’s user-friendly. It’s built so even beginners can use it. You can customize it with thousands of packages built by the Sublime community.

Free Formatter

Even if you used a template to build the structure of your email, you could still include complicated designs. Free Formatter is our favorite of the email tools available which give you the power to adjust your HTML files.

And to answer your question, yes. Even someone without a coding background can use it. With it, you can identify and adjust your tags, anchor text, section breaks, and image attributions.

Visual Website Optimizer

What happens after you build your stellar emails? You still need to test them. Visual Website Optimizer does just that. It guides you through the science behind your emails.

With it, you can perform A/B tests to optimize your conversion program. They offer both paid and free testing tools. They also include free case studies for marketers.

Of your available email tools, this one’s simple to use. After you gather data on the metrics of your campaign, you input sample and conversion data. give you a visual representation of whether or not your approach is statistically significant.

What Next?

So, are you ready to leave your guesswork behind for good?

Cold prospecting used to be a combination of art and sheer grit. Both still apply, but modern internet science changes the game.

We can use metrics and special service to know in real-time what’s working and what’s not.

Is your email making it to your prospect’s inbox? Is your prospect opening it? What’s the likelihood the entire thing is read?

Don’t get discouraged. Cold emailing is still a prime approach to prospecting. According to Forbes Magazine, passive candidates remain a better choice than active job seekers. One never really knows the reasons for their departure from their last job.

Now you have the indispensable email tools which top recruiters use. To

skyrocket your response rates, you only need an email platform. Choose one like Meet Toby that’ll follow up with candidates and manage the key components of your strategy.

Choose wisely.

And remember to use a scientific approach.

P.S. If you want a few secrets to dial your campaign up another notch, try Recruiting Great Passive Candidates. It connects the dots between blogging, social media, and emails.

When you finish, you’ll have a better understanding where marketing should fit into your campaign. You’ll also how to sell lifestyle over salary and when to make your offer.