Why your first messages get no replies (and how to fix it)

In the world of sales prospecting, first contact is often decisive. Yet many salespeople fail to get responses despite having quality data on their prospects.

Statistics show that on average, 80% of prospects never respond to the first message according to a HubSpot study¹. It's not because they're not interested, but often because the message itself isn't designed to generate a response.

The 5 fatal errors in your first messages

1. Messages that are too long: Nobody has time to read a novel. Messages exceeding 100 words are often immediately ignored.
2. Lack of personalization: Sending the same generic message to all your prospects is the surest way to end up in the trash.
3. Talking about your solution before their problem: Starting by praising your product without establishing a connection to their daily pain points.
4. Trying to sell from the first contact: The goal of a first message isn't to close a sale, but to get an appointment.
5. Offering a vague or closed call-to-action: "Are you available this week?" doesn't provide a clear framework and makes it easy to say "no" or not respond at all.

The 6 golden rules for messages that get responses

1. The 100-word maximum rule: Any message exceeding this limit sees its response rate drop dramatically.
2. The initial approval rule (Cialdini): Start with a statement your contact will certainly approve of. Once this first agreement is obtained, the person will naturally be more inclined to accept your subsequent proposals for the sake of consistency.
3. The 10-word personalization rule: Dedicate at least 10 words specifically to the prospect's unique situation.
4. Start with their problem: The first sentence should address their pain point, not your solution.
5. The valuable quick tip: Offer fast, precise advice that demonstrates your expertise and provides an immediate solution.
6. A CTA with two specific options: Give a choice between two specific time slots rather than asking a closed question.

How to adapt your messages according to communication channels

• WhatsApp: More concise (60-80 words), conversational tone, informal address when appropriate, emojis in moderation
• Email: More formal structure, possibility to add more context (up to 100 words), compelling subject line required

Discover our 5 templates that generate responses

You've just discovered the fundamental principles of an effective message. But that's just the tip of the iceberg...

Template 1: The industry-specific pain approach

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Hi Benjamin! 🏋🏼‍♀️

Struggling to attract new fitness clients despite your expertise in coaching ?

Today, online visibility directly impacts client acquisition. Your minimal online presence doesn't match the quality shown in your client reviews.

I've analyzed your profile and identified three immediate growth opportunities without changing your training approach.

Quick tip: Localized Instagram Stories help fitness coaches see 3x more local inquiries within weeks.

15-minute chat Tuesday 4pm or Wednesday 5pm to discuss these strategies?

Patricia, Digital Communication Consultant


Why it works: This template immediately shows that you understand their industry and their specific challenges. The reference to a similar business establishes credibility.
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Real results after just 30 minutes:

"After 30 minutes of using Ritchy, I sent these templates and received positive responses in just one day!"

Our clients achieve response rates of +45% on their first messages thanks to these proven templates.
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What you'll get by unlocking our 5 exclusive templates:

• Template 1: The industry-specific pain approach
• Template 2: The local news approach
• Template 3: The recommendation approach
• Template 4: The specific observation approach
• Template 5: The provocative question approach

Each template includes:

• ✅ The detailed message structure
• ✅ The exact wording to use
• ✅ A personalized ready-to-use example
• ✅ Variations for different communication channels
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The pro tip: use voice notes to stand out

A secret that the best salespeople use to get exceptional response rates: voice notes.

Why it works:

• It immediately humanizes your approach
• It's rare and therefore differentiating in an ocean of text messages
• It communicates emotion, authenticity, and confidence
• It shows that you've taken the time to personally address the prospect

How to proceed:

1. Prepare your message following the templates (available via the link above)
2. Record a short voice note (30-45 seconds maximum)
3. Keep the same structure: personalization → pain point → value → precise CTA
4. Use WhatsApp, LinkedIn, or Instagram depending on your target's preferred channel

Voice notes can generate response rates up to 3 times higher than classic text messages!
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Quick wins to immediately increase your response rates

1. Test different sending days and times: Tuesdays and Thursdays between 10am and 2pm generally get the best response rates
2. Create a multi-channel follow-up system: Alternate between WhatsApp, email, SMS, and social networks
3. Limit yourself to 100 characters for the first paragraph: This increases the chances of your message being read entirely
4. Always offer two precise appointment options: This facilitates decision-making
5. Add a touch of legitimate urgency: "I only have two slots available this week to discuss..."
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The follow-up strategy that transforms non-responses into appointments

Don't give up after a message without a response. It often takes 5 attempts before concluding it's a genuine "no." Here's an effective follow-up strategy:

1. Day+2: First follow-up, reference to the initial message + new value proposition
2. Day+5: Second follow-up, change of channel (if first message by email, try WhatsApp)
3. Day+8: Third follow-up with relevant valuable content for their activity
4. Day+15: Fourth follow-up with transparency: "I persist because I'm convinced we can help you..."
5. Day+30: Last follow-up suggesting to stay in touch for later

The key is to be persistent without being intrusive or too insistent.
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Mistakes to absolutely avoid

1. Over-personalizing to the point of appearing intrusive: There's a fine line between research and stalking
2. Using generic wording: "I hope you're well" or "I'm taking the liberty of contacting you"
3. Mentioning too many features: Focus on one key benefit
4. Forgetting the call-to-action: Every message must have a precise objective
5. Giving up too quickly: Perseverance is often what makes the difference
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How to effectively use data to personalize your messages

To create truly personalized messages, use:

1. Customer reviews: Identify strengths to highlight and areas for improvement to address
2. Employee names: Find the right contact and address them directly
3. Website and social networks: Discover recent news
4. Precise location: Mention relevant local specificities
5. Activity: Understand their business model and adapt your discourse
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Conclusion: take action today

These tips aren't magical in themselves. Their effectiveness relies on the quality of your personalization and your ability to precisely address your prospects' challenges.

Remember: the goal isn't to sell in this first message, but to get a response that will open the door to a deeper conversation.
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DISCOVER NOW THE 5 COMPLETE TEMPLATES THAT CONVERT

Used daily by our best clients who achieve response rates of +45% on their first messages!

Template 1: The industry-specific pain approach

[First name], your excellent service quality deserves more visibility.

I've noticed that your web conversion rate is only [X%], well below your industry's potential.

I have a quick tip to double this rate in 30 days without additional advertising investment.

Tuesday at 1pm or Thursday at 2pm for a 15min call about this opportunity?

[Your first name]


Template 2: The local news approach

[First name], the recent [local event] certainly affects your business like other [businesses] in [location].

Your commitment to [value observed on their site] is remarkable in this challenging context.

I have a method that has allowed your competitors to increase their [metric] by [X%] despite this situation.

5 minutes on Tuesday at 10am to share a concrete tip on this topic?

[Your first name]


Template 3: The recommendation approach

[First name], [neighboring business] just improved their [metric] by [X%] thanks to our collaboration.

Your [specific observation of their business] suggests you're probably facing the same challenge.

I have a specific idea on how to solve this problem for your specific case.

Would a 15min call on Wednesday at 11am or Friday at 3:30pm work for you?

[Your first name]


Template 4: The specific observation approach

[First name], congratulations on [specific recent achievement] - it's impressive!

I've noticed that despite your excellence in [strength], the problem of [identified difficulty] persists.

I can show you how to take your [key indicator] from [current figure] to [goal] in 60 days.

Would you prefer to discuss this on Tuesday at 2pm or Thursday at 11am (15min)?

[Your first name]


Template 5: The immediate advice approach

[First name], your [visible element of their business] shows obvious untapped potential.

I've just analyzed your [specific element] and identified an immediate improvement opportunity.

I have specific advice that could take your [indicator] from [current value] to [realistic goal].

Do you have 5 minutes on Monday at 10am for me to share this solution with no obligation?

[Your first name]



Why these templates work

• Less than 100 words to maximize response rate
• Specific personalization (more than 10 words) for each prospect
• Start with approval that the prospect can only accept
• Directly address a problem before proposing a solution
• Offer concrete appointment options
• Include a "quick tip" that promises immediate value
• Variety of CTAs (15min calls or quick 5min shares)
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Sources:
Written by Ryan Baissaut, Expert in GTM
TOP 5 CTA 2025 by Lead Gen Jay
TOP 7 Cold Email by Zendesk,
HubSpot Research, "The State of Inbound" (2023)
Boomerang, "Analysis of response rates based on email length" (2022)
‍GetResponse, "Study on the best times to send prospecting emails" (2023)
La Growth Machine, "Impact of voice notes on prospection" (2024)
Your weekly dose of sales, "The secret to great outreach? A strong first touch" (2025)

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