How to sell to CEOs: A data-backed playbook for getting more replies

Published 2:30 pm Tuesday, July 29, 2025

By Shaun Hinklein for Apollo.io

How to sell to CEOs: A data-backed playbook for getting more replies

Most reps get ignored by CEOs — here’s exactly when and how to get a reply, backed by millions of emails analyzed.

Picture this: You’ve crafted the perfect email to a CEO. You hit send at 4:47 p.m. on a Friday, feeling good about beating the weekend.

You just made a critical mistake that dropped your odds of getting opened by 42%.

That’s what Apollo.io discovered by using its internal LLM Pythia, an AI-powered deal co-pilot trained on billions of sales interactions, to analyze 5.36 million real sales activities targeting C-suite executives. The data should completely change how you approach executive outreach.

The Best and Worst Times to Email a CEO

Data chart showing the best and worst CEO email timing by hours and day.

Apollo.io

The Best Personalized Email Templates for CEO Open Rates

This data-backed chart shows how using personalization — like mentioning company news or a mutual connection — can increase CEO open rates by up to 31% versus generic sales emails.
 

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Data chart showing how generic vs. custom templates work for personalization impact.

Apollo.io

The 127-Word CEO Sweet Spot That Changes Everything

This data reveals the exact email length that maximizes both opens and replies for CEOs — too short and you’re vague, too long and you’re deleted. The peak? 100-150 words get 52% open rates and 9.1% replies, crushing every other length.

Data chart showing email length vs. CEO response rates.

Apollo.io

Data chart showing CEO email timing - best vs. worst times to send in a week.

Apollo.io

3 CEO Email Secrets

1. The 8 a.m. Tuesday Effect (And Why Fridays Are Dead Zones)

Here’s what 5.3 million touches discovered about CEO email timing:

The Golden Hours:

  • Tuesday: 8–9 a.m. (+31%)
  • Wednesday: 7–8 a.m. (+28%)
  • Thursday: 9–10 a.m. (+24%)
  • Monday: 10–11 a.m. (+19%)
  • Friday: 8–9 a.m. (+11%)

The (maybe) shocking truth: That Friday afternoon email? It’s 42% less likely to get opened than a Tuesday morning message. CEOs are already mentally checked out by Friday lunch.

Industry Matters:

  • Banking CEOs: Most responsive Monday mornings (they’re planning their week)
  • Healthcare CEOs: Wednesday 7 a.m. is prime time (before rounds and meetings)
  • Tech CEOs: Check email late — 8–10 p.m. window shows surprising engagement

The Personalization Multiplier Most Reps Miss

Apollo.io compared 2.8 million generic emails against 2.5 million personalized ones. The results?

Personalization Impact on CEO Engagement:

  • Company-specific mention: +19% Open, 2.4x Reply, 1.8x Meetings
  • Recent company news: +27% Open, 3.1x Reply, 2.3x Meetings
  • Mutual connection: +31% Open, 3.6x Reply, 2.9x Meetings
  • Industry insight: +22% Open, 2.8x Reply, 2.1x Meetings
  • Generic template: Baseline

But here’s the kicker — personalization only works if it’s relevant. Mentioning their alma mater? Minimal impact. Referencing their recent acquisition or quarterly results? That’s when CEOs lean in.

3. The 127-Word Sweet Spot

Every sales trainer preaches “keep it short” — but how short? Pythia found the exact sweet spot:

Email Length vs. CEO Response Rates:

  • Under 50 words: 38% Open, 2.1% Reply — Too vague
  • 50–100 words: 44% Open, 5.3% Reply — Good
  • 100–150 words: 51% Open, 8.7% Reply — Sweet spot
  • 150–200 words: 47% Open, 6.2% Reply — A bit long
  • 200+ words: 31% Open, 3.4% Reply — TL;DR territory

The magic number? 127 words. Long enough to show value, short enough to read between elevator floors.

CEO Reply Times by Industry: Surprising Differences

Here’s where Pythia’s analysis gets really interesting. CEO response patterns vary wildly by industry:

  • Financial Services: 2.8 days (they’re trained to be responsive)
  • SaaS/Tech: 4.2 days (busy building)
  • Healthcare: 7.3 days (compliance and priorities)
  • Manufacturing: 5.1 days (traditional communication pace)
  • Retail: Up to 40 days — or never. It’s the hardest CEO inbox in B2B.

Pro tip: If you’re targeting healthcare CEOs, build in a week-long follow-up sequence. For banking CEOs, be ready to respond within hours.

Subject Lines That Make CEOs Click

The analysis says one thing loud and clear: your “Revolutionary AI Solution!!!” isn’t getting opened. But a simple “Quick question about your Q3 product launch” gets a CEO to pause mid-flight and tap open. Steal these tested subject lines, dodge the instant-archive pile, and watch your next cold email spark an actual conversation — instead of a ghosting.

Data chart showing which CEO subject lines that work and those that get ignored.

Apollo.io

TL;DR Your CEO Outreach Playbook: Do This, Not That

DO THIS:

  • Send Tuesday–Thursday, 8–10 a.m. in their timezone
  • Keep emails between 100–150 words
  • Reference specific, recent company news
  • Use their company name in the subject line
  • Follow up exactly three business days later

AVOID THIS:

  • Friday afternoon sends
  • Emails over 200 words
  • Generic “transform your business” language
  • More than three follow-ups
  • Morning emails before 7 a.m.

Here’s the thing — memorizing these patterns is just the start. The real challenge? Applying them consistently across every prospect, every time.

Instead of guessing, you’re operating with intelligence from millions of successful touches.

This story was produced by Apollo.io and reviewed and distributed by Stacker.

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