Smartlead.ai for advanced email automation

Diversified infrastructure using Google Workspace, Outlook, Premium Inboxes, and Superwave

Rotate inboxes monthly and create new inboxes every 3-6 months to maintain deliverability

Run deliverability audits every 2 weeks to ensure inbox health

Use heavy Spintax to keep emails unique and avoid spam filters

Limit spam trigger words and refine targeting to reduce spam reports

For ESPs, send 30 cold emails/day per account with 20-minute intervals between sends

Mailr.io: Send 8-12 cold emails/day with 60-minute intervals

Implement a 3-14 day warm-up period for new inboxes

Scale email volume gradually over 2 weeks post-warm-up

Assign a unique alias to each inbox (e.g., [email protected], [email protected])

Purchase domains from Porkbun.com using only .com or .co secondary domains

Turn off open tracking to avoid spam filters

Include opt-out options in every email for compliance

Use plain text emails - avoid HTML for better deliverability

Only send emails to verified addresses

Pause campaigns automatically if the bounce rate exceeds 2%

Use AI personalization tools to improve reply rates and enhance deliverability

Match email providers automatically to optimize sending

Rotate inboxes monthly to keep IP reputation fresh

Keep a tight dial on targeting to minimize spam complaints

Is the email under 40 words for maximum impact?

Does the script present a validated, compelling offer?

Are you using industry-relevant language that resonates with your audience?

Is there a unique angle that sets your message apart?

Is every sentence spintaxed to ensure variety and avoid spam filters?

Is the wording tailored to your specific list targeting?

Is the email easy to read, with clear and concise language?

Does it include a pattern disrupt to grab attention instantly?

Is there zero filler—every word should serve a purpose?

If you’ve added personalization, is it genuine and meaningful?

Test different value propositions to see what resonates:

Frontend offers

Lead magnets

Free work samples

Unique insights

Experiment with various script frameworks:

Use case studies or highlight pain points

Play with shorter or longer scripts

Test with and without personalization

Finalize scripts with Spintax to ensure variety and boost deliverability

Identify the segment of your Total Addressable Market (TAM) to target:

Create a detailed accounts list

Pinpoint relevant decision-makers

Scrape emails, LinkedIn profiles, and phone numbers

Enrich and clean your data for accuracy and quality:

Import your list to Clay

Use multiple data providers to maximize qualified leads

Verify lists with Millionverifier

Check catch-all domains with Enrichley

Leverage AI tools for personalization, lead scoring, or intent data

Audit campaign scripts and variables to ensure everything is error-free

Enable optimized campaign settings for maximum efficiency

Set up the correct email accounts and adjust sending times based on time zones

Smartlead, EmailBison, Instantly to automate and optimize your outreach

Use Gsuite, Outlook, ScaledMail, Superwave, and Maildoso for diversified sending

Make + Slack for AI-powered inbox management and reply handling

Leverage Crunchbase, BuiltWith, and Store Leads to gather deep business insights

Fuel your pipeline with Apollo and ZoomInfo for high-quality leads

Enhance your contacts using Prospeo, LeadMagic, and Icypeas

Keep your lists clean with MillionVerifier

Verify tricky domains using Enrichley and Scrubby

Protect your sender reputation with EmailGuard

Find similar prospects through PandaMatch and Ocean

Build seamless workflows with Clay

Extract valuable data using Apify and ZenRows

Craft dynamic strategies with Octave

Engage your audience effectively via Trigify

Convert visitors into leads using RB2B or Vector

Scale your LinkedIn outreach with HeyReach

Simplify booking with Calendly

Streamline processes using Airtable and Make

A guide on managing inbox responses Converting cold traffic into booked appointments takes time, energy and effort. It’s not the same as trying to close a referral. Be willing to invest the time into this to maximise results. Your job is to book a meeting, not sell the product.

The goal of inbox management is to get a “yes” or “no” from a prospect.

If you get a “yes”, you schedule a call

If you get a “no”, you move on

Your job is to book a meeting, not sell the product.

1-3 Hours is okay but ideally within 15 minutes.

Book time slots into your calendar if you struggle keeping to it

Follow up with all positive leads every 48 hours.

Create a structured follow up process if you need to.

Use multiple platforms

In high ticket treat each reply as a potential £X amount

Send relevant information to clients who aren’t 100% ready to jump on the calls. Send case studies, sales letters, show the ROI for working with you.

Segment your responses into different categories and make replies for each category.

Send Calendly links

Give up with the follow ups until you get a clear “YES” or “NO”

Just use phrases like “bumping this up” or “circling back”

Forward replies to a different email account

Give up after just a few follow ups

Don’t limit yourself to one channel at a time

Share the pricing details

Explain your offer in depth

Need more detail I’m not sure if that could be a fit for us. So could you please provide me with more details on your process? Absolutely. What information would you need to help determine if this could be a fit for {company name}? If you have a couple of minutes on Thursday at 2pm I could provide much more detail via a call (I assure you this wouldn’t be a sales call and purely a call in which we prove the info you need). Or Absolutely. Please find attached a video that outlines exactly how we’d {transformation you promise} for {company name} [+] Sales Letter Also attaching a few other bits of information you might find of interest [+] Case study 1 [+] Case study 2

Pricing, process and timeline The pricing varies from £X to £Y. I’ve attached our action plan that outlines the deliverables and timeframe. [+] Action plan Here’s also a link to a video outlining how we’d {transformation you deliver} for {company} CTA

What’s the price? Our service is tailored to our clients needs and how quickly they want to grow. So although I’d love to provide a price, we just don’t have an off the shelf service. To give you a rough idea, our pricing is between £X and £Y. This also comes with a guarantee of X return on your investment. Do you have 15 minutes this week or next so I could give you an accurate price based on {company names} needs?

It’s not my responsibility, speak to X This is not my responsibility {company}. Speak to the head of marketing. Go check the company LinkedIn and try to find their head of marketing. No problem! Just to make sure I get it right this time, that’s {name} right? If so, could you let me know what {name} best email is? This is not my responsibility {company}. Speak to Karen. Thank you for letting me know. Could you please forward me on her correct details - don’t want to get it wrong again haha! This is not my responsibility at {company}. Speak to Karen. [email protected]. Thank you for kindly passing on the relevant contact. Proceed to email Karen Email to Karen: Subject: {prior prospect} suggested I contact you Email: Hi Karen, {prior prospect} suggested I contact you. (Rest or email body as per initial email)

Straightforward Your proposal piqued my interest. Can we get on a call? Sure. How does 10am GMT on Tuesday sound? Interested. Great, I’ve scheduled a call for Monday at 10 am. If this doesn’t suit you please let me know. Otherwise I look forward to speaking with you then!

Straightforward #1 Sure. How does 10am GMT on Tuesday sound?

Straightforward #2 Great, how does Wednesday or Thursday look for you?

Call Scheduled Great, I’ve scheduled a call for Monday at 10 am. If this doesn’t suit you please let me know. Otherwise I look forward to speaking with you then!

Need more detail #1 Absolutely. What information would you need to help determine if this could be a fit for {company name}? If you have a couple of minutes on Thursday at 2pm I could provide much more detail via a call (I assure you this wouldn’t be a sales call and purely a call in which we prove the info you need).

Need more detail #2 Absolutely. We’re speaking with 11 of the leaders in IT space to understand digital growth insights. So far we’ve spoken to Insightterra, Singula and other leaders. Here are some of the things we’ve covered. If you have a couple of minutes on Thursday or Friday I could provide much more detail via a call - just let me know.

How IT consulting leaders are approaching digital growth nowadays.

The biggest challenges associated with client engagements.

Your perspective on the best response to future of the tech industry.

No Thanks Thanks for getting back to me, and not a problem. One last question - Do you know anyone in IT space that may be interested in participating in this study?

The statement “the money in the follow up” couldn’t be more true.

You should follow up as many times as it takes until you get a clear “yes” or “no”

There is absolutely no reason you shouldn’t be following up every few days with prospects. Think of it this way, that 1 extra follow up you send could be worth, $10,000, $20,000 even $100,000+ to your business.

Majority of the time, prospects are busy and they forget. It’s your job to make sure they don’t.

As you start to send 5+ follow ups you might want to begin to space out the follow ups slightly (remember do not feel bad about sending 10-20 follow ups).

The Do’s And Don’ts There’s a right and a wrong way to follow up:

Creating Follow Up Scripts 4 Key Categories Start with these but note any types of common responses you get. Then using the frameworks laid out above build a follow up sequence that covers each one of these types of responses that your SDR team can use.

In most cases you are going to get the same types of responses from prospects.

Create a document and start segmenting these responses into categories.

This is an easy way to start building targeted follow up sequences. The more ‘personalised’ the email feels the better chance you have to get a response.

Someone Requesting More Information

Someone Wanting To See A Demo

Someone Referring You To The Right Person

Someone Telling You To Reach Out At A Later Time