B2B outreach is tough. You’re not just fighting for inbox space—you’re up against every other salesperson who thinks “quick question” is a clever subject line. If you’re using Hothawk to build custom outreach sequences, you’re already ahead of the game. But just having the tool isn’t enough. It’s how you use it that matters.
This guide is for anyone who wants real, working advice on sequencing in Hothawk—no fluff, no empty promises. Let’s get into the tactics that’ll save you time, protect your sender reputation, and (maybe) get you actual replies.
Step 1: Get Your List Right—Don’t Spam Strangers
Before you even open Hothawk, check your list. Seriously. The best sequence in the world won’t help if you’re messaging the wrong people.
What works: - Narrow your audience: Target by role, company size, or industry. Don’t just blast “decision makers.” - Personalize where it counts: A field like “Industry” or “Recent news about their company” can make your outreach feel more human.
What doesn’t: - Purchased lists: Most are junk, full of outdated info and spam traps. You’ll burn your domain fast. - “Spray and pray”: If your message could go to anyone, it’ll resonate with no one.
Pro tip: Spend as much time cleaning your list as you do writing your emails. Bad lists are why most outreach fails.
Step 2: Map Out Your Sequence Before Building
It’s tempting to just start writing emails in Hothawk, but resist. First, sketch your sequence on paper (or in a doc). Decide:
- How many steps? Typically, 3–5 is enough. More, and you risk being the annoying one.
- What channels? Hothawk supports email and sometimes LinkedIn or phone steps—don’t overcomplicate, but multi-channel can work.
- Cadence: Space your messages 2–4 days apart. Daily emails are a fast track to “mark as spam.”
Sample sequence outline: 1. Initial email (short, focused) 2. Quick follow-up (reply to your first email, not a new thread) 3. LinkedIn connect or brief call attempt (optional) 4. Breakup email (“Should I close your file?”)
What to ignore: “Best practice” templates that cram in seven steps. Most people tune out after the third touch.
Step 3: Write Like a Human (Especially in Hothawk Templates)
If your email reads like a robot wrote it, it’ll get deleted like spam. Hothawk’s template system is powerful, but don’t abuse mail merge fields.
What works: - Short, conversational emails: Under 100 words is best. - One clear ask: Don’t overload with links or requests. - Custom fields: Use them for things you actually know (like “Congrats on the funding!”), not just {FirstName}.
What doesn’t: - Generic intros: “I hope this email finds you well…” Nobody talks like that. - Overused pitch lines: “We help companies like yours…” Be specific or be ignored. - AI-generated walls of text: If you use AI to draft, edit it heavily. People can tell.
Pro tip: Read your email out loud. If you cringe, so will they.
Step 4: Build Your Sequence in Hothawk
Now, finally, open Hothawk and build your sequence. Here’s how to do it without making a mess:
- Create a new sequence: Name it something specific (“Q3 HR Tech Outreach,” not “Sequence 1”).
- Add your steps: Plug in the emails you drafted. For follow-ups, always reply to the last thread—don’t start new chains.
- Set delays: 2–4 days between steps. Hothawk lets you fine-tune—use it.
- Insert custom fields carefully: If you’re not 100% sure the field is filled, add fallback text or leave it out.
- Preview every email: Hothawk’s preview tool is your friend. Spot-check with real data.
What to watch out for: - Broken merge fields: Nothing screams “automation” like “Hi {FirstName},”. - Sending too fast: Hothawk can send fast, but don’t blast hundreds at once if your domain is new.
Pro tip: Always send a test sequence to yourself (and a colleague, if you can). Catch mistakes before prospects do.
Step 5: Warm Up Your Sending Domain (If Needed)
If you’re using a new email domain, warm it up. Hothawk can send, but your deliverability depends on your domain’s reputation.
Do: - Start with small batches (20–30 per day), even if Hothawk allows more. - Gradually increase over a few weeks. - Make sure your DNS records (SPF, DKIM, DMARC) are set up properly.
Don’t: - Send to a huge list on day one. You’ll end up in spam, or worse, on a blocklist.
Pro tip: Use Hothawk’s built-in deliverability tools, but don’t trust them blindly. Monitor your real open/reply rates.
Step 6: Monitor, Tweak, and Don’t Obsess Over Vanity Metrics
You’ve launched your sequence. Now what? Don’t just stare at open rates.
What matters: - Replies: That’s your real metric. Opens can be unreliable due to privacy features. - Positive responses: Are people actually interested, or just telling you to go away? - Unsubscribes/spam complaints: Keep these low, or your sending will suffer.
What doesn’t: - Click rates (unless you’re selling webinars): For most B2B, the reply is the goal. - A/B testing every word: Start simple. Tweak only when you have enough data.
Pro tip: If 80% of your replies are negative, it’s your message or your list. Not the tool.
Step 7: Respect the Opt-Out (and Your Prospects’ Time)
Hothawk makes it easy to manage opt-outs. Use it.
- Always include an easy way to unsubscribe.
- If someone asks to be removed, do it—immediately.
- Don’t try to “win them back” with more emails.
Pro tip: A clean list is more valuable than a big one.
What to Skip (Common Pitfalls in Hothawk Outreach)
- Over-automation: Just because you can automate every step, doesn’t mean you should. Review your sends.
- Chasing “best time to send” myths: Tuesday at 10am isn’t magic. Focus on your audience, not the clock.
- Ignoring replies: If you get a response, stop the sequence. Hothawk can automate this—set it up.
Keep It Simple, Iterate, and Don’t Sweat Perfection
Outreach is a moving target. The best Hothawk users keep things simple at first, then tweak based on real replies. Don’t get paralyzed by options or chase trends. Start with a solid list, write like a person, and let your results guide you.
Most importantly: don’t treat your prospects like data points. The more human you are, the better your chances. Good luck out there.