If you’ve got a B2B contact list, you know the real work starts after you collect the emails. Sending the same pitch to everyone? That’s the fastest way to get ignored—or marked as spam. This guide is for anyone who wants to actually get replies by segmenting their contacts smartly in Verifymagically.
We’ll skip the fluff, get into what matters, and call out what’s a waste of time. Whether you’re in sales, marketing, or just trying to keep your boss happy, read on.
Why bother segmenting at all?
Let’s be blunt: Sending generic outreach isn’t just lazy, it doesn’t work. People ignore irrelevant emails, and your sender reputation tanks if you keep blasting everyone. Segmentation lets you:
- Send messages people actually care about.
- Avoid spam traps and hard bounces.
- Get better open and reply rates.
- Stop annoying everyone.
Verifymagically makes it easy to clean your list, but segmentation is on you. The tool can’t read your mind—so let’s break down how to set this up the right way.
Step 1: Clean your contact data first (seriously, don’t skip this)
Before you start slicing and dicing your list, make sure your data isn’t garbage. Even the best segmentation is useless if you’re sending to old, fake, or duplicate contacts.
What works: - Use Verifymagically’s verification to weed out invalid, disposable, or catch-all emails. - Remove obvious junk: test@, info@, or outdated domains. - Consolidate duplicates. Pick the most recent or complete record.
What doesn’t: - Thinking data “should be fine” if you just bought it. - Skipping this step to save time. You’ll waste more time later.
Pro tip: Don’t trust CSVs from random sources. If you wouldn’t email them from your personal account, don’t put them in your list.
Step 2: Decide what actually matters for your outreach
Not every field in your CRM or spreadsheet is useful. Segmenting just because you can is a trap. Focus on what changes your message.
Common segmentation fields that actually matter:
- Industry/vertical: Tech, finance, healthcare, etc.
- Company size: Solo, SMB, enterprise.
- Job title or role: C-suite, managers, hands-on users.
- Location: Useful if you sell regionally or have compliance needs.
- Tech stack: If you’re selling a tool or integration.
What to ignore: - Overly granular stuff like favorite color, unless you’re selling office paint. - “Lead score” from sketchy sources. - Vague tags like “engaged” unless you know what it means.
Pro tip: If you can’t write a different, relevant email to a segment, it’s not a real segment.
Step 3: Tag and group contacts inside Verifymagically
Once you know your segments, use Verifymagically’s list tools to actually tag or group them. Otherwise, you’ll end up with a mess of spreadsheets and no way to automate anything.
How to do it:
- Import your cleaned list: Use the CSV upload or integrations. Map your fields carefully.
- Create meaningful tags or custom fields: For example, “Industry: SaaS” or “Size: 100-500.”
- Group contacts: Use smart lists or filters to save these segments for future campaigns.
What works: - Keeping tags consistent (don’t use “healthcare” and “Health Care”). - Using as few tags as you can get away with.
What doesn’t: - Manually changing tags for every contact. Automate or bulk edit whenever possible. - Relying only on default fields—custom ones can save your sanity if you have a niche market.
Step 4: Build outreach campaigns tailored to segments
Now that segments are real, use them. The point isn’t just to change a name in the email—it’s to change the message.
How to approach it:
- Write emails for each segment: What are their pain points, and how does your offer fix them?
- Personalize beyond the basics: “Hi {FirstName}” isn’t personalization. Reference their industry, recent news, or a relevant problem.
- Test and tweak: Don’t overthink—ship a version, see what works, and adjust.
What works: - Short, direct emails focused on a single ask. - Referencing something specific to their segment (“I work with a lot of SaaS founders who…”).
What doesn’t: - Overly clever merges (“Hi {FirstName}, as a {Title} at {Company}, you must be busy…”). People spot mail merges a mile away. - Copy-pasting the same email and changing one line.
Pro tip: If you can’t explain what’s different about your message to each segment, you haven’t segmented well enough.
Step 5: Automate, but don’t set-and-forget
Automation is great—until it’s not. Verifymagically can send sequences and track replies, but don’t go on autopilot forever.
What works: - Setting up drip campaigns for each segment. - Using reply and open data to refine or kill underperforming segments.
What doesn’t: - Letting a broken sequence run for months. - Ignoring negative signals (unsubscribes, spam complaints).
Pro tip: Review your segments and results monthly. It’s not glamorous, but it keeps your list healthy and your outreach relevant.
Step 6: Keep it simple and stay skeptical
Marketers love to overcomplicate things. Don’t fall for it. Start with a few clear segments. Ignore “best practices” that don’t fit your business. Iterate based on results, not on what some blog said.
- Don’t chase every new field. Stick to what drives different conversations.
- Audit your segments regularly. Merge or kill segments that aren’t working.
- Don’t let tools drive your strategy. Use Verifymagically to support your plan, not the other way around.
The bottom line
Segmenting B2B contacts in Verifymagically isn’t magic—it’s mostly common sense and a bit of grunt work up front. Clean your data, pick segments that matter, and keep your process lean. Ignore the hype, watch your results, and tweak as you go. The simpler you keep it, the better your outreach will perform.