How to automate handwritten notes with Scribeless for B2B lead nurturing

Let’s face it: most B2B sales emails go straight to the trash. If you want to actually get noticed, you’ve got to do something different. Handwritten notes work—they feel personal and people don't expect them. But hand-writing them yourself? Life’s too short. That’s where automating the process comes in.

If you’re looking to add a human touch to your lead nurturing without spending hours hunched over a desk, this guide is for you. I’ll walk you through using Scribeless, a service that automates handwritten notes so they actually look and feel real, not like something spit out by a printer.

Let’s break it down, step by step.

1. Why Bother With Handwritten Notes in B2B?

Before you dive in, let’s be honest: handwritten notes aren’t magic. They won’t fix a bad product or a terrible sales pitch. But they do get opened more often than emails, and you don’t need hundreds to make an impact. Here’s when they’re actually useful:

Breaking through cold outreach fatigue: People ignore yet another “just checking in” email. A physical note? That’s different.
Reactivating stale leads: A handwritten note can be the nudge your old prospects need.
Thanking new customers: It shows actual effort—even though you’re automating it.
Inviting decision-makers to events: Gets more attention than a calendar invite.

Don’t waste these on giant, untargeted lists. Use them where a personal touch matters.

2. What Is Scribeless and How Does It Work?

Scribeless is basically “robots with good penmanship.” You type your message, pick a handwriting style, and they use real pens and paper to create notes that look like you wrote them. You can even upload your own handwriting, if you want to go full-on undercover.

No, it’s not just a fancy font: They use machines that actually write with ink. The result fools most folks.
You can customize everything: Message, paper, envelope, even inserts if you want to include a business card or promo.
It’s all handled for you: You don’t lick a single envelope.

There are alternatives, but most either look fake, cost a fortune, or don’t handle the whole process end to end. Scribeless is pretty much plug-and-play.

3. Laying the Groundwork

Before you start firing off notes, take a minute to get organized:

Define your goals: Are you trying to book meetings? Say thanks? Re-engage lost leads? Each goal needs a different message.
Build a clean list: Garbage in, garbage out. Only include people who will actually care about a physical note.
Get addresses: This is usually the hardest part. Ask your sales team, check your CRM, or use a data provider. Don’t just guess.
Decide on timing: Are you sending these after a demo? Post-sale? As a follow-up to a call? Map it out.

Pro tip: Start small. Test with 20-50 notes before you blast a whole region or account list.

4. Crafting Messages That Don’t Sound Like a Robot Wrote Them

Automation is great, but if your note sounds stiff, it’s a waste. Here’s how to write a message that feels like a human wrote it:

Keep it short: Nobody wants a novel. Three or four genuine sentences is plenty.
Make it specific: Reference something relevant—“I enjoyed our chat about your expansion plans,” not “Thank you for your time.”
Ditch the sales pitch: You’re not closing the deal in a postcard. The note is to open doors, not to sell.
Use merge tags, but carefully: Personalize with the recipient’s name, company, or a project. Don’t overdo it or it’ll sound weird.
Test on yourself: Would this make you smile, or roll your eyes? If it’s the latter, rewrite it.

Examples:

Hi Sarah,
I really appreciated you sharing how Acme is tackling remote onboarding. Hope this note brightens your day a bit—let’s keep in touch!
—John

Hey Mike,
Thanks for the call yesterday. If you ever want to swap stories about scaling sales teams, let me know.
Cheers,
John

5. Setting Up Scribeless for Automation

Here’s the nuts and bolts. You’ll need a Scribeless account—no surprise there.

Step 1: Create Your Account and Project

Sign up and log in.
Start a new “campaign” or “project” (the wording may change, but you’ll find it).
Name your campaign something you’ll recognize later.

Step 2: Choose Handwriting and Note Style

Pick a handwriting style—choose one that feels natural. Avoid anything that looks like a child or an old-timey scribe.
Select the paper type, size, and any extras like your logo or a business card insert.

Step 3: Upload Your List

Prepare a CSV with columns for name, address, and any personalization fields (company, recent interaction, etc.).
Double-check addresses—bad data means wasted money.

Step 4: Write Your Message Template

Use merge fields for personal touches (e.g., “Hi {{first_name}},”).
Paste in your final, tested message.
Have someone else read it for tone and typos.

Step 5: Set Sending Options

Choose when the notes go out—immediately or scheduled.
If you’re integrating with your CRM or marketing automation platform, set up that connection now. Scribeless supports Zapier, HubSpot, Salesforce, etc.

Step 6: Preview and Approve

Scribeless lets you preview a digital version. If you want, order a single test note sent to yourself first. (Recommended.)
Approve the batch once you’re happy.

Step 7: Track Deliveries and Responses

Scribeless will update you on what’s sent and when.
Set a reminder to follow up—don’t just let the notes go out and hope for the best.

6. Integrating With Your Existing Workflows

Automation is pointless if you have to babysit it. Here’s how to plug Scribeless into what you’re already doing:

CRM integration: Connect Scribeless so new leads or key touchpoints trigger a note automatically.
Zapier: Set up Zaps that fire off a note after a deal moves to a certain stage or a demo’s booked.
Marketing automation: Use it for post-event follow-ups or customer anniversaries.
Sales enablement: Arm your team with a “send note” button in their workflow.

Don’t overcomplicate it: Start with one or two triggers. If you try to automate everything, you’ll end up with messes to clean up later.

7. What to Watch Out For (And What to Ignore)

Let’s talk about where things can go sideways:

Bad data kills ROI: If your addresses are out of date or you’re mailing to the wrong people, you’re burning cash.
Oversending: Sending too many notes too often is just as bad as spamming with email.
Fake personalization: If your “personalized” note says “Hi {{first_name}}” but nothing else, people notice. Real personalization matters.
Expectations: Don’t assume a handwritten note means the deal is done. It just opens a door.

Ignore the hype: This isn’t going to “10x your pipeline overnight.” It’s a tool—use it well, and it helps. Use it poorly, and it’s just expensive junk mail.

8. Measuring Results

You need to know if it’s working:

Track replies and meeting bookings: Are you getting more callbacks or responses after sending notes?
Ask recipients: When you get someone on the phone, ask if they got the note. You’ll be surprised how often it stands out.
Compare cohorts: Did the folks who got notes move faster or further in the sales process?
Calculate cost per response: Is this cheaper than other channels? Sometimes it is, sometimes it isn’t.

Don’t obsess over vanity metrics. One meeting with the right decision-maker is worth a hundred unopened emails.

9. Pro Tips (From People Who’ve Done This)

Handwrite your own message once and scan it: Scribeless can mimic your handwriting for a truly “you” feel.
Use colored ink sparingly: Black or blue looks most natural. Red starts to look like a teacher marking homework.
Mix channels: Follow up a handwritten note with a call or email—mention the note to jog their memory.
Don’t rely on this alone: It’s a supplement, not a replacement for real conversation.

Keep It Simple (And Don’t Overthink It)

Automating handwritten notes isn’t complicated, and you don’t need to turn it into a project management nightmare. Start with one list, one message, and see how people react. You can always refine later.

If you get stuck, remember: the goal is to make people feel like you actually care—not to game the system. Keep it real, keep it relevant, and don’t be afraid to try something new. That’s how you actually stand out.