How to automate personalized cold email campaigns in Scaledmail step by step

If you’ve ever tried sending cold emails by hand, you know how quickly it turns into a mind-numbing slog. But just blasting out generic messages isn’t much better—people can spot a mail merge from a mile away. This guide is for people who want to automate cold outreach and keep it personal, using Scaledmail. Whether you’re a founder, a salesperson, or just someone tired of copying and pasting, here’s how to actually set up automated, personalized campaigns that don’t end up in the trash.

Step 1: Get Your List—and Make Sure It’s Not Garbage

You can’t automate personalization if your list is a mess. Before you even touch Scaledmail, get your contacts in order.

  • Build a targeted list. Use LinkedIn, Apollo, ZoomInfo, scraping, or whatever works for you. Just don’t buy random lists off sketchy sites. That’s how you get spam complaints.
  • Collect real data. The more info you have (first name, company, job title, recent news), the more personal you can get.
  • Clean it up. Remove duplicates, fill in missing info, and definitely check for outdated emails. Use something like NeverBounce or ZeroBounce.

What to ignore: Don’t get sucked into “enriching” your list with 20 columns of data you’ll never use. More data ≠ more replies.

Step 2: Prep Your Data for Personalization

Scaledmail needs a spreadsheet (CSV or Excel) with your contact data. Here’s how to get it right:

  • Columns matter. Each column should be a variable you might use: First Name, Company, Job Title, even Recent News.
  • No weird formatting. Keep emails and names clean—no extra spaces, no weird punctuation.
  • Test a few rows. Before you upload a giant file, try 5-10 rows to make sure everything lines up.

Pro tip: Add a column for “Custom Line”—something unique about each contact. Even if it’s just a sentence, this is what turns generic emails into actual conversations.

Step 3: Connect Your Email Account

You need to send from your real email address, not a “noreply” or burner account. Scaledmail supports Gmail, Outlook, and most custom SMTP providers.

  • Use a real account. Don’t use your main company domain if you’re sending volume—get a domain variation (e.g., yourcompany.co instead of .com) to protect your main reputation.
  • Warm up the account. If it’s a new inbox, “warm it up” by sending a few emails per day for a week or two. There are tools for this, but even just emailing colleagues helps.

What to ignore: Don’t bother with fancy “sending pools” or randomizing dozens of accounts unless you’re sending thousands per day. For most, one or two warmed-up inboxes is enough.

Step 4: Craft Your Email Templates (Don’t Overthink It)

This is where most people freeze. The trick: simple, short, and only as personalized as your data allows.

  • Write like a human. If your email sounds like a robot, it’ll get ignored. Use contractions, keep it casual, and get to the point.
  • Use variables. Scaledmail lets you insert variables like {First Name} or {Company} anywhere in your template. Double check your variable names—they have to match your spreadsheet columns.
  • Add a “custom line.” If you included a Custom Line column, drop {Custom Line} somewhere in the email. This is the secret sauce.

Example template:

Subject: Quick question for {First Name} at {Company}

Hi {First Name},

Saw that {Company} recently {Recent News}. Thought this might be relevant: {Custom Line}

Are you the right person to talk to about [your offer]?

What to ignore: Don’t waste time on fake urgency (“limited spots!”) or over-the-top flattery. People see right through it.

Step 5: Set Up Your Campaign in Scaledmail

Here’s the basic flow in Scaledmail:

  1. Create a new campaign.
  2. Upload your CSV. Scaledmail will show you a preview—make sure the columns and variables match.
  3. Choose your sender email. Pick the account you connected earlier.
  4. Paste your template. Scaledmail should highlight variables it sees—if something’s red, it’s probably a typo.
  5. Set sending limits. Don’t send more than 50-100 emails per day per inbox. More than that, and you’ll get flagged as spam.

Pro tip: Turn on email tracking (opens/clicks) if you want, but don’t obsess over it. Focus on replies, not vanity metrics.

Step 6: Add Follow-Ups (But Don’t Be Annoying)

Most replies come from polite, short follow-ups, not the first email. Here’s how to do it without being a pest:

  • Wait a few days. 2-5 days is normal between follow-ups.
  • Keep it short. A one-liner is fine (“Just bumping this in case you missed it.”).
  • Personalize if possible. Reference the custom line or ask a simple question.

Scaledmail lets you set up automatic follow-ups that stop if someone replies. Use this, but don’t go past 2-3 follow-ups—after that, you’re just annoying people.

Step 7: Test Everything—Seriously

Before you hit “Send” on hundreds of emails:

  • Send test emails to yourself. Check personalization, formatting, and links.
  • Spot-check your list. Make sure no variables are missing. Nothing looks worse than “Hi ,” or “Saw that recently .”
  • Double-check your sending limits. Accidentally sending 500 emails from a new account is a fast way to get blacklisted.

What to ignore: Fancy “A/B tests” or spinning up dozens of template variations. Focus on not breaking things first.

Step 8: Hit Send—and Watch for Real Replies

Once you’re confident, start the campaign. But don’t just walk away:

  • Monitor responses. The whole point is to get real conversations, not just opens.
  • Reply quickly. If someone writes back, answer ASAP. Automated follow-ups should stop for anyone who replies, but always double check.
  • Pause if you see issues. If you get a lot of bounces or angry replies, pause and check your list.

Step 9: Learn and Iterate (But Don’t Chase Perfection)

The best campaigns get a 10-20% reply rate. If you’re way below that, tweak:

  • Subject lines. If no one’s opening, try something less “salesy.”
  • Custom lines. If replies are generic, add more specific info.
  • Timing. Sending at odd hours? Try normal business times.

But don’t obsess. You’ll never get it perfect. The biggest wins come from a better list and a real-sounding message, not endless template tweaks.

Quick Recap

  • Good list > good copy. Don’t overthink the email if your list is bad.
  • Personal touches matter. Even one custom sentence can double your replies.
  • Start small, then scale. Test with a few dozen before going big.
  • Ignore the hype. Most “AI” email tools just mail merge with extra steps.

Final Thoughts

Automating personalized cold email isn’t rocket science, but it does take a little setup and a lot of common sense. Start simple, keep your messages human, and iterate as you go. Most people burn out by making things too complicated—don’t be that person. The best results come from doing the basics well, then improving one step at a time.