So you need to get real replies from cold outbound emails, not just send a bunch of noise? Good. This guide is for folks who are tired of “best practices” that don’t work and want a clear, honest walkthrough of building email sequences in Vocal that actually deliver. Whether you’re in sales, recruiting, or running your own hustle, you’ll find practical steps here—along with what’s worth your time (and what isn’t).
Let’s get straight to it.
Step 1: Get Your List Right (Yes, Before You Touch Vocal)
It doesn’t matter how slick your sequence is if you’re emailing the wrong people. Spend time here:
- Build a targeted list. Use LinkedIn, your CRM, or even company websites to find contacts that actually match your ideal customer profile.
- Double-check your data. Missing first names, wrong companies, or dead emails make you look sloppy. Use a verification tool if you can.
- Be picky. Ten good contacts are better than a hundred random ones.
Pro tip: If you have to ask, “Will this person care about my email?”—the answer is probably no.
Step 2: Map Out Your Sequence Before You Build It
Don’t jump into Vocal and start typing. Know what you want to say, and when.
- Decide how many touches. Most outbound campaigns work best with 3–5 emails, spaced a few days apart.
- Plan your angle for each email:
- Email 1: Short intro—why you’re reaching out, what’s in it for them.
- Email 2: A gentle reminder, maybe a new angle or social proof.
- Email 3: Final nudge—quick ask, low pressure.
- Don’t overthink “clever” copy. Clear > clever. If your sequence sounds like a robot or a hard sell, trim it back.
What to skip: Templates that sound like everyone else’s (“Just bumping this to the top of your inbox!”). They’re ignored for a reason.
Step 3: Build Your Sequence in Vocal
Now you’re ready to open Vocal. Here’s how to actually set up your sequence:
- Create a new sequence. In the dashboard, look for “Sequences” or “Campaigns” and start a new one.
- Add your steps. For each email, you’ll:
- Set the delay (how many days after the last email).
- Write your message (more on that next).
- Decide on stops—do you want to pause the sequence if someone replies?
- Personalization tags. Use Vocal’s merge fields (like {{first_name}} or {{company}}) to personalize each email. But don’t overdo it—forced personalization is obvious.
Pro tip: Write your emails in a separate doc first. Vocal’s editor is fine, but it’s easier to spot mistakes outside the tool.
Step 4: Write Emails That Don’t Suck
Here’s the blunt truth: Most outbound emails are ignored because they’re too long, too generic, or too needy. Here’s how to avoid that trap:
- Subject lines: Keep them short and specific. “Quick question” beats “Exciting opportunity for [company]!”
- First line: Get to the point. If you can’t explain why you’re reaching out in one sentence, rethink your pitch.
- Body:
- Focus on them, not you.
- One ask per email. Don’t list five things.
- Two or three sentences is enough for a first touch.
- Signature: Keep it simple—your name, company, and maybe a link. Nobody cares about your calendar link in the first email.
What works:
- Referencing something specific about their company (if you can do it honestly).
- Being direct about why you’re reaching out.
What doesn’t:
- Gimmicks (“Did my email get stuck in your spam folder?”)
- False urgency (“Last chance to book a call!” when it’s the first time you’ve contacted them.)
Step 5: Scheduling, Throttling, and Deliverability
A sequence is only as good as its deliverability. Some basics:
- Warm up your sending domain. If this is a new email account or domain, send a few manual emails first. Don’t blast 500 emails on day one.
- Throttle your sends. Vocal lets you control how many emails go out per day. Start slow—no more than 50-100 per day per sender.
- Use plain formatting. Avoid lots of images or weird fonts. Looks more human, lands in the inbox more often.
- Monitor bounces and replies. High bounce rates kill deliverability. Remove bad emails as soon as you see them.
Pro tip: If your open rate drops below 30%, something’s wrong. Pause and fix it before sending more.
Step 6: Test, Track, and Iterate
Don’t set your sequence and forget it. Vocal gives you stats—use them.
- Track opens and replies. If email 2 gets ignored, rewrite it or change the timing.
- A/B test (carefully). Try different subject lines or calls to action, but don’t run 10 tests at once.
- Adjust based on real results. If everyone replies after the first email, you don’t need five follow-ups.
What to ignore: Vanity metrics like “link clicks” if your only goal is a reply. Focus on what matters—responses.
Step 7: Handle Replies Like a Human
When someone responds, that’s the ballgame. Don’t blow it:
- Reply fast. Even if it’s just, “Thanks, I’ll get back to you soon.”
- Be helpful, not pushy. Answer their actual questions. Don’t copy-paste your pitch again.
- Update your sequence. Mark them as “replied” in Vocal so you don’t keep emailing them.
Quick Tips to Avoid Rookie Mistakes
- Don’t CC or BCC people. Send one-to-one emails.
- Don’t use “RE:” in your subject to fake a thread. It’s a trust killer.
- Don’t forget to check your sending limits and SPF/DKIM records (your IT person will know what this means, or search it).
Keep It Simple and Iterate
There’s no magic bullet for cold email, but you don’t need one. Start with a simple sequence, send to a small list, and improve as you go. Most of the “advanced” features in tools like Vocal are nice-to-haves, not must-haves.
If you’re not getting replies, don’t send more emails—send better ones. Keep your list tight, your message clear, and don’t be afraid to experiment. That’s how you’ll actually get somewhere.