If you’re running sales or marketing campaigns, you already know a single channel isn’t enough. Prospects ignore emails. Personalized notes get lost in the shuffle. But when you combine them—thoughtful, handwritten cards and well-timed emails—you get a response rate that’s hard to ignore. This guide breaks down how to sync Handwrite with your email marketing tools, so your multichannel outreach actually works, instead of becoming a tangled mess.
This isn’t about chasing the latest trend or stacking tools for the sake of it. It’s about getting real-world results—more replies, more meetings, and less wasted effort. If you’re a team that wants to add handwritten mail to your outreach without losing your mind, keep reading.
Why Multichannel Outreach Matters (But Can Get Messy)
On paper, combining email and handwritten notes sounds unbeatable. Emails are cheap and fast, handwritten cards are attention-grabbing. Together, they cover your bases. But here’s what usually happens:
- You send an email campaign.
- You send cards to some prospects, maybe a week later.
- You have no idea who got what, or when.
- You end up sending duplicate messages, or worse, missing people entirely.
The key to making multichannel work is coordination. That means syncing activities and data, so nothing slips through. It’s not about “automation for automation’s sake”—it’s about making the manual stuff (like handwritten notes) work with your digital tools, not against them.
Step 1: Map Your Outreach Workflow
Before you touch any software, get clear on your actual process. Don’t skip this. If you just start connecting tools without a plan, you’ll end up with a mess.
Ask yourself: - Who are you reaching out to? (New leads, warm prospects, customers?) - What’s the sequence? (Email first, then card? Or vice versa?) - What’s the trigger for each step? (Reply, no reply after X days, meeting booked?)
Pro tip: Draw this on paper or use a whiteboard. It doesn’t have to look pretty. The goal is to see your touchpoints lined up.
Example: 1. Day 1: Intro email 2. Day 3: No reply? Send a handwritten card. 3. Day 7: Follow-up email 4. Day 14: Last-chance email
If you’re sending bulk outreach, keep the number of steps manageable. More steps = more places things can break.
Step 2: Get Your Tools Ready
You’ll need: - Handwrite (for sending and tracking handwritten cards) - An email marketing tool (Mailchimp, HubSpot, ActiveCampaign, or whatever you use) - A way to connect them (Zapier, native integrations, or custom code)
What to ignore:
- Overcomplicating things with five tools just because they have “AI” in the name.
- “All-in-one” platforms that promise everything but deliver nothing well.
Pro tip: Start with what you already have. If your email tool has basic automation and you can export lists, you’re probably fine.
Step 3: Set Up Your Data Flow
This is where most folks trip up. Your email tool and Handwrite need to “talk” to each other, so you’re not sending the wrong message to the wrong person.
The basics:
- Centralize your contact list. Ideally, your CRM or email tool is your “source of truth.”
- Use tags or custom fields to track stages (e.g., “Card Sent,” “Replied,” “Meeting Booked”).
- Sync status updates between systems, so actions in one tool update the other.
How to connect them:
Option 1: Use Zapier or Make (formerly Integromat)
These tools connect Handwrite to most email platforms with minimal hassle.
Example Zap: - Trigger: “No reply after 3 days” in your email tool. - Action: Create a new Handwrite order for that contact. - Update: Add a “Card Sent” tag in your CRM.
Option 2: Native Integrations
Some email tools have built-in integrations with Handwrite or similar services. Check the integrations page—sometimes it’s just a toggle.
Option 3: Manual Export/Import
Not ideal, but doable if your volume is low. Export a CSV of contacts who didn’t reply, upload to Handwrite, and track manually.
Pro tip: Don’t overthink it. Most teams start with Zapier and only move to fancy integrations if they outgrow it.
Step 4: Build Your Multichannel Sequence
Now, put it all together. You want your emails and handwritten cards to feel like part of one conversation—not a scattershot of random messages.
Tips for building your sequence:
- Keep messaging consistent. Your card should reference the email, or vice versa.
- Space things out. Don’t send a card the same day as your first email—it looks automated (because it is).
- Personalize, but don’t overdo it. If you try to fake ultra-personalization at scale, people can tell. A simple, genuine message works.
Example sequence:
- Day 1: Intro email (“Hey, saw you’re working on X…”)
- Day 3: If no reply, trigger Handwrite to send a card (“Just following up—sent you a note in the mail too.”)
- Day 7: Email follow-up (“Hope my note arrived. Would love to chat if you’re interested.”)
- Day 14: Close out or move to nurture.
What to skip:
- Don’t send two handwritten cards in the same campaign. It’s overkill.
- Avoid generic “Just checking in” emails. Tie each step to your last touchpoint.
Step 5: Track Results and Iterate
This is the part most people forget. If you’re not measuring, you’re just guessing.
- Use tags/fields to track who got which touch.
- Log replies and meetings (manually if needed).
- Review the numbers: How many people replied after just email? After the card? After both?
What actually matters:
- Response rate (not just “opens”)
- Meetings booked
- Deals closed
If adding handwritten cards isn’t moving the needle after a few campaigns, adjust your copy, timing, or audience. Don’t keep dumping money into postage because “multi-touch is best practice.”
Pro tip: Simple Google Sheets tracking beats a fancy dashboard you never look at.
Common Pitfalls (And How to Dodge Them)
- Forgetting to update your lists: You send a card to someone who already replied. Awkward.
- Over-automating: If your outreach feels robotic, people will ignore it (or worse, get annoyed).
- Analysis paralysis: Waiting for “perfect” data flow before you launch. Just start with a basic sync and improve from there.
Wrapping Up: Keep It Simple, Improve as You Go
You don’t need a PhD in automation to sync Handwrite with your email tool and run multichannel outreach. Start with a clear workflow, connect the basics, and focus on what actually works for your audience. Watch your results, make small tweaks, and don’t fall for shiny new tools unless they solve a real problem.
Multichannel isn’t about doing more for the sake of it—it’s about making the right touches count. Get started, keep it simple, and let the data tell you what’s working.