If you’re tired of outreach advice that sounds like it came straight from a sales manual, you’re in the right place. This guide is for people who want to use Revreply to run smarter, more human B2B outreach sequences—and actually get responses, not just more emails lost in the void. Whether you’re a founder, a sales rep, or just the “outreach person” by default, let’s cut through the theory and get to what works.
Step 1: Get Your List Right (Don’t Rush This)
Before you even think about writing a single email, get your lead list dialed in. Outreach sequences don’t matter if you’re reaching out to the wrong people. Here’s what matters:
- Relevance over volume: Ten well-targeted leads beat 1,000 random ones every time.
- Decision makers: Titles matter, but so does context. Don’t waste time emailing generic “info@” addresses.
- Up-to-date info: Old data means bounces and wasted effort. Use reliable sources, and spot-check for accuracy.
What to ignore: Buying giant lead lists off the internet. They’re almost always out of date, and you’ll end up flagged as spam.
Pro tip: Build your own list using LinkedIn or industry directories, and keep it tight. Quality > quantity.
Step 2: Map Out Your Sequence
Revreply lets you build multi-step sequences, but more isn’t always better. Here’s a basic, effective structure:
- Initial email: Short, direct, and personalized.
- First follow-up (2–3 days later): A bump—think “just checking in.”
- Second follow-up (4–5 days later): Add a bit more context or value.
- Final nudge (7–10 days later): A polite close or “should I stop bugging you?” message.
You can add more steps, but after four, your chances of a reply drop off fast (unless you’re selling something truly unique).
What to focus on: - Spacing out your messages (don’t be a pest) - Varying your subject lines and content - Keeping it conversational—no one likes a robot
What to ignore: Templates that look like marketing newsletters. Outreach emails should feel like 1-to-1 notes, not blasts.
Step 3: Write Emails That Sound Human
Revreply gives you merge fields and templates, but don’t let automation turn you into a robot. Here’s what works:
- Personalization: Use the person’s name, company, or something specific to them.
- Brevity: 4–6 sentences, tops. Long emails get deleted.
- Value, not fluff: Why should they care? Get to the point in the first two lines.
- Clear call to action: “Are you the right person?” or “Any interest in a quick call?” works better than “Let’s discuss synergies.”
Sample initial email:
Subject: Quick question about [Their Company]
Hi [First Name],
I noticed [something relevant about their company]. I’m reaching out because I think [your solution] could help with [specific challenge]. Would you be open to a quick chat this week to see if there’s a fit?
Best, [Your Name]
What to ignore: Overly clever subject lines, jargon, or “tricks” that feel manipulative. People see right through them.
Pro tip: Read your email out loud. If it sounds weird, rewrite it.
Step 4: Set Up Your Sequence in Revreply
Now that you’ve got your list and emails ready, it’s time to use Revreply to build your sequence. Here’s the honest approach:
- Import your list: Double-check your CSV format and test with a small batch first.
- Create each step: Paste in your emails, set delays between them, and use merge fields for names/companies.
- Preview everything: Revreply’s preview is decent, but always send a test to yourself. Broken merge fields are embarrassing.
- Set sending limits: Don’t blast 500 emails at once. Start small—maybe 20–50 per day—until you see what lands in inboxes (and what bounces).
What to watch for: - If your open rates tank, your emails might be going to spam. Tweak your subject lines, and check your sending domain reputation. - If replies are low, revisit your message. Sometimes, less selling and more curiosity works wonders.
What not to bother with: Fancy graphics or HTML emails. Plain text works best for cold outreach.
Step 5: Handle Replies Like a Human
Automation is great until someone actually writes back. Don’t drop the ball here.
- Respond fast: Even a quick “Thanks, I’ll follow up soon” shows you’re real.
- Don’t argue: If someone says “not interested,” take them off your list and thank them for their time.
- Track outcomes: Use Revreply’s features or a spreadsheet—whatever works—to note who replied, who booked, and who said no.
Pro tip: Save good replies and objections. They’ll help you tweak your next sequence—or just remind you that people do, in fact, reply.
Step 6: Review, Tweak, and Repeat
No sequence works perfectly out of the gate. Outreach is about small, steady improvements.
- Open rates below 30%? Try different subject lines. Maybe your emails look spammy.
- No replies after two steps? Check your targeting and message. Maybe you’re pitching the wrong people—or the wrong problem.
- Getting lots of angry replies? Your sequence might be too aggressive. Pull back on the follow-ups.
What to ignore: Vanity metrics like “number of emails sent.” Focus on replies and booked calls, not just activity.
Pro tip: Change one thing at a time—subject, message, timing—then measure. Otherwise, you’ll never know what actually moved the needle.
A Few Myths (and Realities) About Outreach
Myth: “You need 8+ touchpoints to break through.”
Reality: If you’re emailing the right people with a clear message, 3–4 well-spaced emails are enough. After that, you’re just annoying.
Myth: “Personalization at scale is easy.”
Reality: The more you automate, the more generic you sound. A little real research goes a long way.
Myth: “Revreply will do it all for you.”
Reality: It’s a tool, not a silver bullet. The quality of your list and message matter way more.
Final Thoughts: Keep It Simple and Iterate
Outreach sequences don’t have to be complicated—or clever. The basics matter most: a good list, short and genuine emails, and a process you actually stick with. Use Revreply to handle the grunt work, but remember, results come from clear thinking and consistent action, not from the latest hack. Start small, pay attention to what works, and tweak as you go. That’s how you actually get replies (and maybe even some new customers).