If you’re sending cold emails and getting crickets, you’re not alone. Most “personalized” sequences aren’t fooling anybody—and the reply rates prove it. This guide is for sales reps, founders, recruiters, and anyone using Mailreach to get real conversations started, not just fill up the “sent” folder.
Here’s how to cut through the noise and craft email sequences that actually get replies—without spending all day tweaking templates.
1. Get the Basics Right Before You Touch Mailreach
Before you even log in to Mailreach, make sure you’re not setting yourself up for failure. A fancy tool won’t fix a bad list or a generic message.
Check these first:
- Your targeting: Are you emailing people who’d actually care? If your list is just “anyone with a pulse,” you’ll get ignored.
- Your sender reputation: Sending from a brand new domain, or one with a sketchy past? Warm it up first. Mailreach can help, but don’t expect miracles overnight.
- Your offer: Is it clear, unique, and actually useful to your recipient? If not, rewrite it until it is.
Pro tip: Most cold email problems aren’t about tech—they’re about message, list, or both.
2. Map Out Your Sequence (Don’t Overcomplicate It)
Before hitting “new sequence,” sketch out your plan. More emails aren’t always better—think quality over quantity.
A solid sequence usually looks like:
- 1st email: Short, personal, clear ask.
- 1-2 follow-ups: Reference the first, add a new angle or value.
- Breakup email: A light nudge or a polite “last try.”
Keep in mind:
- Three to four emails per sequence is usually enough. If they don’t care after that, they’re not interested.
- Don’t send daily. Every 2-4 days is a safe bet. Give people breathing room.
3. Build Your Sequence in Mailreach
Now, open up Mailreach and let’s get practical.
a. Start a New Sequence
- Go to “Sequences” and hit “Create new.”
- Name it something you’ll actually recognize later.
b. Add Steps (Emails)
For each step, you’ll write your email (or choose a template). Keep these rules in mind:
- Keep it short: 3-5 sentences is plenty. Nobody wants an essay from a stranger.
- Personalize, but don’t fake it: Use {{first_name}}, {{company}}, etc.—but only if your data is clean. Otherwise, you risk “Hi ,” which screams automation.
- Avoid spammy words: “Free,” “guaranteed,” “act now”—these kill deliverability.
- One clear question or CTA per email: Don’t ask for a meeting and feedback and a referral all at once.
Example first email:
Subject: Quick question, {{first_name}}
Hi {{first_name}},
Saw you’re leading ops at {{company}}. Are you the person handling [specific area]?
If not, can you point me to the right contact?
Thanks,
[Your Name]
What works:
- Direct, not desperate.
- References something specific (if possible).
- Easy to reply.
c. Use Conditional Logic (But Don’t Get Lost in the Weeds)
Mailreach lets you add conditions (e.g., only send follow-up if they didn’t open). This can help, but don’t overthink it. Most reply-boosting gains come from better targeting and copy, not fancy logic.
When to use it:
- If you want to stop the sequence when someone replies or clicks.
- If you want to skip a step for certain segments.
When to skip it:
- If you’re new to cold email or your list is under 5,000. Keep it simple.
4. Personalization: How Much Is Enough?
This is where most people go wrong—either too little (“Hey, [name]!”) or way too much (creepy LinkedIn stalking).
The sweet spot:
- Use merge tags for basics: {{first_name}}, {{company}}, maybe {{job_title}}.
- Reference something relevant to their business/role, not their pet’s name or last vacation.
- If you’re using custom fields, check for blanks! Nothing tanks credibility faster than “Hi , I loved your work at .”
Pro tip:
A quick, real compliment or observation (“Saw your team just launched X”) beats a generic “hope you’re well” every time.
5. Set Up Sending: Timing, Volume, and Deliverability
Mailreach can automate a lot, but you still have to avoid rookie mistakes.
Set reasonable sending limits:
- Don’t blast 500 emails on day one. Start slow—50-100 per day, per inbox, ramping up if your open/reply rates look good.
- Use Mailreach’s “warm-up” features if your domain is new or coming out of cold storage.
Timing tips:
- Weekday mornings (9-11am local time) tend to perform best, but the difference isn’t huge. Avoid weekends.
- Stagger your sends—Mailreach can randomize send times so you don’t look like a bot.
Deliverability basics:
- Use plain text, not heavy HTML.
- Test with a seed list before going live.
- If you see lots of bounces or spam flags, pause and investigate—don’t just keep sending.
6. Track Replies—and Don’t Waste Time on Vanity Metrics
Mailreach gives you a lot of data: opens, clicks, replies, bounces. Only one metric really matters: replies (especially positive ones).
Ignore:
- Open rates (Apple Mail privacy makes these unreliable anyway).
- Clicks, unless you’re selling something that requires a click.
Focus on:
- Reply rate (total replies / emails sent).
- Positive reply rate (actual interest, not “unsubscribe me”).
Pro tip:
Label replies in Mailreach so you can separate “not interested” from real leads. This helps you learn what’s working and what’s not.
7. Test, Refine, and Don’t Fall for the “Secret Formula”
You’ll read endless advice on “the perfect subject line” or “magic personalization hacks.” Most of it’s recycled or just wrong for your list.
What actually moves the needle:
- Test one change at a time (subject, message, timing).
- Compare reply rates, not just opens.
- Ask for feedback from real people—send test emails to friends or colleagues.
Skip:
- Weird “pattern break” tricks (e.g., sending memes, fake calendar invites).
- Overly aggressive or guilt-trippy breakup emails (“I guess you’re not interested in growth?”).
8. What to Ignore (Seriously)
Here’s what not to obsess over:
- Endless A/B testing for tiny tweaks.
- Buying “verified” lists from sketchy sources.
- Overcomplicating segmentation.
- Parroting whatever the latest LinkedIn “growth hacker” is peddling.
Stick to the basics: a good list, a clear message, and real personalization.
Keep It Simple and Iterate
The best Mailreach sequences don’t rely on tricks—they respect people’s time and make it easy to say yes (or no). Start simple, measure real replies, and tweak as you go. The more you overthink it, the less human your emails sound. Focus on being real, and the replies will follow.