If you’re sending outbound emails and not getting replies, you’re not alone. Most cold outreach gets deleted, ignored, or marked as spam—because it’s generic, off-target, or just plain weird. If you want to actually break through, you need to get specific about who you’re reaching out to and why. This guide is for anyone who wants to use Warmly data to make outbound emails less annoying (and more effective).
Why bother with Warmly data?
Here’s the deal: you can scrape LinkedIn, buy a list, or guess who’s visiting your site—but most of that data is vague or outdated. Warmly, in plain English, helps you see who’s hitting your site, what they’re interested in, and what company they’re from (even if they never fill out a form). That means you can stop guessing and start writing emails that actually make sense for the person on the other end.
But, let’s set expectations: Warmly isn’t a magic bullet. It won’t write great emails for you, and it won’t fix a broken value prop. But if you use the data right, you can stop sending “just checking in” to random strangers and start sending relevant messages to people who might actually care.
Step 1: Set up Warmly the right way
Before you start blasting out emails, make sure you’re tracking the right things.
- Install the script. If you haven’t already, get the Warmly pixel or script on your site. This is what lets you see who’s visiting.
- Check your integrations. Warmly has native connections with some CRMs and email tools. Hook these up if you want to see data in your workflow.
- Define what matters. Decide which pages and behaviors actually signal intent (not just your homepage—think pricing, demo, or feature pages).
Pro tip: Don’t track everything just because you can. Focus on pages that show real buying interest.
Step 2: Identify high-intent visitors
Not every visitor is worth your time. Here’s how to separate signal from noise.
- Filter by company size and industry. If SMBs aren’t your target, don’t waste time on them. Use Warmly filters to narrow down.
- Look at behavior, not just visits. Did someone check your pricing page twice in one week? Way more interesting than a one-second bounce.
- Score your leads. Give more weight to actions like downloading a whitepaper or visiting multiple product pages.
What to ignore: Don’t get distracted by vanity metrics like “time on site” if they’re not tied to buying signals.
Step 3: Research before you write
Here’s where most people mess up—they see a company name in Warmly and blast an email to anyone they can find from that org. Don’t.
- Find the right person. Just because Acme Corp visited doesn’t mean the random engineer is buying. Use LinkedIn or your CRM to find the likely decision-maker.
- Double-check relevance. Did the visitor look at features that matter to that role? For example, a Head of Ops cares about different things than a Marketing Manager.
- Use the visit data for context. Warmly tells you which pages were viewed. That’s your opening to make a relevant intro.
Pro tip: If you can’t confidently map a page visit to a real pain point for the contact, don’t reach out yet.
Step 4: Personalize your outreach (but don’t get creepy)
Personalization is not “Hi {{FirstName}}, saw you’re based in San Francisco!” That’s lazy and everyone sees through it. Instead:
- Reference the actual behavior. “I noticed someone from Acme checked out our pricing page and our integrations doc—usually that means you’re comparing options.”
- Tie it to their role. “As a Head of Ops, you’re probably weighing integration headaches. Here’s how we solve that for teams like yours.”
- Keep it human. Write like you’d talk to a smart colleague, not like a robot. Skip the templates.
What doesn’t work: Overly cute or forced personalization (“I see you like hiking!”) based on their LinkedIn hobbies. Stay focused on real interest signals.
Step 5: Test your messaging (and track what works)
You’re going to get some things wrong. That’s fine. The key is to test, not just spray and pray.
- A/B test your emails. Try different subject lines, lengths, and openings. But don’t change everything at once or you’ll never know what worked.
- Track replies—not just opens. Open rates are a vanity metric with all the privacy changes these days. Focus on real conversations started.
- Document what you learn. Keep a simple spreadsheet or CRM notes on what messaging gets replies (and what bombs).
Pro tip: If you’re not getting replies, don’t blame Warmly. Rethink your offer and whether you’re actually solving a problem the contact cares about.
Step 6: Automate (just enough)
Automation is great until it makes you sound like a robot. Use it to save time, not to cut corners on relevance.
- Sync Warmly data with your email tool. This lets you trigger outreach based on real actions (e.g., “visited pricing page twice”).
- Set smart triggers. Don’t automatically email everyone who visits. Only trigger outreach when specific, high-intent actions happen.
- Limit batch sizes. Keep outreach small enough that you can still personalize meaningfully.
What to skip: Mass “just following up” sequences to everyone in your pipeline. That’s how you end up in spam folders.
Step 7: Respect the line between helpful and creepy
Just because you can see who’s visiting doesn’t mean you should act like a stalker.
- Be transparent if asked. If someone says “How did you know I was looking at your site?”, don’t dodge the question. Explain briefly and move on.
- Don’t over-personalize. Referencing very specific pages is fine if it’s relevant, but you don’t need to list every click. Keep it natural.
- Make opt-out easy. If someone’s not interested, back off gracefully.
What works, what doesn’t, and what to ignore
Works: - Using visit context to send relevant, timely outreach - Personalizing by role and company, not just by name - Keeping outreach short and conversational
Doesn’t work: - Guessing at intent based on a single homepage visit - Over-automating or mass-emailing everyone who shows up in Warmly - Relying on “just checking in” or generic templates
Ignore: - Vanity metrics like open rates or time on site (unless you have hard evidence they correlate with replies) - Hype about AI writing your emails for you—use tools to help, but don’t outsource your brain
Keep it simple, keep iterating
Outbound email is a grind. Using Warmly data can make it less painful and more productive, but only if you stay focused on real buying signals, keep your messaging tight, and don’t lose your human touch. Start small, see what works, and don’t be afraid to ditch what doesn’t. The best campaigns are the ones you actually learn from—so keep it simple and keep testing. Good luck.