If you’re running outbound campaigns—cold emails, direct mail, whatever—you know most of it gets ignored. You also know “personalization” is the magic word that’s supposed to fix this. But most personalization is just a mail merge with a first name. People can spot it a mile away.
This guide is for people who actually want to cut through the noise. I’ll walk you step by step through how to use Scribeless—a tool for sending real handwritten notes at scale—to make your outbound stand out, without spending your entire week writing with a pen. You’ll get honest advice on what works, what’s a waste of time, and how to avoid the usual cringe factor.
Why Bother With Handwritten Notes?
Before we get into the “how,” let’s deal with the “why.” Do handwritten notes actually work, or is this just another shiny object?
- People notice them. Physical mail is rare. Handwritten mail is basically extinct.
- It cuts through digital fatigue. Your prospects' inboxes are a graveyard, but their actual mailbox? Maybe two pieces of mail a day.
- It feels personal. Even if a robot wrote it, it looks like you cared enough to try.
But—and this is important—it only works if the note feels genuine. If it looks like a mass mailer, you’re back to square one.
Step 1: Decide Who Actually Deserves a Handwritten Touch
Not everyone on your list is worth the extra effort (or cost). Handwritten notes aren’t cheap, and sending 10,000 at once is a good way to get ignored and blow your budget.
Tips:
- Focus on high-value leads. That could be big accounts, warm prospects, or people who’ve gone cold but you know are a good fit.
- Don’t send handwritten notes to everyone in your CRM. That’s not personalization—it’s just expensive spam.
- If you’re not sure who’s high-value, start small. See what works before you scale up.
Step 2: Get Your Data Clean (or at Least Not Embarrassing)
Personalization is only as good as your data. If you misspell someone’s name or send a “Dear
Checklist:
- Double-check names, addresses, and company info.
- Make sure you have the right address (people move, companies change offices).
- If you’re using any merge fields (like company name, recent purchase, etc.), spot-check them for weirdness.
Pro tip: Run a small test batch to yourself and your coworkers. If anything looks off, fix it before you send to prospects.
Step 3: Write a Note That Doesn’t Sound Like a Robot
Here’s where most campaigns go wrong. If your note reads like a form letter, it’ll go straight in the trash.
What works:
- Keep it short. 3-5 sentences is plenty.
- Use plain language. “Hope this brightens your day!” beats “We wanted to connect to discuss synergies.”
- Reference something specific. (But don’t get creepy. “Saw your dog’s name is Muffin” is too much.)
- Handwritten notes are not the place to hard-sell. You’re opening a door, not slamming it with an offer.
What doesn’t:
- Over-the-top flattery (“You’re a thought leader!”)
- Generic sales pitches
- Notes longer than a postcard
Sample script:
Hi Sarah —
Saw your team is hiring for a new ops lead. Thought I’d reach out the old-fashioned way. If you’re open to a quick call, just let me know.
Best,
Alex
Feel free to steal and adapt. The main thing: don’t try too hard.
Step 4: Set Up Your Scribeless Account and Template
Time to actually use Scribeless. Here’s what you need to do:
- Sign up for an account. (Obvious, but worth saying.)
- Choose a handwriting style. Scribeless lets you pick from a bunch of realistic scripts. Pick one that fits your brand—but don’t overthink it. They all look better than your real handwriting.
- Create a template. You can add dynamic fields (name, company, etc.) just like in a mail merge. Keep the variables to a minimum. Every extra field is a chance for something to break.
- Upload your data. Usually a CSV file. Make sure your fields match the template.
- Preview your notes. Scribeless will show you how each note will look (with your actual data). Fix anything weird now, before you send 200 “Dear
” letters.
Pro tip: If you want to include your business card or a small insert, Scribeless can handle that too. Just ask support—they’re pretty responsive.
Step 5: Trigger the Campaign (Without Spamming)
Once you’re happy with your test notes, it’s time to hit send. But don’t just blast everyone at once.
- Start with a small batch (20–50 notes) to see what works.
- Wait a few days, then measure response rates. Are people mentioning the note? Are you getting more callbacks?
- If it’s working, ramp up. If not, tweak your message before sending more.
What to ignore: Fancy automation that promises to “personalize at scale” with AI-generated insights. Most of it is fluff. A simple, well-written note beats 100 lines of scraped LinkedIn data every time.
Step 6: Track What Happens (And Don’t Expect Magic)
Handwritten notes tend to get noticed, but don’t expect a 50% reply rate. Here’s how to track real results:
- Add a tiny tracking code or unique URL if you want to measure web visits.
- Ask people on calls, “Did you get my note?” You’ll get honest feedback.
- Compare response rates to your usual outbound.
- Don’t get discouraged if results are modest. Even a 2–3x lift on your best prospects is a win.
What not to do: Don’t chase vanity metrics like “impressions.” The only thing that matters is real conversations.
Step 7: Follow Up Like a Human
After your notes land, don’t let things die on the vine.
- Send a quick email referencing the note (“Just following up on my handwritten letter…”).
- If you get a response, keep it casual. You’ve already made an impression—don’t revert to robot mode.
- If you don’t hear back, it’s fine to nudge once. Any more and you’re just pestering.
What to Watch Out For
Not everything about handwritten campaigns is perfect. Here’s what to keep in mind:
- Cost: Handwritten notes are pricier than email. Use them where they’ll actually move the needle.
- Timing: Mail takes time. If your offer is urgent, this isn’t the tool for you.
- Quality: If your message is weak, handwriting won’t save it. Start with good targeting and a clear reason for reaching out.
Keep It Simple, Iterate, and Don’t Overthink
A handwritten note can break through when nothing else does—but only if it feels real and is aimed at the right people. Don’t get sucked into over-personalizing or over-automating. Start small, see what works, and tweak as you go. In outbound, less is often more—and a little effort goes a long way.