If you’re sending cold emails or LinkedIn messages, you know the deal: “Hi [FirstName], I loved your recent post about [Topic].” It’s obvious, it’s lazy, and it doesn’t work. But writing a unique message for every prospect? That’s a full-time job, and you’ve got better things to do. This guide is for salespeople, founders, recruiters—anyone who needs to reach out to a lot of people, but refuses to sound like a robot.
This isn’t another hype piece about “AI-powered personalization” that magically solves everything. We’ll walk through what actually works when using Pitchmonster, where the shortcuts are, and where you just have to put in some effort.
Why “Personalized” Outreach Usually Sucks
Let’s be honest: most tools automate the same boring stuff. They stick a name and company into a template and call it “personalization.” Everyone can spot it a mile away. People ignore these messages because they’re generic, and the senders look lazy.
What gets replies? Messages that show you did your homework—without spending 10 minutes per prospect. That’s where Pitchmonster comes in, but only if you use it right.
Step 1: Define Who Actually Matters
Before you start cranking out messages, get clear on who you’re targeting. Sounds basic, but it’s step one for a reason.
- Get specific. “Marketing managers in tech” is still too broad. Try “Demand gen leads at SaaS companies with 50-200 employees.”
- Build a list you care about. If you wouldn’t pay $5 to talk to someone, don’t put them on your list.
- Ditch the ‘spray and pray’. The more narrow your segment, the easier the next steps get.
Pro tip: Quality beats quantity. Sending 50 killer messages will easily out-perform 500 generic ones.
Step 2: Gather Real Intel, Not Just Names
Personalization isn’t about plugging in a LinkedIn headline. It’s about finding an actual reason to reach out.
- Look for recent activity. Did they just launch something? Post a strong opinion? Change jobs?
- Find mutual connections or interests. Anything you can use as a genuine icebreaker.
- Skip the fluff. Nobody cares if you “admire their impressive background.”
Pitchmonster can automatically pull in some of this info, but you’ll get better results if you spot-check your list and add a few custom notes where it matters.
Step 3: Set Up Your Pitchmonster Campaign
Here’s where most people get lazy and hope the tool will do all the work. Don’t fall into that trap.
A. Import Your Leads
- Upload your carefully curated CSV or connect your CRM.
- Make sure fields like “First Name,” “Company,” “Recent Post,” “Custom Note,” etc., are mapped correctly.
- Double-check for obvious errors—nobody wants to be called “{{FirstName}}.”
B. Draft Your Message Templates
This is where Pitchmonster’s dynamic fields can help, but don’t overdo it. Here’s what works:
- Personal opener: Reference something real (“Saw your post about remote onboarding…”)
- Short and direct ask: Don’t write a novel. Get to the point.
- Keep it human: Would you reply to this message?
Example template:
Hey {{FirstName}}, saw your recent post about {{RecentTopic}}—totally agree on {{SpecificPoint}}. Quick question: how are you handling {{PainPoint}} at {{Company}}?
- If you don’t have a real {{RecentTopic}} or {{SpecificPoint}}, don’t fake it. Use a fallback that still sounds human, or skip that field for this contact.
C. Set Up Conditional Logic
Pitchmonster lets you set “if/then” rules, so you can tweak your message based on what you know:
- If someone has a “Custom Note,” use it in the opener.
- If not, default to a more general intro.
Don’t get lost in the weeds here—just focus on what makes the message actually sound personal.
Step 4: Test and Preview (Don’t Skip This)
This is where you catch the embarrassing mistakes—like referencing the wrong company, or “Hi John Smith” when you meant “John.”
- Use Pitchmonster’s preview tool to see exactly what each message will look like.
- Spot-check at least 10-20 random messages. If anything looks off, fix your template or your data.
- Send a few test messages to yourself or a teammate.
Pro tip: If you wouldn’t send it to your most important prospect, don’t send it to anyone.
Step 5: Send in Batches, Not Blasts
Pitchmonster can send hundreds of messages at once, but that doesn’t mean you should.
- Start with a small batch—maybe 20-30 at a time.
- Watch the replies (and the lack of them). Did anyone respond? Did you get marked as spam? Adjust accordingly.
- Don’t be afraid to tweak your template or your targeting as you go.
Reality check: The best campaigns are built by iterating. Nobody nails it on the first try.
Step 6: Follow Up—But Don’t Be a Nuisance
Automated follow-ups are great, but if your first message was obviously mass-sent, follow-ups just make things worse.
- Use Pitchmonster’s follow-up features to send a polite nudge, not a guilt trip.
- Keep it short and reference your original message.
- Quit after 2-3 attempts. If they’re not interested, move on.
What Works, What Doesn’t, and What to Ignore
What Actually Works
- Real research: Even one custom line can double your reply rate.
- Short messages: Nobody wants to read your life story in a cold email.
- Clarity: Be up-front about why you’re reaching out.
What Doesn’t
- Over-automation: Overly clever variables and “spintax” make messages sound weird.
- Fake flattery: People see right through it.
- Sending huge blasts: You’ll just burn your domain reputation and annoy people.
What to Ignore
- Hype about “AI writing everything for you.” Yes, AI helps, but it’s not a replacement for knowing your audience.
- Obsessing over open rates. Focus on replies, not opens.
Keep It Simple, Iterate, and Don’t Be a Robot
You don’t need to write a personalized essay to everyone. But you do need to sound like a human who actually cares. Start small, tweak as you go, and stop worrying about being perfect. The best messages are the ones that get sent—and don’t end up in the trash.
Ready to give Pitchmonster a shot? Just remember: it’s a tool, not a magic wand. The results come from how you use it.