Sales emails that sound like a robot wrote them get ignored. But who has time to write hundreds of custom messages? If you’re in sales, marketing, or running your own outreach, you know the pain: personalization moves the needle, but scaling it is a nightmare.
This guide is for anyone who wants to send better, more personal sales messages—without losing their mind or their whole week. I’ll show you how to use Getweflow automation tools to do this right. And I’ll call out what actually works (and what’s just noise).
Why Personalization (Usually) Sucks at Scale
Let’s set expectations. Most “personalized at scale” sales emails are just templates with a first name jammed in. People can smell that a mile away. Real personalization means referencing details that actually matter to the recipient—their company, recent news, shared interests, or problems they care about.
But here’s the catch: doing real personalization by hand is impossible once you’re reaching out to 100+ people a week. That’s where automation comes in—if you use it wisely.
Step 1: Get Your Data House in Order
You can’t personalize what you don’t know. Before you touch Getweflow or any automation tool, you need solid, accurate data on your prospects.
What to Gather: - Full name and company: Obvious, but double-check for typos. - Role and responsibilities: Not every “VP of Sales” does the same thing. - Recent company news: Funding rounds, product launches, expansions. - Mutual connections or shared interests: Alumni, events, partnerships. - Pain points: What challenges are they likely facing? (Don’t guess wildly.)
Pro tip: Skip buying giant, generic contact lists. They’re full of stale info. Instead, use LinkedIn, company websites, and tools like Apollo or Crunchbase to target and update your lists.
Step 2: Build Your Personalization Framework
This isn’t just a fancy way to say “use mail merge.” The goal is to decide which details you’ll personalize—and how deep you want to go.
Decide on Tiers: - Tier 1: High-value targets (top 5–10% of your list). These get heavy personalization—custom sentences, references to recent news, etc. - Tier 2: Mid-value. Use a mix of custom fields and smart templates. - Tier 3: Low-value or cold. Minimal customization—just enough to not sound like spam.
Set Up Custom Fields: - Job title - Company name - Recent mention (e.g., “Congrats on your new funding round”) - Shared interest or group - Specific pain point
What to Ignore: Don’t personalize for the sake of it. If you can’t find something real, it’s better to be direct and relevant than to fake intimacy (“I saw you like hiking!” when you just scraped it from LinkedIn).
Step 3: Create Message Templates That Don’t Sound Like Templates
This is where most automation goes off the rails. The trick is writing templates that feel natural even when fields are dropped in.
Keep It Simple: - Avoid over-the-top flattery (“Your company is just crushing it!”). - Lead with relevance (“Noticed you’re expanding your sales team…”). - Use short sentences. No one wants to read a wall of text.
Example Template Structure:
Hi {First Name},
Saw {Company} just {Recent Mention}—that’s impressive. I work with sales leaders like you to {Value Proposition/Problem Solved}. Not sure if it’s a fit, but thought I’d reach out.
If you’re open, happy to share more. If not, no worries.
Best,
{Your Name}
Test Your Templates: Send a few to yourself and colleagues. If they sound robotic or generic, rewrite.
Step 4: Set Up Getweflow Automations
Now, let’s put Getweflow to work. Its real value: connecting your data and templates, and automating the sending (with a human touch).
Here’s how to do it:
- Import Your Prospect List
- Make sure your data (from Step 1) is clean and in a spreadsheet or CRM that Getweflow can connect to.
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Map your custom fields—company, recent news, etc.—so they show up in Getweflow as merge fields.
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Build Your Message Sequences
- In Getweflow, set up sequences: initial outreach, follow-ups, break-up emails.
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Use your Tier 1/2/3 templates. Assign the right message to the right prospect based on value.
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Insert Dynamic Personalization
- Use Getweflow’s merge tags to drop in custom fields.
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For Tier 1, consider manual review before sending. There’s no shame in double-checking.
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Test with a Small Batch
- Don’t blast your whole list out of the gate. Send 10–20 messages first.
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Watch for formatting errors, weird merge fields, or tone problems.
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Automate Sending—but Pace Yourself
- Getweflow can schedule and stagger sends to avoid spam filters.
- Don’t send 200 emails at once; space them out over hours or days.
What to Skip: Avoid “AI personalization” features that just rewrite your templates with synonyms. They rarely add real value and can sound off-key.
Step 5: Monitor, Learn, and Adjust
No automation is perfect from day one. Here’s how to keep getting better:
- Track Open and Reply Rates: If nobody’s biting, your message isn’t landing.
- Review Replies: Are people responding as if you wrote to them personally? Or are they ignoring you?
- Tweak Templates Regularly: Small changes—like different subject lines or first sentences—can make a big difference.
- Update Prospect Data: Outdated info kills trust fast. Refresh your list monthly.
Pro tip: If you get snarky replies (“Nice try, robot”), take the hint and adjust.
What Works—and What’s a Waste of Time
What Actually Works: - Referencing something current and specific about the company or person. - Keeping emails short and unassuming. - Following up (politely) if you don’t hear back.
What to Ignore: - Over-personalizing with fake “insights” scraped from social media. - Sending generic “thought leadership” as attachments. - Relying on AI to magically write better emails for you.
Keep It Simple, Iterate, and Don’t Overthink It
You can automate a lot, but you can’t fake genuine interest or relevance. Use Getweflow to handle the heavy lifting so you can focus on what matters: sending smart, respectful messages that people might actually want to read.
Start small, tweak as you go, and don’t let the quest for “perfect” stop you from sending. You’ll get better—and faster—with each round.