If you’re tired of sending cold emails into the void and getting crickets in return, this guide is for you. Whether you’re in sales, recruiting, or just hustling to get your project noticed, setting up automated outreach in Bettercontact can save you time and—if you do it right—actually boost your response rates. But automation isn’t a magic bullet. I’ll show you how to set up a campaign that doesn’t just spam people, but actually gets replies.
1. Get Your List Right (Seriously, Don’t Skip This)
You can have the fanciest automation in the world, but if your list is bad, your results will be too. Before you even log in to Bettercontact:
- Define your audience. Who are you reaching out to? Be specific. “Marketing managers at SaaS companies under 100 employees” beats “anyone in marketing.”
- Clean your data. Remove duplicates, make sure names and emails are correct, and ditch contacts that obviously won’t care.
- Don’t buy random lists. Purchased lists are usually outdated and loaded with spam traps. Build or curate your own.
Pro tip: Add a column for personalization (like “recent blog post” or “favorite tool”) if you want to insert details that actually get noticed.
2. Set Up Your Bettercontact Account and Integrations
If you’re new to Bettercontact, here’s what you need to get started:
- Sign up and verify your email. Basic, but don’t get tripped up by a missed step.
- Connect your sending email account. Use a real, warm inbox (not a brand-new Gmail account) to avoid spam filters. Follow Bettercontact’s integration steps for Gmail, Outlook, or custom SMTP.
- Integrate your CRM (optional, but handy). This lets you sync contacts and track outcomes. Bettercontact supports most common CRMs, but check that yours is compatible.
Heads up: Some companies’ IT policies block third-party sending tools. If you’re stuck, talk to your IT person or use a dedicated outreach account.
3. Import and Segment Your Contacts
Don’t just upload one giant CSV and blast everyone. Bettercontact lets you import contacts via CSV or direct integration. Here’s how to do it right:
- Import your cleaned list. Use their CSV template if you’re not sure about required columns.
- Create segments. Group contacts by persona, industry, or whatever makes sense for your outreach. This is critical for relevant messaging.
- Check mapping. Make sure fields like “First Name” and “Company” are mapped correctly—Bettercontact tries to auto-detect, but double-check.
What to ignore: Don’t get lost tagging every little detail. Focus on segments that actually change what you say.
4. Draft Your Outreach Sequence
This is where most campaigns go sideways. People write generic emails and expect magic. Don’t do that.
a. Write Your Initial Email
- Keep it short. Two to four sentences is plenty.
- Be specific. Reference something relevant to them (“Saw you just launched X”).
- State the ask. Make it easy to reply (“Would you be the right person for this?” beats a vague pitch).
- Sound human. If your email reads like a robot, it’ll get deleted.
b. Plan Your Follow-Ups
The real power of automation is in the follow-up. One email almost never does the trick.
- Set 2-3 follow-ups, spaced a few days apart.
- Change up the content. Don’t just resend the same thing. Try a quick nudge (“Just circling back on my last email”) or offer something new.
- Keep it polite. Don’t guilt-trip or pressure people.
c. Use Placeholders for Personalization
Bettercontact lets you insert variables like {{first_name}}, {{company}}, and custom fields. Use these, but don’t overdo it. If you can add a genuinely personal line (see your “personalization” column), do it in the first email.
Pro tip: Send test emails to yourself to see how they look with real data. Broken merge tags scream “spam.”
5. Set Up Sending Settings Thoughtfully
- Daily send limits: Don’t blast 500 emails at once. Start with 20-50/day per account, then ramp up if your deliverability stays good.
- Sending windows: Use local business hours for your contacts. No one wants to get an email at 3am.
- Reply detection: Make sure replies auto-pause sequences. Nothing annoys prospects like getting “Just checking in!” after they already responded.
Honest take: Most people ignore these settings and regret it when their domain gets flagged. Take the extra five minutes.
6. Warm Up Your Sending Domain (If Needed)
If you’re sending from a new domain or email address, warm it up first:
- Start slow. Send a handful of real emails (not just outreach) to real people for a couple of weeks.
- Gradually increase volume. Don’t go from zero to mass emailing overnight.
- Monitor for bounces and spam complaints.
There are tools for automated warm-up, but nothing beats sending a few legit emails to colleagues or friends.
7. Launch Your Campaign and Monitor Replies
- Review everything. Check your sequence, segments, and sending settings before hitting “go.”
- Start with a small batch. Send to 10-20 people first. See what happens, tweak, then scale up.
- Track replies and outcomes in Bettercontact. Mark leads as interested, not interested, or needs follow-up.
What to ignore: Vanity metrics like open rates. Focus on positive replies and booked calls.
8. Tweak and Improve (This Never Ends)
No campaign is perfect out of the gate. The best results come from constant tweaking:
- A/B test subject lines and body copy. Bettercontact has built-in tools for this.
- Adjust timing and number of follow-ups.
- Refine your segments. If one group never replies, try something different or drop them.
Pro tip: Save your best-performing emails as templates for future campaigns.
What Works, What Doesn’t, and Common Pitfalls
What Works
- Personalization. Even one custom sentence can double your replies.
- Short, clear emails. No one reads walls of text.
- Polite persistence. Two or three follow-ups, spaced out, usually do the trick.
What Doesn't
- Mass-blasting huge lists. This kills your sender reputation and annoys people.
- Overly slick templates. If your email looks like a newsletter, people tune out.
- Ignoring replies. Always reply quickly—automation gets you in the door, but real conversations close deals.
Skip This Stuff
- Gimmicks and fake urgency. People are wise to “last chance” tricks.
- Overuse of merge tags. If every line is personalized, none of it feels personal.
- Obsessing over open rates. Focus on replies, not opens.
Keep It Simple and Iterate
Automated outreach in Bettercontact is powerful if you use it with care. Start with a small, clean list, write honest emails, and keep an eye on your sending reputation. Don’t get fancy until you’ve got the basics working. If something’s not working, tweak one thing at a time—no need to blow up your whole process.
Remember: The goal isn’t to send more emails. It’s to get more replies from the right people. Keep it simple, stay human, and keep improving. That’s how you get results.