If you’re sending outbound messages and not getting replies, you’re wasting your time. This guide is for anyone using Pitchmonster and wondering why their response rates are low—or how to get them a lot higher. No fluff, no magic bullet claims, just clear steps to track what’s happening, fix what’s broken, and ignore what doesn’t matter.
1. Know What “Response Rate” Actually Means
Before you start tweaking, let’s get on the same page: a response rate is the percentage of people who reply to your outbound messages. That’s it. Not opens, not clicks—actual replies. Don’t let anyone sell you on “engagement” metrics if you care about real conversations.
Formula:
Response Rate = (Number of Replies / Number of Messages Sent) × 100
Pro tip:
Track all replies, even the “please remove me” ones. If someone took the time to write back, that’s still data.
2. Set Up Tracking in Pitchmonster the Right Way
Pitchmonster makes it pretty easy to see who replied, but you’ll want to double-check your setup so nothing slips through the cracks:
- Connect your sending inbox: Make sure Pitchmonster is syncing replies from your real email, not just tracking opens and clicks.
- Tag replies correctly: Some platforms confuse auto-replies or out-of-office as real replies. Mark these so they don’t inflate your stats.
- Export data: Every so often, export your campaign data to a spreadsheet. Why? Because sometimes you need to slice and dice it outside the app, especially if you want to see trends over months.
What to ignore:
Open rates. If your message lands in the Promotions tab or gets auto-previewed, the open might be counted even if nobody read it. Focus on replies.
3. Diagnose: Is It Delivery, Targeting, or Message?
Low response rates usually come down to three issues:
a. Delivery Problems
If your emails aren’t reaching inboxes, game over.
- Check your sending reputation. Use tools like mail-tester.com to see if you’ve landed on any blacklists.
- Watch bounce rates. High bounce rates mean your list is messy or outdated.
- Limit daily sends. Sending too many emails per day from a new domain? You’ll trigger spam filters.
b. Targeting Problems
Even a perfect message falls flat if it’s sent to the wrong person.
- Segment lists. Don’t blast the same pitch to everyone. Break out segments by role, industry, or company size.
- Ditch low-quality lists. Purchased or scraped lists are usually garbage. Build your own or use a reputable vendor.
c. Message Problems
This is the one people obsess over—and for good reason.
- Subject line: Does it look like spam or a sales pitch? If so, rewrite it.
- First sentence: Is it about them, not you? If not, change it.
- Call to action: Is it clear and low-commitment (“Can I send more info?” beats “Let’s book a call”)?
- Length: Under 100 words is a good rule of thumb.
What to ignore:
Personalization tokens that don’t actually add value (“Hi {FirstName} at {Company}”). If it feels fake, it probably is.
4. Test and Iterate—But Don’t Overdo It
Everyone talks about A/B testing, but here’s the truth: If you have a small list or only send a few dozen emails a week, you won’t get statistically solid results. Still, you can test a couple of big things:
- Test one change at a time: Subject line, message body, or call to action—not all three at once.
- Give it time: Wait for at least 100 sends before declaring a winner.
- Keep a log: Write down what you changed and when. Otherwise, you’ll forget and repeat old mistakes.
What to ignore:
Tiny tweaks (“Hi!” vs. “Hello!”). Unless you’re sending thousands of emails, this isn’t worth your time.
5. Use Pitchmonster Features That Actually Help
Pitchmonster has a lot of knobs and dials, but you don’t need them all. Here’s what’s worth your attention:
- Reply detection: Make sure Pitchmonster is accurately flagging real, human replies.
- Follow-up automation: Set up polite, relevant follow-ups for people who didn’t respond. 1-2 follow-ups is plenty—don’t be that person who sends six.
- Analytics dashboard: Focus on reply rates and positive/neutral/negative reply breakdowns. Ignore “opens” and “clicks” unless you’re running a very specific campaign.
Pro tip:
If you’re running multiple campaigns, compare response rates by segment (job title, industry, etc.) to see which group is biting. Double down on what works; pause what doesn’t.
6. Clean Up Your List Regularly
A dirty list is the fastest way to tank your response rates (and maybe get your domain blacklisted).
- Remove bounces and unsubscribes: If Pitchmonster flags them, delete them. Don’t keep emailing dead or uninterested contacts.
- Scrub for role changes: People switch jobs all the time. Use LinkedIn or list-cleaning tools to keep things fresh every few months.
- Ditch non-responders: If someone hasn’t replied after 3-4 emails, take them off your active list. You’re not going to “wear them down.”
7. Analyze Replies—Not Just the Numbers
Not all replies are created equal. Pitchmonster can help you tag replies, but take a closer look:
- Positive replies: Actual interest or a meeting booked.
- Neutral replies: “Not now” or “Try again later.” These can be recycled.
- Negative replies: “No thanks” or “Take me off your list.” Respect these and move on.
Look for patterns. If most replies are negative, your targeting or message is off. If you’re getting a lot of “not now,” maybe your timing or offer needs work.
Pro tip:
Keep a folder of the best and worst replies. Use them to tune your pitch and train anyone else on your team.
8. Don’t Chase Vanity Metrics
It’s tempting to obsess over open rates, click rates, or how many people “viewed” your LinkedIn. Don’t. The only metric that matters for outbound is real replies.
- Ignore “click tracking” unless your CTA is a link. Most good cold emails don’t push for a click; they ask for a reply.
- Don’t get distracted by “engagement scores.” They’re easy to game and don’t lead to real conversations.
9. Keep Improving—But Don’t Reinvent the Wheel Every Week
The basics rarely change:
- Clean, targeted list
- Clear, non-spammy message
- Reasonable follow-up (without being a pest)
- Honest tracking of replies
Focus on getting these right before chasing the latest “email hack.” Most people who brag about 50%+ reply rates are either running tiny campaigns or stretching the truth.
Keep it simple. Track real replies, fix what’s broken, and test big changes—not tiny ones. Pitchmonster gives you the tools, but the real work is in the list and the message. Iterate, don’t overthink, and don’t let yourself get distracted by shiny dashboard widgets. If you stay honest about what’s working, your response rates will climb.