If you’re running B2B sales, you know the follow-up grind: endless emails, LinkedIn nudges, and the occasional “just checking in” that mostly gets ignored. You also know that standing out is harder than ever. This guide is for people who want to automate their follow-up process, make it more personal, and—let’s be honest—get responses that aren’t just auto-replies.
Enter Scribeless: a tool that automates the creation and delivery of handwritten notes, so your prospects get something that doesn’t look like it was spat out by a bot. It sounds almost too good to be true, so let’s dig in and see where it’s actually useful, and where you might want to stick to email.
Why Automate Follow-Ups, and Why Use Handwritten Notes?
Most B2B sales sequences are noisy—everyone is using the same automation tools, and most of it gets filtered out or ignored. A handwritten note has a shot at getting noticed. But handwriting a stack of notes for every prospect? No thanks. That’s where Scribeless claims to help: it automates the process, so you can scale that “personal touch” without cramping your hand.
But don’t think this is some magic bullet. Even the slickest note won’t fix a weak offer or a bad list. Use this to add to your workflow, not replace the basics.
Step 1: Decide Where Handwritten Notes Fit in Your Sequence
Before you sign up for anything, figure out why and when you want to send handwritten notes. Here’s what works best:
- Breaking through after a cold email sequence: If you’ve sent 2-3 emails and gotten nothing, a handwritten note can shake things up.
- After a meaningful call: Send a quick, personal “thanks for your time” note to leads that matter.
- Nurturing high-value accounts: For deals that are worth real money, a bit of extra effort pays off.
Don’t waste money sending notes to every lead in your CRM. Start with your best-fit accounts—think quality over quantity.
Pro tip: Map out your current follow-up sequence. See where response rates drop off. That’s a good place to test a handwritten note.
Step 2: Get Set Up With Scribeless
Scribeless isn’t cheap, and it’s not a typical SaaS signup. You’ll need to:
- Create an account: Basic, but necessary. Scribeless will walk you through onboarding.
- Pick your handwriting style: They have a range, and you can even upload your own. Don’t overthink this—just pick something legible and natural-looking.
- Set up your templates: You’ll write the message once, and Scribeless will “handwrite” it for each recipient. Personalization fields (like name, company, etc.) are available.
- Integrate with your CRM or sales tool: Scribeless connects with major CRMs (like Salesforce, HubSpot, and Zapier). If you’re using something obscure, you might have to use CSV uploads or build a custom integration.
- Add recipient addresses: You’ll need accurate mailing addresses. If your CRM data is a mess, fix that first.
What to watch out for:
- International addresses can be tricky (longer delivery times, higher costs).
- You pay per note, and costs add up fast if you’re not careful.
Step 3: Write Your Follow-Up Templates
This is the part that takes a little finesse. Your note should sound like you—not like a robot trying to “personalize at scale.” Here’s what works:
- Short and direct: 3-4 sentences max.
- Reference something specific: If you’re following up after a call, mention it. If this is a cold outreach, make your reason for writing clear.
- No hard sell: The goal is to open a conversation, not to close a deal in a 4x6 card.
Example:
Hi [First Name],
Thanks again for taking the time to chat last week. I enjoyed hearing about what you’re building at [Company Name]. If you’d like to keep the conversation going, just let me know—no pressure.
Best,
[Your Name]
Don’t:
- Over-personalize with awkward details—“I saw you went to Ohio State in 1998!” is creepy, not charming.
- Use generic fluff—“Hope this note finds you well…” is just as bad as email spam.
Step 4: Automate Sending With Your CRM
Here’s where the magic (and the practical headaches) happen.
- Set up triggers: In your CRM, decide when a note should be sent—e.g., if a deal hits a certain stage or if there’s no response after 2 emails.
- Map your fields: Make sure Scribeless gets the right info (name, address, etc.) from your CRM. Test this with a few dummy records before you go live.
- Monitor delivery: Scribeless provides status updates, so you know if a note was sent, delivered, or if there was an address issue.
- Track responses: This is the hard part. Unlike email, you can’t track opens or clicks. You’ll need to watch for replies via the channel you reference in your note (email, phone, etc.).
What works:
- Automated triggers save time and ensure no one slips through the cracks.
- Syncing with your CRM keeps things organized.
What doesn’t:
- If your data is messy, automation just spreads the mess faster.
- Handwritten notes can’t be “A/B tested” the way emails can—you’re flying a bit blind.
Step 5: Measure What Matters (and Skip the Vanity Metrics)
Don’t get obsessed with “number of notes sent.” Focus on what actually moves the needle:
- Response rate after a note goes out (compare to your regular email follow-ups).
- Deals advanced: Did more prospects book calls or move to the next stage?
- Qualitative feedback: Did anyone mention the note? (This actually happens more than you’d think.)
If you see a bump, great—keep it going. If not, adjust your timing, your template, or just send notes to a smaller, more targeted list.
Honest Pros and Cons
Where Scribeless Shines
- Novelty: Most people aren’t getting handwritten notes from vendors. This makes it memorable.
- Easy to scale: Once set up, you can send dozens (or hundreds) of notes with a couple of clicks.
- Integrates with sales tools: The CRM connection is real—not just marketing fluff.
Where It Falls Short
- Cost: This isn’t cheap, especially if you’re sending notes to every lead. Save it for high-value prospects.
- Delivery time: Physical mail isn’t instant. If your sales cycle is fast, this may be too slow.
- Personal touch, kind of: It’s not actually handwritten. Most people won’t notice, but a few might.
What to Ignore
- Scribeless pitches “hyper-personalization at scale.” Take it with a grain of salt. No tool can fake genuine human connection. Use this as a nudge—not a replacement for real conversations.
Pro Tips for Making the Most of Scribeless
- Test with a small batch: Send notes to 10-20 top prospects and see what happens before scaling up.
- Keep your data clean: Bad addresses mean wasted money.
- Combine with other channels: Reference your note in a follow-up email—“Just sent something to your office, hope it brightens your day.”
- Don’t overdo it: If everyone starts doing this, the novelty will wear off. Use it sparingly.
Keep It Simple and Iterate
Automating handwritten notes with Scribeless can give your B2B sales follow-up a shot in the arm, but it’s no silver bullet. Start small, measure real results, and don’t let automation get in the way of actual relationships. The best follow-up is the one that feels authentic—so keep your process simple, see what works, and don’t be afraid to tweak as you go.