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How to send the ideal outreach email?

BY SU RYA S K - J ULY 1, 2 021 - 1 3 MI NS R E A D

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So, you nd your prospects & their email addresses and feel like they might be the
right t to work with. What next? You have to start communicating with them, and
how do you begin? Well, this blog will guide you on how to send the ideal outreach
email to your prospects and the dos and don’ts of it. 

Table of Contents 
1. What is an outreach email?
2. Factors to look out for
3. Key points for sending an outreach email
4. 12 Best Email Outreach Tools
5. What to avoid while sending an outreach mail?
6. How will SalesQl help you with your email outreach?
7. Conclusion
What is an outreach email?
An outreach email is typically an email or campaign sent to an individual or prospect
to initiate a positive relationship with the individual. An outreach email can be used
for all sorts of purposes. For example, to initiate new relationships, lead generation,
expanding networks, and a lot more. When done right, outreach email marketing
can get you places. 

Factors to look out for

• Identifying audience
Knowing your audience is the rst and foremost step in writing the ideal
outreach email. Now, this does not necessarily mean you will have to know the
person in and out, but you should do your research to meet the ideas and
interests in the best interest of you and the prospect. This helps you to tailor
messages speci cally to the prospect.

• What are their leisure times

Upon identifying your audience you will now have to categorize your prospects
 Upon identifying your audience you will now have to categorize your prospects
based on their schedule. Some prospects can be super busy, and some can have
more of a leisure schedule, and the way you approach them both is di erent.
Try to be straightforward and cut to the point with what you have to say with
the super busy people and take a more casual route with someone who has a
less busy schedule. Compliment their piece of work and then seep in your
points.

• Prospect’s interests
Probably the most important aspect to look for. Look for prospects who share
the same interests and niche as you. If you target an individual out of your
niche, it isn’t helping you or the prospect. If your interests and domains match
together, you can then recruit and create a positive work environment.

Key points for sending an outreach email

• Compile a list of targets

Now that you’ve found prospects to send outreach emails to, you must send
the right stu to the right individuals. Planning your content before you send it
out is key. Compile a spreadsheet, write down your targets, and set goals and
methods of approach for all of them. This makes your process easier. 
• Get veri ed email addresses
After you’ve found your targets, and you will have to obtain their contact
details like email addresses to contact them directly. Now getting email
addresses manually is time-consuming, and we don’t want that. Using an
e cient email nding tool can simplify this process to its best. Some of the
best email nding tools in the market are SalesQl, Snov.io, Voila Norbert, etc.
You can go for the free versions rst to see what ts your business outreach
email template. 

• Use Outreach Email Template

Using templates will come in handy when trying to scale and reach a larger
audience. Sure, look for inspirations but add your avor and touch to it. Your
template has to stand out from the general crowd to catch the eyes of your
prospects. You can even try to add in a little humor if you are con dent. It is
about how creative and authentic your outreach email template is.  
• Customize outreach email
Customization is what separates a spammer from a professional. Add in
elements to show that your email is genuine and personalized. It could be
details like adding the prospects name, mentioning a piece of work, and
complementing it. This is going to acknowledge them that you have been
following their work genuinely. Try to sound natural, and don’t be generic;
that’s the key here. 

• Get straight to the core

Not everyone has all day long to read emails and reply to them, so be precise
and cut to the point. At times the story building part before the main plot isn’t
necessary and can harm more than good. Keep your emails concise. 

• Mention mutual contacts

Mentioning a mutual contact can add some credibility to you and earn a form
of trust. It doesn’t necessarily have to be someone close; mentioning mutual
contacts is only going to make sure you both have a common ground. 

• Be clear about your ideas

Not giving a clear picture about your idea is a common mistake prevalent in
sending outreach emails. You have to give clarity about the ideas you are
presenting and what you want from the prospect. You have to let the prospect
acknowledge how he/she can be of any help to you. Therefore, be clear about
what you present to the table, make it short & neat. 

• A gripping sign-o
So now that you have had the attention of your prospect all along, how do you
 close out? Keep in mind that this is your last chance to impress and get the
most out of it. Again try to be creative, go with multiple closing lines with
di erent prospects, and see what works best for you.

• Use an email outreach tool

Using email outreach tools can help you scale faster and save a lot of time
spent sending outreach emails. Outreach tools can help you with your outreach
campaigns and can even target SEO and link-building outreach. 

12 Best Email Outreach Tools

1. Saleshandy
Vouched for as one of the best tools for email outreach, Saleshandy has been quite
helpful in increasing email productivity and has been a go-to software solution for
marketers, sales representatives, bloggers, recruiters, and many other professionals.
It is compatible with Outlook, Gmail, G Suite, and other email providers. 

Features 

• Saleshandy o ers few qualitative features like automated followups, mail

merge email personalization, outreach email templates, email tracking and
 much more. 

• It also provides advanced analytics essential for email statistics like open rates,
response rates, bounce rates, etc. 

Price

It has a free plan and an enterprise plan at $59 with advanced features. 

2.Outreach.io
Touted as one of the best outreach tools in the market, it is widely used by people to
grow a particular sales pipeline and for engaging with di erent prospects like
bloggers, in uencers and executives. 

Features

•  Some of the key features of outreach.io include smart follow-up, sales

integrations and the global outreach sidebar. 

Price

Outreach.io has customized pricing plans for users. Do contact them for your
Outreach.io has customized pricing plans for users. Do contact them for your
customized plan. 

3. SmartReach
A perfect tool for cold email outreach purposes, SmartReach makes sure that your
emails are sent to your recipient’s inbox instead of hitting the spam folders. 

Features

• Prospect feed is one feature that is notable in SmartReach. It can track and
manage the users’ activity, con rm and produce the reply and open rates of
your campaign. 

Price

The basic plan starts at $24, while the highest plan is priced at $59 with advanced
features. 

4. Pitchbox
Pitchbox is once again one of those popular outreach tools that bloggers use to
build a positive relationship with the blogging community and the in uencers in
general. 

Features

• PitchBox is an integrated application with some of the best SEO tools like
SEMrush, Ahref and Moz. It allows users to create a strong pipeline for
bloggers, executives, and in uencers in an instant. Not only does it support
email campaigns, but it helps you with link building too. 

• Other added features of Pitchbox include scheduling outreach and

personalization of emails. 

Price

Pitchbox has a customized pricing plan for its users. Do get in touch with them to
get your customized plan.

5. Ninjaoutreach
Ninjaoutreach is a smart and intelligent analytics platform and is prime in in uencer
marketing. If you are into email marketing, you would have come across this tool,
and we can’t agree more. 
and we can’t agree more. 

Features

• An inbuilt database of contacts helps you nd the email addresses of the

perfect prospect of your niche. 

• In addition, it has an in-built email nder and an in-application inbox that allows
you to communicate with people.

Price

The basic plan starts at $120, while the highest plan is priced at $399. 

6. Lemlist
Just Like email outreach tool, Lemlist also comes with basic features like
automation, scheduling, and follow-up that di erentiates Lemlist from other tools is
its lemwarm feature. This feature allows users to automate their email warmup for
newly drafted emails.  
Features

• Apart from the basic features, Lemlist can help you set up a custom domain for
you in seconds.

• . Lemlist also has CRM integrations. Salesforce, Pipedrive, bouncer are some to
name. 

Price

The starting plan would be $29, and the highest plan would be at $99. 

7. Mixmax
Mixmax has an e cient email tracking software that allows users to get noti ed as
soon as the recipient opens their message with real-time alerts. You can even get
noti ed about the individuals who have viewed your message if it’s a group chat.
This allows acute follow-up after contacting people. 
Features

• Precise email tracking is easily one of their best features. You can also try to
view the performance of your attachments from an individual and your links. 

• Tracking opened emails gives you insights into an increased engagement and
replies from your recipients. Users can create adjustable alerts according to
their engagement through slack, texts or emails. 

Price

Mixmax provides a free plan while their highest plan being $49; they also provide
custom price plans. 

8. Woodpecker
Woodpecker is an email outreach tool designed to reach out to a large audience
through email campaigns and follow-ups. Woodpecker allows integrations with
Gmail, IMAP and outlook. 
Features 

• Woodpecker has a unique feature where it gives you access to split your
agency and personal work. 

• To integrate all the large amount of data, Woodpecker does integrate with
CRM and simpli es your work. 

• Other added features include smart sending, reply detection and email
sequencing. 

Price

The basic plan starts at $40 and the pro plan at $50. Woodpecker also allows custom
pricing plans. 

9. Snov.io
Snov.io is a compact email outreach tool for recruiters, executives, marketers for
reaching a large audience. Snov.io comes with an in-built domain search that allows
users to search for emails based upon the company’s name or the domain. 
Features 

• Some of the special features that make snov.io stand out from the rest of the
outreach tools are that it is an email nder, a veri er to verify the extracted
emails, and a tech checker to know what type of technology is being used by
prospects. 

Price

The basic plan starts at $39, and the highest plan is priced at $199.

10. Yesware
Yesware is a modern tool to schedule meetings with prospects, follow up and build
relationships right at the convenience of your inbox. 
Features 

• Yesware provides some key features like email tracking, prospecting

campaigns, schedule meetings, tracking attachments, integrations, and a lot
more. 

• Some other features include activity tracking, campaign reporting, outreach

email template reporting, and more. 

Price

The basic plan starts at $15, while the enterprise plan is priced at $65

11. Klenty
Klenty is an e cient tool that allows users to send customized email campaigns
based upon the user’s schedule. Follow-up stages can also be added to the email
campaign to make it productive. 

Features 
 • Apart from the basic features, Klenty possess a prospect management system
to track and record an individual prospect’s activities. 

• Klenty also has di erent integrations which assure the tool’s e ectiveness. 

Price

While the basic plan starts at $30, the premium plan is priced at $100

12. Mailshake
One of the top-rated email outreach tools in the market, widely used by marketers,
bloggers, journalists, entrepreneurs and more. An excellent tool to build
relationships, expand the network and create brand awareness. 

Features

• Mailshake allows users to nd prospects and set up cold email outreach

campaigns. 

• Mailshake gives out a complete insight into your campaign from email tracking,
campaign bounce rate, clicks and even replies. 
 • Some other additional features include external integrations. It has a mobile
application and allows split testing to test out and compare two di erent
campaigns. 

Price

While the basic plan starts at $39, the premium plan is $99. 

What to avoid while sending an outreach mail?

• Mentioning the wrong name

Seems like a pretty obvious aspect to not miss? Well, don’t be surprised. When
you are scaling large and communicating with a large group of prospects, you
can face this issue, and it will not end up well. Always proofread your
composition of emails and check the name right before you send it.

• Don’t spam with information

Be clear about your ideas and what you are trying to say. Space out your
content within the email for better visibility and make your composition as
presentable as possible. Learn new techniques and practices on composing
emails in the best way possible to grab attention. It’s a skill to master too!

• Making the conversation all about you

Probably the most common mistake made by marketers in general. Yes, you do
have to talk about what you’re trying to sell and pitch in, but you have to
realize that you are reaching out to prospects to recruit them, and they have to
know what’s in an email that can bene t them. Once the recipient nds that he
has something to bene t from this email, you earn their attention at that
point. 
 • Don’t nag
Once you have reached out to an individual, it’s okay to follow up once, but do
not keep nagging a prospect. Maybe, they don’t see how you could help them,
and your model might not be a perfect t for them. But that’s okay. Don’t get
negative and try to contact the right t who might connect with you. You try
and then learn, but never nag an individual because it can a ect your business
in the long run.

How will SalesQl help you with your email

outreach?
SalesQl is an automated Email nder and helps you extract contact details like email
addresses and phone numbers needed to perform email outreach. Be it personal or
work numbers and email addresses, SalesQl can help you extract the veri ed
contacts to ease and speed up your email outreach process. Thus, helping you to
scale faster. 

Conclusion
When you try to begin with email outreach, learn to practice the basic skills from
composing the email in the best way possible, presenting and spacing it well
enough, and being on point with your content. Then, try using Email nders to get
email addresses instantly, and try using free plans & trial versions of Outreach tools
to see what best ts your module. Now that you have a blueprint, you are all set to
begin with your email outreach. Good luck!

0    
 Surya SK

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