B2B Cold Email Outreach Workflow

Steps

1. 1

   Prospect List Building

   Identify target companies by industry, size, and location. Extract decision-maker contacts from LinkedIn/company websites. Verify emails.

   Target criteria:\n- Industry: concrete/flooring contractors\n- Size: 10-200 employees\n- Location: US/EU\n- Role: Owner, Ops Manager, Purchasing

2. 2

   Personalization Research

   For each prospect, find one specific detail: recent project, equipment they use, pain point from their reviews/social media. This becomes the opening line.

   Pro tip: Generic emails get 2% reply rate. Personalized ones get 8-15%. The 30 seconds of research per prospect is worth it.

3. 3

   Email Composition

   Generate personalized email using template + AI. Keep under 100 words. One clear ask. No attachments on first touch.

   Structure:\nLine 1: Personalized observation\nLine 2: Your relevance to them\nLine 3: One specific value prop\nLine 4: Simple CTA (reply yes/no)

4. 4

   Sending with Compliance

   Send via dedicated cold email domain (not main domain). Respect sending limits (30-50/day for new domain). Include unsubscribe link. Check CAN-SPAM compliance.

   Pro tip: Warm up new domain for 2 weeks before cold outreach. Start with 5/day, increase by 5 every 3 days.

5. 5

   Track and Follow Up

   Monitor opens and replies. Auto follow-up non-openers after 3 days with different subject line. Follow up openers-no-reply after 5 days with added value.

6. 6

   Pipeline Management

   Replied positive → move to sales conversation. Replied negative → remove from sequence. Bounced → clean list. No response after 3 touches → archive for 90 days.

Tools Required