A simple outbound system for teams who live in email, with follow-ups that don't get missed.
Ideal customer profile (2–3 bullets):
Disqualifiers (2 bullets):
List size recommendation:
Start with 50–100 prospects. This is enough to test your messaging without overwhelming your follow-up system.
One sentence offer:
What you're offering and why it matters. Keep it concrete and specific.
One proof point:
Example, stat, or case study that backs up your offer. Make it believable.
One question (single CTA):
Ask something simple that invites a reply. Avoid "are you interested?" Ask something specific.
Create these labels in Gmail or folders in Outlook:
Outbound - To send
Drafts ready to go out
Outbound - Waiting
Sent, waiting for reply
Outbound - Follow-up
Ready for next follow-up
Outbound - Replied
They responded (interested or not)
Outbound - Closed
Done (no response after final follow-up)
Note: If you want fewer labels, keep just "To send," "Waiting," and "Follow-up."
See the cadence table below for the full schedule and stop rules.
Don't turn this into a data entry job. Track these five things:
Avoid heavy data entry. If it takes more than 10 seconds to update, you're doing too much.
Once they reply with interest, move them from outbound to active deal:
| Day | Action | What to do |
|---|---|---|
| Day 0 | Initial email | Send your offer with proof and question |
| Day 2 | Follow-up 1 (short) | Bump it up, restate the question |
| Day 5 | Follow-up 2 (adds detail) | Add example or proof point, reframe the offer |
| Day 9 | Follow-up 3 (permission-based) | Ask if you should close their file |
| Day 14 | Close file | Polite close, leave door open |
Subject lines (pick one):
{oneLineReason} — quick question
Quick question about {company}
Body:
Hi {firstName},
{oneLineReason}
{offer}
{proof}
{question}
{yourName}Placeholders: Replace {firstName}, {company}, {oneLineReason}, etc. with actual content
Subject lines (pick one):
Following up
Bumping this up
Body:
Hi {firstName},
Just wanted to bump this up in case it got buried.
{question}
{yourName}Placeholders: Replace {firstName}, {company}, {oneLineReason}, etc. with actual content
Subject lines (pick one):
One more thing about {offer}
Adding context — {company}
Body:
Hi {firstName},
Wanted to add a quick example: {proof}
Does this sound relevant for {company}?
{yourName}Placeholders: Replace {firstName}, {company}, {oneLineReason}, etc. with actual content
Subject lines (pick one):
Should I close your file?
Last check-in
Body:
Hi {firstName},
I don't want to keep bothering you if this isn't a priority.
Should I close your file, or is this worth a quick call?
{yourName}Placeholders: Replace {firstName}, {company}, {oneLineReason}, etc. with actual content
Subject lines (pick one):
Closing your file
No worries
Body:
Hi {firstName},
No worries if this isn't a fit right now.
I'll close your file. Feel free to reach out if things change.
{yourName}Placeholders: Replace {firstName}, {company}, {oneLineReason}, etc. with actual content
Set aside 30 minutes every Friday (or Monday morning) to clean up your outbound system:
# Outbound-in-the-Inbox Playbook ## 1. Define one tight list - **Ideal customer profile:** - [Industry/vertical] - [Company size/stage] - [Key signal or trigger] - **Disqualifiers:** - [Red flag 1] - [Red flag 2] - **List size:** Start with 50–100 prospects ## 2. Write one clear offer - **Offer:** [One sentence: what you're offering and why it matters] - **Proof point:** [One example, stat, or case] - **Question:** [Single CTA that invites a reply] ## 3. Set up your inbox workflow Create these labels/folders: - Outbound - To send - Outbound - Waiting - Outbound - Follow-up - Outbound - Replied - Outbound - Closed ## 4. Send in small batches - Send 10–20 per day to start - Personalise only one line - Keep subject simple ## 5. Follow-up cadence - Day 0: Initial email - Day 2: Follow-up 1 (short) - Day 5: Follow-up 2 (adds detail) - Day 9: Follow-up 3 (permission-based) - Day 14: Close file ## 6. Track only what matters - Owner - Stage - Last contacted - Next follow-up date - Outcome (Interested / Not now / No) ## 7. Handoff and next steps Once they reply with interest: - Set next step and book a call - Put context in one place (short note) - Assign owner
OUTBOUND-IN-THE-INBOX PLAYBOOK 1. DEFINE ONE TIGHT LIST Ideal customer profile: • [Industry/vertical] • [Company size/stage] • [Key signal or trigger] Disqualifiers: • [Red flag 1] • [Red flag 2] List size: Start with 50–100 prospects 2. WRITE ONE CLEAR OFFER Offer: [One sentence: what you're offering and why it matters] Proof point: [One example, stat, or case] Question: [Single CTA that invites a reply] 3. SET UP YOUR INBOX WORKFLOW Create these labels/folders: • Outbound - To send • Outbound - Waiting • Outbound - Follow-up • Outbound - Replied • Outbound - Closed 4. SEND IN SMALL BATCHES • Send 10–20 per day to start • Personalise only one line • Keep subject simple 5. FOLLOW-UP CADENCE • Day 0: Initial email • Day 2: Follow-up 1 (short) • Day 5: Follow-up 2 (adds detail) • Day 9: Follow-up 3 (permission-based) • Day 14: Close file 6. TRACK ONLY WHAT MATTERS • Owner • Stage • Last contacted • Next follow-up date • Outcome (Interested / Not now / No) 7. HANDOFF AND NEXT STEPS Once they reply with interest: • Set next step and book a call • Put context in one place (short note) • Assign owner
Ralivi connects to Gmail and Outlook and automatically flags emails waiting for a reply. No more mental notes or spreadsheets. Just a daily action list.