The Right Way to Set Up Best Email Outreach Tools

The modern best email outreach tools are wonderful.

When you know how to set it up, a CRM can help your business at every stage of the sales funnel and with customer journeys.

Cold outreach is one of the most diverse recruiting tools.

There are a lot of great pieces of software, apps and platforms that will help you squeeze out the most efficiency from your campaigns. But before you can use them to their full potential, make sure everything is done on your side.

Need Help Automating Your Sales Prospecting Process?

LeadFuze gives you all the data you need to find ideal leads, including full contact information.

Go through a variety of filters to zero in on the leads you want to reach. This is crazy specific, but you could find all the people that match the following: 

  • A company in the Financial Services or Banking industry
  • Who have more than 10 employees
  • That spend money on Adwords
  • Who use Hubspot
  • Who currently have job openings for marketing help
  • With the role of HR Manager
  • That has only been in this role for less than 1 year
Just to give you an idea. 😀

Learning the right way to set up the best email outreach tool

Setting up an outreach tool is a complicated process that requires input from the beginning to end. You need to know what you want before getting into it, or else you’ll waste your time.

Know your criteria

If you’re not sure what type of outreach email tool to use, there are a variety that support teamwork and solo missions. The best email outreach tool vary in size depending on the volume of emails they can send.

Once you have a list of requirements, it will become much easier to find the best email outreach tool. You should take into account your needs when looking for one.

  • It’s important to use multiple apps for different things, but it can be hard and exhausting when you’re constantly switching between them. This is why integrations are so useful: they let you connect all your apps and make the experience much more satisfying.
  • You want to make sure that your tool includes analytics. For example, you should be able to run different campaigns and compare their results without sacrificing quality.
  • Automation is a great way to delegate tasks when you are short on time. You can automate your outreach process by sending follow-up messages or segmenting lists, for example.

Once you have these basics covered, your new software will help make sure that you can maximize efficiency on outreach.

Choose a good email service provider (ESP)

ESPs provide more than just a platform for your email marketing. They offer you protection and laws that protect both the sender’s identity and the privacy of their correspondence.

In order to find the best tool, you need to make sure it is compatible with your email service provider.

You should look for an ESP that you can build a good relationship with.

All major email services are of great quality and offer amazing features for managing campaigns, spam protection, and new phishing scams.

However, if you are still undecided on what to do about your job search, here are some points that might help:

  • Your email service provider should provide an option for canned responses. These are quick replies that can be copied and pasted into emails to save time.
  • If your service isnt mobile-friendly, keep looking. Around 80% of people check their emails on a phone or tablet. This is why services like Gmail provide apps for smartphones and other gadgets that allow them to read, send and write email no matter what the size screen they have.
  • You should be able to contact the support team. Whether its a question, complaint, suggestion or request – you can always expect to have your voice heard and get an answer from the company’s customer service department.

Now, you dont just have the right to choose an email service provider. You also need options for your inbox that are customizable to how you work.

Outline your sending limits

If youve created and fine-tuned a new domain for your email outreach, it is important to understand how many emails can be sent at once. It’s especially important if you’re sending cold emails.

Once you create a new domain, email service providers and spam filters are on the lookout for it. Your goal during this period is to prove that youre a credible sender who respects the CAN-SPAM act and doesn’t violate your recipients’ privacy or safety.

One way to avoid being labeled as spam is to stay within email sending limits. Spam senders don’t care about staying below the limit, they only want to get their message out before a filter catches them.

If you want your cold outreach campaign to work without any interruptions or setbacks, then it’s important that you know the limit of email messages that can be sent with your ESP and plan accordingly.

The tricky thing about it is that every service provider has a different limit for how many emails you can send, so we suggest talking to our team before making any moves. You can also see what the limits are by email providers here.

Edit the DNS settings

Now, lets talk about the most important part of your cold outreach. Before you launch it, make sure all email-relevant settings are working properly.

If you want to be precise, there are three DNS records that must be set up:

Sender policy framework (SPF)

SPF, or Sender Policy Framework is a security measure that helps prevent spoofing and make your inbox a safer place. To use SPF properly you should:

  • If you’re not an expert in editing DNS records, don’t be afraid to ask for help. I used this strategy and it saved me a lot of trouble.
  • Add all the tools you use for outreach. Your domain, third-party domains, email sending apps everything must be included. Otherwise your reputation will suffer and there may even be a time when it takes some work to get back.
  • GSuite has a special feature that lets you check your SPF record in one click. You can also ask your ESP if they have this tool.

DKIM is a way to verify that an email has not been tampered with and the domain owner approves of it.

The DKIM signature is an extra safety measure that reduces the risk of spoofed emails.

There are a few reasons why its important for companies to have DKIM signatures. The main one is that most major email service providers require them, and you don’t want your emails bouncing back because of an invalid signature.

DMARC is a way to authenticate the sender of an email and ensure that it has not been tampered with.

DMARC is a DNS record that was created for large companies to help with security.

However, DMARC is a new technology that’s only used by B2B senders. As a rule, you already have a default DMARC policy where the default setting is “none” meaning that there should be no action taken on messages that fail checks.

When you’re just getting started, it’s not necessary to ban all failed messages. They can be quarantined instead.

With a DMARC policy, you are given reports on which servers have failed SPF and DKIM checks. This way, you know how often they fail your outreach.

There are many ways to identify a brand’s message. The more indicators there are, the easier it is for people to understand what you’re trying to say.

DKIM is a new type of DNS record that has been getting more and more recognition. It’s visible to the receiver, but BIMI is something you can show recipients on your email signature.

BIMI is a great way to increase recognizability of your brand and build up positive reviews from customers. It’s more comfortable for people when they know where the email came from.

If you don’t have a BIMI record, it’s time to start thinking about getting one. Unlike SPF and DKIM, which are generated automatically by the system without any additional work on your end, you need to do some manual labor in order to get that little logo thumbnail up there.

Craft compelling templates

Cold outreach tools can help you achieve a lot of goals, but they dont do the work for you. You have to provide them with templates or content before anything else.

First, you need to customize the templates for your business. You can’t just use a template out of the box and hope it will fit what you’re trying to do.

There is no one template that will work for every industry. But there are some basic rules to follow when sending cold outreach templates.

Avoid greetings. It may come as a surprise, but using words like Hello or Good day for your opening lines can actually increase the risk of getting your messages flagged as spam. It happens because both Hello and Good day have been added to the list of spam trigger words due to being constantly abused by spammers or neglectful senders. As an alternative, we suggest getting straight to the point.

  • {Name}, Im reaching you on behalf of {CompanyName}
  • {Name}, I was referred to you by {Referral Name}
  • {Name}, Im looking to explore synergies between {ProspectCompanyName} and {CompanyName}
  • {Name}, I want to reach out and see if you would be interested in {Company}
  • {Name}, {Referral Name} told me to contact you about this job.
  • {Name}, I want to talk about how we might work together with {ProspectCompanyName} and {CompanyName}

Use your signature to include all of the information that is needed, including name, title and contact info.

Dont play mind games. Sometimes, senders try to come off as creative and smart by tricking recipients into opening emails using subject lines like “{Name}, you forgot something at your office” or “Urgent message for all {CompanyName} team.” They hope that people will open these messages because they know it’s what the person would expect – but in reality, nobody wants to be fooled. This means that playing with email subjects can result in being added to spam lists and getting punished by the CAN-SPAM act.

When you want to highlight the benefits of your product and service, instead of making huge paragraphs that will be difficult for readers to read through, create bulleted lists. The list format is much more readable and removes frustration.

Build a real email database

Now, here comes the hardest part. You need an email database to make your cold outreach work properly.

Resist the temptation to buy an email list. Youll regret it.

  • There is no morality to buying a bunch of email addresses and sending out mass emails. You dont know how these email addresses were obtained, or if they are from people who have been hacked into.
  • It’s not a good idea to use email lists that are already in the public domain, because your competitors have probably contacted these prospects. And if they’ve been flooded with emails from other companies as well, it will be difficult for you to stand out.
  • If youre not sure about the accuracy of your email list, it would be a good idea to do some research before sending out any messages. You might have success if you target people in your industry who are at least interested enough to see what they offer.
  • If an email database hasnt been updated in years, you can assume that 80% of the emails are no longer active. That means when sending messages to people on your list, many will bounce back or be delivered to invalid addresses.

If you want to build a sustainable campaign, give yourself the best fuel possible and be confident about your reputation in the long run, we recommend these options:

  • Gathering emails from website visitors is difficult, but it’s worth the time because these people are already interested in your company and have opted-in. It also means that you can be confident about how relevant or exclusive your contact data is.

best email outreach tool

  • Outsourcing the task of gathering emails can produce more efficient results than trying to do it in-house.


You need to make sure that you have a steady workflow before getting into the best email outreach tools.

When your outreach is organized, you have good DNS settings and clear goals, any tool will work well.

Need Help Automating Your Sales Prospecting Process?

LeadFuze gives you all the data you need to find ideal leads, including full contact information.

Go through a variety of filters to zero in on the leads you want to reach. This is crazy specific, but you could find all the people that match the following: 

  • A company in the Financial Services or Banking industry
  • Who have more than 10 employees
  • That spend money on Adwords
  • Who use Hubspot
  • Who currently have job openings for marketing help
  • With the role of HR Manager
  • That has only been in this role for less than 1 year
Just to give you an idea. 😀
Editors Note:

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Justin McGill
About Author: Justin McGill
This post was written by Content at Scale, a solution that uses AI + a team of optimization specialists to publish hundreds of high quality, SEO optimized content straight to your blog. It’s the first and only solution that allows you to truly scale content marketing.