02Process

From the introduction call to the first booked meeting.

A predictable process, fine-tuned weekly. After a single introduction call, the system takes over the outbound channel, from targeting through the automatic follow-up sequence to reply handling.

b2bemail is a managed B2B email outreach service: on your behalf we find and reach out, in a personalized email, to the decision-makers at the companies that matter to you, and hand the interested replies straight to your sales rep. If the first email gets no reply, the system runs a polite follow-up sequence, up to three more, progressively shorter emails in the same thread. The moment a reply arrives, the sequence stops.

Visual process

The journey of an email — from the first line to the reply.

From the shared kickoff through the personalized email and the safety check to the automatic follow-up sequence and classified replies. Scroll — the diagram moves with you.

Kickoff together

01Introduction call

A 30-minute call: we learn what you sell and to whom.

Kickoff together

02Ideal customer profile

Industry, company size, country, decision-maker roles — we define the right target together.

We run this

03Company & decision-maker research

Target companies and their decision-makers from public sources, verified company by company.

We run this

04Personalized email

A unique email for each recipient, built on their company's recent news and situation.

We run this

059-point safety check

Suppression list, unsubscribes, mailbox health, domain authentication — runs on every email.

We run this

06Warmed-up sending

Dedicated sending domains, EU business hours, under a daily budget — your main domain stays protected.

07After sending — the follow-up sequence

If there's no reply, the system doesn't forget.

Up to 4 emails over 16 days — each shorter than the last, all in the same thread. After that, we close the contact for good: no more emails from us.

EMAIL 1

day 0

Value proposition

A personalized introduction: what the recipient stands to gain with you.

120–220 words · human review

EMAIL 2

day 3

Pain point

Built on a familiar problem at their company — in the same thread.

80–140 words · automatic

EMAIL 3

day 6

Short question

A single question: could they spare 15 minutes?

45–95 words · automatic

EMAIL 4

day 11

Sign-off

A touch of humor — and a promise: we won't bother them again.

70–130 words · human review

END

day 16

Closed for good

If email 4 also goes unanswered, we close the contact — no more emails from us.

no further outreach

A reply to any of the emails? The sequence stops instantly — the remaining emails are cancelled, and the reply is with your sales rep within minutes.

Every email in the sequence passes the 9-point safety check

Opted out? Never contacted again

Bounced addresses are never followed up

A daily budget protects new outreach capacity

08 · REPLY

Every reply lands in one place

We read and classify replies to any email in the sequence: INTERESTED, QUESTION, NO, AWAY.

INTERESTED

Sent straight to your sales rep's inbox.

QUESTION

An operator-written reply tailored to the context.

NO

Added to the suppression list (DNC); we never reach out again.

AWAY

Automatically rescheduled for their return.

Kickoff togetherActive stageFollow-up sequenceReply8 steps · 4-email sequence · 4 outcomes

Live email examples

This is the kind of email the system writes.

These aren't templates: each email is written for one specific recipient, based on their publicly available information. Company names are redacted and personal names and contact details anonymised — the style, structure and personalisation are the system's real work.

Business automationFirst email

To: managing director · webshop / retail

: an automation opportunity

Hi Anna,

On the [company name redacted] site, day-to-day operations and customer handling look like the main focus (order management, customer support, returns).

With that setup, the first quick win is usually auto-preparing incoming enquiries, emails and reports. It's also worth looking at where manual email handling and status-tracking could become a shorter, clearer process.

We build automations and custom web workflows for small and mid-sized companies: email handling, lead capture, CRM updates and reporting.

If useful, I'm happy to show a couple of concrete ideas tailored to how you work. Shall we look at it on a quick call?

If it's not relevant, a short reply is enough and I won't email again.

— Kate

Industrial supplierFirst email

To: procurement / sales · industrial supplier

: industrial and reseller outreach

Hi [company name redacted] team,

With abrasives and industrial supplies, the first outreach works best when you handle industrial users, maintenance teams, buyers and reseller partners separately. That way it isn't a generic partner search, but a message built on a specific procurement or sales situation.

We run a controlled email outreach process: targeted research to find the relevant companies, and personalised first emails to open the conversation. Per campaign we find the relevant companies and public business contacts, then write short, natural first emails.

Might be worth a short chat about which target companies would be most valuable right now?

If it's not relevant at the moment, a short reply is enough and we won't email again on this topic.

Best, Vicky

Software · hiring signalFirst email

To: managing director · software company scaling sales

: sales outreach, done for you

Hi Peter,

I noticed [company name redacted] is hiring new salespeople at the moment — that's usually when the shared prospecting inbox gets messy fast, and it's hard to see who has already been contacted.

We run B2B cold outreach end to end: we find the relevant companies, write every first email personally, and hand over only the real replies.

Would a short, 15-minute call be worth it to see whether this fits how [company name redacted] works?

Best regards, Kate

Events · outdoor coverFollow-up

To: event venue / hospitality

Re: Outdoor cover —

Hi [company name redacted] team,

A few days ago I wrote to you about our premium outdoor marquees, which give covered, shaded outdoor guest space for events, hospitality or seasonal use.

Just following up briefly: if outdoor cover hasn't come up since, that's completely fine. If it might be relevant for the coming season, we're happy to put together an indicative proposal on size and layout.

For that, the venue, the season or date and a rough guest count are enough.

If it's not relevant now, a short reply is enough and we won't email again on this topic.

Best regards, Maya

Marketing · growthFollow-up

To: managing director / marketing lead · mid-market company

Re: Growth partnership —

Hi [company name redacted] team,

A few days ago I reached out about a strategic growth partnership: strategy, performance marketing, creative and digital delivery under one roof, with metrics that are transparent at leadership level.

Just following up: if the topic hasn't come up since, that's completely fine. But if visibility, lead generation or sales focus is on the agenda for you now, it could be worth a short conversation to see where there's still business upside.

If it's not relevant, a short reply is enough and I won't email again.

Many thanks, Greg

Illustration — from real campaigns, with company names redacted. Every outreach goes out only after manual approval.

Approval modes

You decide how much you see.

At launch there's always manual approval — you see every email before it goes out. As trust grows, control can be handed over gradually.

Manual

Go-live

Every email gets human approval before it goes out. We recommend this for the first 4–6 weeks, while the templates and targeting take shape.

Semi-auto

After stabilizing

The first ~100 emails per segment go for approval. After that, the system sends on its own, within the safety check.

Auto

Mature campaign

Automatic sending — only once the campaign is performing reliably and you've agreed on safety rules with us. The 9-point safety check runs on every email; if a check fails, the system stops or the email goes into the approval queue.

Behind the scenes

An operator oversees everything. Every day.

Daily

Reviewing new replies

Confirming the classification of interested and question-type replies, and manually reclassifying ambiguous cases.

Daily

Mailbox health check

Bounce rate, complaint rate, deliverability score, and RBL status for every sending mailbox.

Weekly

Results and fine-tuning

A 30-minute status with the client: the numbers, what could be targeted better, and what the next segment is.

Industries

Where do we use it?

We work in B2B markets where the sales cycle runs longer than 30 days and the decision-maker can't be reached through a form.

SaaS

Product companies

Booking demos, validating the ideal customer profile, probing a new region.

Services

Consulting

Introduction calls, partnership offers.

B2B

Logistics · manufacturing

Reaching operational decision-makers in their local language.

Channel

Partner program

Finding resellers and integrators across regions.

Let's talk about what your company can get out of this.

A 30-minute introduction call. After that, we do the work.

Request an introduction callRequest an introduction call