A Beginners Guide to Creating & Sending Outreach Inside Pitchbox

Within each campaign, Pitchbox lets you create a three-stage automated follow-up email sequence. This guide will walk you through the step-by-step process of setting up your outreach emails and sending highly personalized messages to your prospects. 📧

Table of Contents:

1. Creating Your Outreach Templates
2. Inspecting Your Prospects
3. Personalizing Each Opportunity
4. Launching Email Outreach

Creating Your Outreach Templates

Pitchbox makes it easy to craft highly personalized outreach templates. We recommend taking advantage of our extensive personalization fields to create emails that feel tailored to each individual opportunity. The more personalized your outreach, the higher your chances of getting a response! 📊

Adding Your Email Addresses & Templates

Visit to your campaigns Templates & Email Sequence page by navigating inside your campaign settings.

On this screen, you can choose the email address(es) you want to use for sending outreach. You have the option to send from a single address or take advantage of our email rotation feature for added flexibility.

We recommend using all three templates in your sequence, as campaigns with three emails tend to see higher response rates.

Adding Your Outreach Template

Taking the time to craft a thoughtful and personalized outreach email significantly increases the chances of getting a positive response. A well-crafted email stands out in crowded inboxes and encourages recipients to engage with your content. Be sure to use imagery, links and emojis were appropriate - and always include a professional email signature.

The templates within your campaign should start with a pitch and two subsequent follow up emails. All the opportunities within one campaign will receive the same three templates.

We have several templates for you to choose from in our Template Library - perfect for if you need some inspiration. You can easily copy in existing templates from other campaigns using the same dropdown.

Using Our Personalization Fields

A great outreach template makes full use of our personalization fields feature. Personalizing your outreach template shows that you've done your research and value the recipient's work, making your message more likely to be read and responded to.

Pitchbox will auto-populate default personalization fields (Blog Name/Site Name, Recent Blog Post, URL List) where possible. You can create endless custom personalization fields to add a unique touch for each recipient. Additionally, our AI-powered fields streamline the process while generating compelling, tailored content. 🤖

Inspecting Your Prospects

The next step is to filter through the opportunities prospected within your campaign. Since each campaign has its own objective, the criteria for approving sites may differ accordingly.

Our Personalization & Site Viewer Pop Up makes this process quick and easy! Navigate through each website to ensure it is the correct fit.

Mark your opportunities as Passed or Failed in preparation for the personalization stage. Users that have the Inspector role are restricted on this pop up, allowing them to navigate through the website and mark opportunities as passed or failed. Users that Inspect can also add a reason for the rejected website.

Personalizing Each Opportunity

The same Personalization & Site Viewer Pop Up is used to fill out the data for your personalization fields.

Contacts

Pitchbox pulls in contacts as it prospects for your websites. All of the contacts are pulled in directly from the website itself. You can enhance each contact to pull in additional information, such as job title, location and social media pages.

Rearrange these contacts in order of relevance and priority. We recommend having five to six contacts where possible. It's a good idea to limit the number of contacts so that your outreach emails are not used up on low priority targets.

Personalization Fields

This is the stage where you input the data for the personalization fields within your templates. Pitchbox will automatically populate default fields where possible. Any fields created by users need to be filled out manually.

Once you have filled out your opportunity with the relevant information, submit the opportunity to Compose.

Launching Email Outreach

Compose is the stage where you preview and launch your outreach. There are two methods to send your outreach emails.

Preview & Send

Preview & Send is used to check that your outreach emails have their personalization filled out correctly. You can see the personalization fields easily as they are highlighted in blue. You can edit your template individually during this stage.

When sending outreach using Preview & Send, turn on the Automatic Follow-Up Sequence toggle if you want your follow up emails to send automatically. When this toggle is turned off, you will need to launch the second and third attempts manually from compose.

Launch Automation Sequence

If you are confident that your emails are personalized correctly, you can launch your outreach emails in bulk without previewing the contents. This will turn on the automatic outreach sequence by default.

Outbox & Sent

Your emails will line up in the Outbox and be sent out in accordance to your Outreach Schedule. Pitchbox will mimic human sending by delivering emails one to three minutes apart. Once your emails have sent, they will populate in your campaigns Sent box.