Cold Email Stack

Setting Up Tools & Automation

I’ve tried a bunch of email account providers and domains, and here’s what I found: quality is everything when it comes to the stack you’re using for cold email.

👉 Premium Inboxes

The best part?

You can land your first lead in 12 hours, as the email accounts are set up in 12 hours or less.

And you don’t need to worry about the technical stuff. From SPF and DKIM to DMARC and MX records, Premium Inboxes handles it all so you can focus on what matters—sending emails and closing deals.

I’ve found you can’t generate leads if your emails aren’t landing in the primary inbox.

And you can’t scale your outreach if your inbox provider takes 24+ hours to reply—or worse, ghosts you after you’ve made the payment.

Here’s the full tutorial for setting up your accounts:

  1. Sign Up: Head to Premium Inboxes and pick the plan that fits your outreach goals.
  2. Set Up a Domain: Use a dedicated domain for cold email (not your main one) to protect your reputation. Premium Inboxes will configure everything for you.
  3. Sequencer: Mark the cold email-sending platform (sequencer) you’re using. Everything will be set up there so can start sending in 12h or less. Speed is everything in lead gen.
  4. Warm It Up: Start warming up your inbox right away for better deliverability. Premium Inboxes integrates with all major warm-up tools or provides guidance to make it easy.

And just like that, you’re ready to launch high-performing cold email campaigns!

Creating your ideal lead list

Building a solid prospect list starts with clearly defining your ideal client. Think about the companies that would benefit most from what you’re offering. Think about those you already work with.

What’s their size? Which industries are they in? Where are they located? Most importantly, who makes the decisions in these businesses?

Answer those questions, and use it to build your list with these tools:

  • Apollo — My favorite database - it’s easy to use and massive (with affordable options for lead generation). Not ideal for finding phone numbers, though, if you’re interested in that.
  • ZoomInfo — Excellent for comprehensive company and contact details, especially for enterprise-level prospects.
  • LinkedIn Sales Navigator — Ideal for highly specific searches, like job titles, industries, and recent activity. Not ideal for finding email accounts - and you need your leads’ emails for cold email.
  • Clay — A great choice for advanced list-building workflows and custom targeting.
  • PhantomBuster — Automates lead collection from LinkedIn and other platforms.

A well-curated list is not just about finding prospects who fit your criteria. It’s the foundation for personalized outreach that grabs attention and resonates with your audience.

Filters I Apply in Apollo:

  • Location: Target prospects in specific regions or cities that align with your business.
  • Industry: Focus on niches where your product or service offers the most value.
  • Company Size: Filter by employee count or revenue for better alignment.
  • Verified Email: Check this box to ensure you get only leads with email accounts.
  • Technologies: Companies using a specific tool, e.g. HubSpot, YouTube, Shopify, or Xero.
  • Role/Title: Target decision-makers for your offer, such as owners, founders, CMOs, or CFOs.

List Cleaning:

NB! Always clean your lead list. That means verifying that the emails in your list are actually still in use and active.

Sending emails to expired emails (or not to a cleaned list) can severely hurt your domain and email account health. That means you’ll need to keep getting new domains and email accounts.

A high bounce rate is an indicator of something being off with your list.

So, never skip the step of cleaning your list. You can use these tools for it:

Personally, I’ve found tools like Apollo and Sales Navigator to be game-changers. They make it easy to narrow down high-quality leads that are ready for outreach.

The more precise you are with your targeting, the better your results will be. A strong lead list is the foundation of every successful cold email campaign.

How to write a converting email copy

Writing cold email copy that actually converts is both an art and a science. The goal? Get straight to the point, capture attention, and leave them wanting to know more.

Over the years, I’ve tested countless approaches, and these are the ones that consistently drive results.

Key Elements of a High-Converting Email

  1. Subject Line That Grabs Attention:

Your subject line is the first thing your prospect sees—make it count! Use curiosity, personalization, or value-driven language to stand out in a crowded inbox.

Examples:

  • "Quick question about [their company]"
  • "Struggling with [specific pain point]?"
  • "How [successful company] solved [problem]"
  1. A Hook That Pulls Them In:

Start with something that shows you’ve done your homework. Mention something about their company, role, or recent activity.

Example:

  • "I noticed you recently expanded into [industry] - congrats! That’s no small feat."
  1. Address Their Pain Point:

The fastest way to their attention is to show you understand their struggles. Highlight the problem they’re likely facing and how you can help.

Example:

  • "Getting emails into the primary inbox is tough—our clients have seen a 90% boost in deliverability after fixing their setup."
  1. The No-Brainer Offer:

Your email should make it ridiculously easy for them to say yes. Whether it’s offering a case study, a quick chat, or a free audit, keep it simple and compelling.

Example:

  • "Would it make sense to send over a case study showing how we helped [similar company] achieve [result]?"
  1. Short & Simple Call to Action:

Don’t ask for too much. Keep it short, actionable, and easy to reply to.

Examples:

  • "Interested? Just reply 'yes,' and I’ll send more details."
  • "Does next Thursday at 10 AM work for a quick call?"

Common Mistakes to Avoid

  • Writing a novel: Nobody has time for a wall of text - keep it concise.
  • Being too generic: Always personalize your emails to stand out.
  • Overcomplicating the ask: Your CTA should be crystal clear.

Pro Tip: Add Personality

Your emails don’t have to be boring. A touch of humor, a well-placed emoji, or a conversational tone can go a long way in making your outreach memorable.

Example:

  • "P.S. I know this email is cold, but my coffee’s hot - let’s chat over a virtual cup. ☕"

Great email copy doesn’t just get replies - it starts conversations that lead to conversions. Test these strategies, tweak them for your audience, and watch your campaigns take off.

The only follow-up strategy you’ll ever need

Did you know that 80% of sales require at least five follow-ups? Most people give up after the first or second email, but that’s where you can stand out and win. A good follow-up isn’t just a reminder—it’s a chance to re-engage, add value, and show you’re serious about helping your prospect.

Why Follow-Ups Matter

People are busy. Your initial email might get buried, or they might mean to reply but forget. Following up ensures your offer stays on their radar and gives them another opportunity to engage.

The Follow-Up Framework

Here’s a proven formula for effective follow-ups:

  1. Email 2: Light Reminder + Value Add
  • Subject Line: "Quick follow-up—[value point]"
  • Keep it short. Reference your first email, and add something valuable, like a case study or a quick tip.

Example:

"Hi [Name], just following up on my last email. I wanted to share a quick example of how we helped [similar company] improve [result]. Let me know if you'd like to see the details!"
  1. Email 3: Ask for Feedback
  • Subject Line: "Did I miss the mark?"
  • Show you’re open to feedback. Ask if your timing or offer is off.

Example:

"Hey [Name], I wanted to make sure my last email wasn’t off-target. If this isn’t relevant for you, just let me know—I’d be happy to adjust or point you to someone else who can help!"
  1. Email 4: Create Urgency or Scarcity
  • Subject Line: "Final slots this week"
  • Add a reason to act now. It could be limited availability, a special offer, or a deadline.

Example:

"Hi [Name], I have just a few slots open this week for quick calls. If you’re interested in learning how we can help [specific benefit], let me know!"
  1. Email 5: The Break-Up Email
  • Subject Line: "Should I close your file?"
  • Give them an easy out but leave the door open for the future.

Example:

"Hi [Name], I haven’t heard back, so I’ll assume this isn’t the right time. If things change, feel free to reach out—I’d love to reconnect!"

Pro Tips for Better Follow-Ups

  • Keep It Conversational: Avoid sounding pushy or robotic. Use a friendly tone that encourages engagement.
  • Vary the Timing: Space your follow-ups a few days apart to avoid being annoying.
  • Add Value Each Time: Share something new—a resource, insight, or quick win they can use.

Follow-Up Scripts That Work

Here are a few quick examples you can use right away:

  • Re-Engagement: "Hi [Name], just bumping this to the top of your inbox—thought it might be helpful!"
  • Value Add: "Hi [Name], I came across this [article/resource] and thought it might be relevant to your work at [Company]."
  • Humor: "Hi [Name], maybe your inbox ate my last email? Happens to the best of us!"

Follow-ups are where deals are won or lost. Stay consistent, add value, and watch as your persistence pays off.

Cold Email Automation Rules

When it comes to cold email, automation can be a game-changer. It saves time, scales your campaigns, and keeps you consistent. But if you don’t follow the rules, it can quickly backfire.

Spam filters are smarter than ever, and one misstep can hurt your deliverability or even get your domain blacklisted. And that’s not good, my friend.

The good news? By following these outreach automation rules, you can stay on the right side of email providers while maximizing your results.

Key Rules for Safe Outreach Automation

  1. Start Small, Then Scale Up

Never send 500 emails on day one from a single account. Instead, start small—10-20 emails per day per inbox—and gradually increase your sending volume over a few weeks.

This “warm-up” period builds trust with email providers and reduces the chances of your emails landing in spam.

👉 With Premium Inboxes, your accounts come pre-configured with the right base cap volume to keep your campaigns safe. This means you can scale your outreach without worrying about deliverability issues.

  1. Personalize Every Email

Even if you’re automating, make sure your emails feel personal. Use placeholders like [First Name], [Company], or [Pain Point] to show prospects you’ve done your homework.

  1. Follow the 1-10-100 Rule
  • Inbox: Don’t send more than 10-20 emails per day per account.
  • Domains: Use multiple domains to distribute your email volume safely.
  • Inboxes Per Domain: Use only 2-3 email accounts per each domain.

For example, if you’re using 10 domains, you can set up 30 email accounts, and send 300-600 emails per day altogether.

Premium Inboxes makes it easy to manage multiple domains and accounts, and they’ll even notify you if a domain’s health isn’t optimal anymore, so you can switch it out for better results.

  1. Monitor Your Email Reputation

A dip in reputation is a red flag. If you start seeing a high bounce rate—it’s time to review your sending practices or switch out your domain.

🚀 Bonus: Premium Inboxes offers unlimited email refreshers. If your accounts need to be replaced for better deliverability, they’ll set you up with fresh ones, ensuring your campaigns never skip a beat.

  1. Respect the Unsubscribe Rule

Always include an easy way for prospects to opt out. It’s not just about compliance—it keeps your list healthy and engaged.

  1. Use Automation Tools Wisely

Platforms like Instantly, Smartlead, and Saleshandy are great for managing your campaigns, but they’re only as good as the rules you set. Keep sending volumes realistic, ensure you’re rotating accounts, and prioritize personalization.

Pro Tips for Smooth Automation

  • Spread Out Your Sending Times: Avoid sending emails all at once. Set your automation tool to send emails at random intervals throughout the day.
  • Segment Your Lists: Target smaller, focused groups of prospects to keep your campaigns relevant.
  • Always Warm Up: Make sure new inboxes are properly warmed up before diving into outreach. Tools like Mailwarm or Lemwarm are great for this.

Automation is powerful, but only if it’s done the right way. By setting the right rules, monitoring your accounts, and partnering with a reliable provider like Premium Inboxes, you can scale your outreach safely and effectively.

How to Avoid Looking Like a Spammer

Cold email works but only if your emails actually land in the inbox. If you’re constantly hitting spam folders, your domain reputation tanks, and your emails become invisible.

Here’s how to avoid that and ensure your emails are seen:

1. Get Your Technical Setup Right

Email providers look for authentication records to verify whether an email is legit. Without these, your emails are more likely to be flagged.

✔️ SPF, DKIM & DMARC: These must be properly configured on your domain. (Premium Inboxes handles this for you.)

✔️ Use a Dedicated Domain: Never send cold emails from your primary domain. (Again, Premium Inboxes provides this!)

✔️ Warm Up Your Inbox: Slowly increase sending volume over time to build a good reputation.

2. Keep Your Sending Behavior Safe

Even if your setup is perfect, your sending habits can still trigger spam filters.

🚫 Never send too many emails too fast – Start small (10-20/day) and gradually increase.

🚫 Don’t send the same email to thousands of people – Slight variations help avoid spam triggers.

🚫 Always personalize – Generic, mass emails are a red flag.

3. Avoid Spammy Words & Formatting

Spam filters flag emails that look overly promotional or aggressive.

❌ Avoid words like:

  • “Free,” “Guaranteed,” “Cash,” “Act Now”
  • Excessive ALL CAPS or !!!
  • Too many links or images

✅ Instead, focus on conversational copy. Keep it short, direct, and natural.

4. Monitor & Adjust

Track your deliverability. If open rates drop below 40%, something’s wrong.

📊 Check your domain health using Google Postmaster.

🔄 Rotate inboxes & domains if one starts underperforming (Premium Inboxes helps here).

📬 Use email verification tools to clean your list before sending.

5. Use Premium Inboxes for Better Deliverability

✔️ Pre-configured inboxes with the right settings

✔️ Unlimited email refreshers (they replace accounts when needed)

✔️ Alerts when your domains need to be switched

This way, you never have to worry about your emails landing in spam again.

How to Re-Engage Cold Leads

Some leads won’t reply to your first few emails. That doesn’t mean they’re a lost cause. Re-engagement emails can bring old prospects back to life.

Here’s how to do it without sounding desperate.

1. Check Why They Went Cold

Before following up, ask yourself:

✅ Did they open but not reply? (They might be interested but need a better hook.)

✅ Did they never open? (Maybe your subject line needs work.)

✅ Did they respond but ghost after? (They might need a reason to continue the convo.)

Use this info to adjust your follow-up approach.

2. Send a “Did I Get This Wrong?” Email

If they haven’t responded in a while, make it easy for them to opt out—or re-engage.

📧 Subject: "Should I close this out?"

"Hey [First Name], I haven’t heard back, so I’ll assume this isn’t a priority right now. If I got that wrong, let me know—I’d be happy to send over [value offer]."

This works because it removes pressure and puts the ball in their court.

3. Offer Something New

Instead of repeating your old pitch, give them a new reason to engage.

💡 Send a case study related to their industry.

💡 Share a new strategy or trend they might find valuable.

💡 Ask a simple yes/no question (e.g., “Would this be relevant for you right now?”).

4. Switch Up the Channel

If they’re not replying to email, try LinkedIn or even a voicemail. Sometimes a different format gets better results.

🔄 Pro Tip: If a lead is cold for 60+ days, move them to a re-engagement list and reach out later with fresh messaging.

How to Find Anyone’s Email Address

No email = No outreach. If you don’t have the right contact info, you’re wasting time.

Here’s how to find and verify anyone’s email address:

1. Use Lead Databases

The easiest way to find emails is through databases that collect verified contact info.

🛠 Best Tools for Finding Emails:

  • Apollo.io – Affordable, massive database
  • ZoomInfo – Expensive but great for enterprise contacts
  • Hunter.io – Free tool for checking company emails

2. Use LinkedIn + Email Guessing

If a lead’s email isn’t public, you can guess it using common email formats.

🔹 First Name + Last Name @ company domain

🔹 First Initial + Last Name @ company domain

🔹 First Name @ company domain

Example: If the company uses @acme.com, and the CEO is John Doe, his email is likely:

✅ [email protected]

✅ [email protected]

✅ [email protected]

Use Hunter.io or Snov.io to check if the email is valid.

3. Check the Company Website

Some companies list emails publicly. Look at:

✅ The "About" or "Contact" page

✅ Press releases (often include PR contacts)

✅ LinkedIn bios (some people put emails in their profile)

4. Use Email Permutators

If you’re unsure about an email format, tools like Email-Format.com or Name2Email generate likely options.

5. Always Verify Before Sending

Never send emails without verifying them first—it kills your deliverability.

✅ Use Reoon, MillionVerifier, or ZeroBounce to check if an email is valid.

✅ A bounce rate above 2% is a red flag—clean your list.

Pro Tip:

🔥 If you can’t find an email, connect on LinkedIn first. A quick DM can lead to an intro or even a direct email.

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