Warming up a cold list is crucial for any small to medium-sized business looking to reconnect with former customers, re-engage dormant contacts, or nurture leads acquired through past events and conferences. This guide will walk you through a compliant, automated workflow process that ensures you stay within anti-spam regulations, improve delivery rates, and foster meaningful customer relationships. By structuring your outreach carefully, you can revive valuable connections without coming across as pushy or sales-driven.

Understanding Cold List Compliance and the Warm-Up Strategy

Before launching into email workflows, make sure the list aligns with compliance standards. Linqbase doesn’t allow using purchased lists because recipients didn’t opt-in for contact, risking high spam rates and penalties. However, if your list includes contacts gathered through credible sources—like industry events or existing vendor partnerships—these people have agreed to receive emails, making them ideal for a compliant reactivation campaign.

The steps below cover an optimized workflow for warming up 100 contacts at a time, ensuring your emails feel helpful and engaging rather than promotional.

Workflow Strategy for Warming Up a Cold List

This workflow automation doesn’t need a trigger event; instead, it’s organized around a structured series of actions. Each action either strengthens rapport or gently guides the contact to engage. Here’s a step-by-step breakdown:

1. Immediate Action - Initial Email (No Sales Push)

Your initial email serves as an introduction and a light re-engagement effort. Avoid jumping straight into sales. Instead, offer something of value—whether it’s a new feature update, insights that could help them close more deals, or tips for improving their operations. The email’s purpose is to reintroduce your company and highlight how you can be a helpful partner.

Example Email Outline:

• Subject Line: “Helping You Close More Deals and Save Time – [Company Name]”

• Body: Share a new offering, recent improvement, or insight. Focus on how this will benefit their work without pitching directly. Remember, the goal is to spark curiosity, not to close a sale.

2. Immediate Follow-Up - Voicemail Introduction

After sending the first email, follow up with a voicemail. Include your name, your company’s name, and a brief mention of the email you just sent. This dual approach (email and voicemail) encourages them to check their inbox.

Example Voicemail Script: “Hi, this is John Doe from ABC Mortgage. I wanted to make sure you saw the email I just sent with some updates on our latest program. Please take a look, and if you don’t see it in your inbox, it might be in the junk folder. Feel free to reach out with any questions. Thanks!”

3. Two-Day Delay - Follow-Up Message with Identification

Two days after the initial contact, send a follow-up message to reiterate your identity and reinforce your brand’s legitimacy. Mentioning your name and company again increases the chance your message will be flagged less by spam filters.

Example Text Script: “Hi, John Doe from ABC Mortgage here. Just a quick note to see if you received our email about the new loan program. Let me know if you have any questions; I’m here to help.”

4. Next-Day Email Resend - Gentle Reminder

On day four, resend the first email as a gentle reminder for those who might have missed it initially. Adjust the subject line to add urgency or interest.

Subject Line Variations:

• “Did You Catch This? [Benefit Reminder] from [Company Name]”

• “A Quick Reminder: New Opportunities from [Company Name]”

This step is crucial for creating another chance to engage without overwhelming the contact.

5. Next-Day Bio Email - Showcase Your Team’s Strengths

Introduce your team and company’s unique strengths to create a sense of credibility and trust. Highlight what makes your company different and provide a brief bio or case study showcasing success.

Example Email Content:

• Subject Line: “Meet Our Team and How We Stand Out at [Company Name]”

• Body: Briefly describe your experience, values, and a relevant success story. Emphasize results you’ve achieved for similar clients to build credibility.

6. Three-Day Delay - Friendly Follow-Up Text Message

After three days, send a short, friendly text message to ensure they received the previous emails. This message should be supportive, offering assistance without pressure.

Example Text Script: “Hi, John Doe here from ABC Mortgage. I wanted to confirm if you received the email about our new loan program. Let me know if there’s anything you need clarification on, or if you’d like me to address any questions. Thanks!”

Ongoing Engagement - Weekly Email Drips

For the best chance of maintaining engagement, continue reaching out weekly with content that highlights new developments, valuable insights, or tips that would interest your audience. This consistent engagement can gradually warm up even the most inactive contacts, keeping your brand top-of-mind.

Tips for Successful Email Drips

1. Vary Your Content: Alternate between updates, helpful tips, and case studies to keep the communication fresh.

2. Leverage Customer Stories: Real-world success stories make your outreach more relatable and trustworthy.

3. Keep Subject Lines Short and Intriguing: Entice contacts to open your email by promising insight or value without sounding sales-focused.

Scaling the Workflow

Once the initial workflow proves effective, scale it by working through additional batches of 100 contacts. This staggered approach helps maintain deliverability and increases engagement. Avoid blasting your entire list simultaneously, as this can increase bounce rates and spam flags.

Measuring Success

To assess the impact of your workflow, track key metrics like open rates, response rates, and conversions. A successful warm-up campaign should show steady improvements in these areas as you refine your approach based on what works best for your audience.

By adopting a strategic, customer-centric approach, this workflow helps ensure that even the coldest of lists receives timely, valuable content that piques interest and builds trust. Through gradual, respectful engagement, you can maximize the productivity and potential of each contact while keeping your outreach efficient and compliant.

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