Wondering what to expect when we turn on your cold email campaign? This quick guide should cover everything you need to know. If you have a question not answered here, please reach out to our team at leadgen@southernweb.com.

The #1 important thing to know


All cold emails are sent to prospects from your actual email account by our software.

They are not sent from a third-party service like Mailchimp, nor is it a newsletter. If you check your "Sent" folder, you will see all the cold emails sent by our software on your behalf.

How the cold email delivery process works


During your campaign, we set up your sequence so that each prospect is sent a specific number of emails — usually between 4 and 6 emails. 

Each email in the sequence is sent according to a predetermined time frame.  We keep the gaps between emails between 5 to 7 days during the first few emails to give the prospect enough breathing room and not to come across needy. We want to be respectful of their time.

The software we use automates each email sent and keeps track of who opened the email, how many times they did that, and whether they replied.

What to do when you get a reply in your inbox


When a prospect replies to you, our software can see it (and so can we). It’s up to you to take over the email conversation from this point.

Any prospect who replies to an email is automatically removed from the campaign sequence. No further automated emails will be sent to that prospect.

You do not need to let us know that a prospect replied as our software automatically handles it.

How "out of office" email replies are handled


Our software is smart enough to recognize "out of office" email replies and distinguish them from regular email replies. If a cold email receives an "out of office" reply from a prospect, the software will continue to send emails to that prospect.

What happens if an email bounces


If an email bounces (meaning the email address doesn't exist, or there is an issue with the email address affecting deliverability), our software handles that as well. It won't continue to send any emails to that address.

When to notify us of a reply


Please inform us if you receive a reply from someone who is not the original prospect.

Our software automatically removes prospects who reply to a cold email, but our software can only track replies from the original recipient. If someone replies on the original prospect's behalf from a different email address, the email sequence will still be sent to the original prospect.

It is important to notify us when this happens so that we can manually remove the original prospect's email address from the sequence.

Examples of this are:

  • A personal assistant to the CEO is replying to your email on his/her behalf
  • Someone else in the company was forwarded your email and is now taking over the conversation
These examples happen very rarely and should be quite easy for you to spot. If you're not sure, forward us the reply and we can double-check in our software and help you decide what the next steps should be.

Keep all replies in your inbox for 24 hours


Very important: Please do not archive or move any prospect replies out of your inbox for at least 24 hours.

Our software monitors your inbox (and only your inbox) for replies from prospects. If the reply is not in your inbox, it won't be able to mark a prospect as "replied."

Need help or have more questions?


If you have any questions or need help with anything regarding your email campaigns, you can reach the team at leadgen@southernweb.com.