Smarter Week

How to automate it

How to automate “write personalized cold emails and LinkedIn messages”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, every day
55%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Have AI draft the personalized first line and email, then edit

Give AI the account brief and your best-performing email; it writes a tailored version for each prospect that you check and send.

Typically saves about 45% of the time10 min to set up
  1. 1Keep one or two of your best-performing emails as examples.
  2. 2Paste the prompt with the prospect details or brief.
  3. 3Cut anything generic or untrue, and keep it short.
  4. 4Use the built-in AI in your sequence tool if it has one (HubSpot, Outreach, Salesloft and Apollo all do).
Prompt to copy
Write a cold email to [NAME, TITLE] at [COMPANY]. What I know about them: [PASTE BRIEF OR NOTES]. What we offer: [ONE LINE]. Here is an email that has worked well for us: [PASTE EXAMPLE]. Rules: under 90 words, one specific reason I am writing to them now, one clear question at the end, no flattery, no buzzwords, nothing I have not given you. Also give me a LinkedIn connection note under 250 characters.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · HubSpot, Outreach, Salesloft or Apollo AI writing

Fix 2 of 2

Software feature

Put follow-ups into a sequence so they send on schedule

Sequences send a planned series of emails and call tasks and stop automatically when the person replies, so you never have to remember who to chase.

Typically saves about 50% of the time1 h to set up
  1. 1Use what your CRM or sales tool has: HubSpot sequences, Salesforce Sales Engagement cadences, Outreach, Salesloft or Apollo sequences.
  2. 2Build one sequence for each common situation (cold, post-demo, gone quiet).
  3. 3Mix automatic emails with manual tasks for calls and personal touches.
  4. 4Check reply and meeting rates monthly and rewrite the weakest step.

Tools: HubSpot sequences · Salesforce Sales Engagement · Outreach · Salesloft · Apollo

Quick wins

Have you tried…

Do you use sequences so follow-ups send on a schedule and stop when someone replies?
A sequence is a planned series of emails and call reminders. HubSpot, Outreach, Salesloft and Apollo all have them, and they stop automatically when the person replies.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Sales Development Rep (SDR / BDR)

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Sales Development Reps (SDRs / BDRs)