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Sending a personalized B2B cold email is an excellent way to approach a lead — whether it’s to try to get them to schedule a demo, hire you for a service, or anything else. (We’ve covered the major scenarios and cold email template framework you should follow if you want or need a refresher.)

However, you must only cold email those B2B contacts who can genuinely benefit from your offerings — otherwise, your email could be considered illegal or spammy.

But how do you write an effective B2B cold email?

In this article, I’ll share 12 practical B2B cold email templates you can start using today. I’ll also cover three best practices for B2B cold email success and answer two related FAQs.

B2B Cold Email Templates: Table of Contents

(Click on links to jump to specific sections)

Let’s get started.

Top 12 B2B Cold Email Templates to Use in 2024

Here are 12 high-converting B2B cold email templates for your sales team:

1. Pain Point Email Template

A cold outreach email centered around a specific pain point your ideal prospect struggles with is a surefire way to capture their interest.

It shows that you empathize with their situation and genuinely wish to help them, increasing your chances of receiving a response.

     Subject line:      There’s a way to overcome [pain point #1]… 

Hi [prospect’s first name],

As a [propsect’s job title] in [prospect’s industry/niche], it’s challenging to deal with [pain point #1] and [pain point #2] every month. But it doesn’t have to be.

With [your product/service name], [company A] in [prospect’s industry/niche] has achieved:

  • [Milestone #1] by overcoming [pain point #1]
  • [Milestone #2] by solving [pain point #2]
  • [Milestone #3] by eliminating [pain point #3]

Seems too good to be true?
Check out our complete case study here: [URL]

If you like what you see, let’s schedule a 15-minute call to discuss how [your product/service] can help you.

Please feel free to book a slot here: [your Calendly link]

Best,
[Your name]
[Your job title]
[Your company name]
[Your company website or address]
[Your alternate contact information]
[Links to your social media profiles]

2. Right Person Email Template

You can use this B2B cold email template when you’re unsure if you’re approaching the right person.

The recipient will most probably let you know if they’re the one to contact or someone else is.
Otherwise, you’d be wasting time on someone who’s not a decision-maker.

     Subject line:      Do you handle [specific task] at [prospect company name]?

Hello [prospect’s first name],

I was hoping to find the person in charge of [your specialty area]. When I reached out to [colleague A] and [colleague B] at [prospect company name], they suggested I get in touch with you.

Here’s a quick look at what [your product/service name] does:

  • [Value prop #1]
  • [Value prop #2]
  • [Value prop #3]

Are you the appropriate person to approach regarding this?
If not, could you let me know whom to contact?

I look forward to hearing from you.

Regards,
[Your name, title, company details, social media icons, etc.]

3. Competitor Email Template

Highlighting the potential limitations of a competitor’s product or service in your sales prospecting or lead generation emails is a great strategy.

Why?
It not only piques the recipient’s interest but also showcases what’s unique and appealing about your offerings.

     Subject line:     Does [your competitor’s product/service name]’s [limitation #1] bother you too?

Hi [prospect’s name],

When browsing through [prospect’s company name]’s website, I noticed that you use [your competitor’s product/service name].

Several [your prospect’s industry/niche] businesses have switched from [your competitor’s product/service name] to [your product/service name] because [limitation #1] and [limitation #2] stoppied them from accomplishing [primary objective].

Our customers love us for [unique selling proposition].

But don’t take my word for it.
Feel free to check out our customer reviews on [platform].

Wondering how we can help you pull off [primary objective]?

I’d be happy to walk you through our unique process on a call.
You can pick a convenient time for the call here: [your calendar/meeting scheduler URL]

Have a good day,
[Your name, title, company details, social media icons, etc.]

4. Useful Resource Email Template

Receiving an email with relevant free resources is bound to impress your cold prospect.

Since you’re adding value to their lives, the prospect will be more open to engaging with your sales prospecting emails down the line.

     Subject line:      Here’s a free [resource] to help you achieve [target]

Hello [prospect’s first name],

The life of a [prospect’s job title] in [prospect’s industry/niche] can be hard — you’re constantly dealing with [issue #1], [issue #2], and [issue #3], while handling [responsibility #1] and [responsibility #2].

And that’s just the tip of the iceberg.

To make your life easier, I’ve created a/an [resource (for example, ebook, blog post, etc.)] covering:

  • [Solution for issue #1]
  • [Solution for issue #2]
  • [Solution for issue #3], and more

You can access the [resource] for free here: [URL]

We have also created invaluable resources on [subject of interest #1] and [subject of interest #2]. Please send me a note if you are interested, and I’ll forward them to you.

Best,
[Your name, title, company details, social media icons, etc.]

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5. Press Mention Email Template

A potential customer who just got mentioned in the media probably expects responses from the general public. That’s why an effective cold email about the press mention is likely to get opened.

You can leverage this opportunity to highlight how you can contribute to their success.

     Subject line:     Loved reading about [prospect company name] in [publication]!

Hi [prospect’s first name],

Today, I came across a feature story on [prospect company name] in [publication].

What caught my attention was your plan to tackle [complex problem] in [prospect’s industry/niche].

Solving [complex issue] is sure to put you on track to [major milestone]!

Just watch out for [potential issue #1] and [potential issue #2] since they can slow your momentum.

I’d be happy to answer any questions about overcoming these issues.
Please don’t hesitate to book a short meeting with me here: [your calendar/meeting scheduler URL]

Have a great day,
[Your name, title, company details, social media icons, etc.]

6. Website Visit Email Template

Emailing a cold prospect who downloaded a resource from your website is a natural way to start a conversation. Your sales rep can offer further help to the recipient and even gauge their interest level through this B2B email template.

     Subject line:     Found what you were looking for, [prospect’s first name]?

Hello [prospect’s first name],

Yesterday, you downloaded a/an [resource] on [topic of interest] from our website.

Were our insights helpful to you?
If you’d like to know more about [topic of interest], these additional resources can help:

  • [Resouce #1]
  • [Resource #2]

If you’ve got any specific questions, I could always get on a phone call to answer them.
You can schedule a call with me here: [URL]

Best,
[Your name, title, company details, social media icons, etc.]

7. Voicemail Follow-Up Email Template

There are differences in a cold email versus a cold call, but one key similarity: In both cases, you aim to establish contact with a prospect.

If a prospect doesn’t pick up your cold call, sending a quick follow up email that explains why you called is a smart idea. The email lets you stay on top of the prospect’s mind, increasing the chances that they’ll engage with your next cold call or email.

     Subject line:     Couldn’t reach you on the phone, [prospect’s first name]

Hi [prospect’s first name],

Sorry, I couldn’t reach you on the phone today, [prospect’s first name]. I called to talk about [short, specific reason]. Since we couldn’t connect, I left a voicemail mentioning that I’ll call again at [date/time].

But feel free to call me anytime before at [your phone number].

Hope to hear from you soon.

Thanks,
[Your name, title, company details, social media icons, etc.]

8. AIDA Template

AIDA, which stands for Attention-Interest-Desire-Action, is an effective cold email approach.

At first, you grab the prospect’s attention with your subject line. Then, you generate interest through the intro of your email copy and ask if the prospect desires the benefits you offer.

Finally, you add a CTA (call to action) at the end, prompting them to respond or click on a link in your email.

     Subject line:     The strategy that helped [company A] achieve [stunning goal]

Hello [prospect’s first name],

While every [prospect’s job title] looks to achieve [goal], very few actually do.

However, by working with [your company name], the [prospect’s job title] at [company A] was able to reach [stunning goal]!

Would you like to know the strategy we used for [company A]?

If yes, feel free to schedule a meeting with me here: [URL]

Regards,
[Your name, title, company details, social media icons, etc.]

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9. Compliment Email Template

A genuine compliment goes a long way in building rapport.

You can use that rapport to gradually help a potential customer develop an interest in your offerings.

     Subject line:     Huge fan of your work at [prospect company name], [prospect’s first name]!

Hi [prospect’s first name],

I’ve been following your work at [prospect company name] for some time. Recently, I saw how you turned [specific problem] into [specific opportunity] — it was clever, quick-witted, and inspiring.

We did something similar for [company A], helping them transform [relevant challenge] into [relevant opportunity].

Curious?

Why don’t we get on a call on [date] at [time] to dive into the details?
Or, you could choose a more convenient time here: [URL]

Best,
[Your name, title, company details, social media icons, etc.]

10. Virtual Event Email Template

Use this B2B cold email template to invite a potential client to a virtual event like a webinar.

But before inviting someone, ensure that your event is relevant to them and remember to establish that relevance in your cold email campaign. You can do this by going over who will speak at your event, the agenda, etc.

     Subject line:     Don’t miss out on our [virtual event] on [topic of interest], [prospect’s first name]!

Hello [prospect’s first name],

Navigating the [prospect’s industry/niche] world as a [prospect’s job title] is no cakewalk.

That’s why we’re organizing a [virtual event] on [topic of interest] [date] at [time].

The [virtual event] will have:

  • [Speaker #1] talk about [subtopic of interest]
  • [Speaker #2] discuss [subtopic of interest]
  • [Speaker #3] share insights on [subtopic of interest]

Sounds interesting?
Register your interest here: [link to webinar registration form]

See you there,
[Your name, title, company details, social media icons, etc.]

11. Testimonial Email Template

Sharing social proof like a customer testimonial in your cold email helps build credibility.

When the prospect sees how other customers have benefited from your product or service, they’ll be curious and inclined to give you a response.

     Subject line:     Improve your [KPI] by [X]% with [your product/service name]

Hi [prospect’s first name],

[Company A] improved their [Key Performance Indicator (for example, conversion rate)] by [X]% in less than [Y] months using [your product/service name].

Here’s what [company A] had to say about us:

[Customer testimonial]

Want to be our next success story?
Drop me a note, and I can show you how to reach [milestone] in [Z] months.

Best,
[Your name, title, company details, social media icons, etc.]

12. Product Launch Email Template

Cold emailing a lead to ask for feedback about a new product or service works for several reasons:

  • It demonstrates that you value the lead’s opinion.
  • The cold email lets you showcase your product’s or service’s unique selling points.
  • You get to show the potential client what they’re missing out on when not using your offerings.

     Subject line:     Would love to hear your thoughts on [your product/service], [prospect’s first name]

Hello [prospect’s first name],

We just launched [your product/service name].
It’s like [your competitor product/service name], but better.

[Your product/service name] helps you:

  • [Unique selling point #1]
  • [Unique selling point #2]
  • [Unique selling point #3]

We’ve already onboarded companies in [prospect’s industry/niche] like [company A] and [company B]. However, we’re constantly looking for ways to improve [your product/service name].

Since you’re a [prospect’s job title] with [X] years of experience in [prospect’s industry/niche], your opinions and suggestions would be invaluable.

Can I send you more information about [your product/service name]?

Thanks,
[Your name, title, company details, social media icons, etc.]

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Now that we’ve gone over several effective templates, I’ll cover some B2B cold email best practices you should follow.

3 Best Practices for B2B Cold Email Success

Follow these three best practices to boost your B2B cold email response rate:

1. Write Personalized Emails that Get to the Point Quickly

When sending cold emails, the ground rule is: always personalize your emails.

Why?
The prospect probably doesn’t know who you are — so if your B2B sales email is generic like the other emails in their inbox, you’re sure to be ignored.

In contrast, personalizing just the email subject line can increase your open rate by 22%.

For writing a personalized email, you can include prospect details, like their:

  • Name.
  • Company name.
  • Specific interests.
  • Relevant social proof, and more.

However, while there’s no ideal length for a B2B cold email, you’ll want to keep your personalized email sweet and short. Essentially, your email should get to the point quickly without beating around the bush.

2. Remember to Follow Up on Your B2B Cold Emails

Research shows that sending just one follow-up email can boost your reply rate by 65.8%.

A follow up email essentially provides your sales team another chance to make your case with the prospect.

But how many follow-up emails should you send?
Although sending more follow-ups can help improve B2B cold email engagement, I recommend limiting the number of follow-ups to five.

Any more, and you may end up annoying your ideal prospect and ruining any chances of closing a sale.

If you want an even deeper dive into what goes into a cold email follow up, check out our deep dive.

3. Scale Up Your B2B Outreach Efforts with Cold Email Software

It’s time-consuming and inefficient to manually personalize your B2B cold emails and follow up on them. It’s also not scalable when you have tons of cold leads to approach.

Fortunately, with a solid email tool like GMass, you can automate most of this work and easily scale up your outreach efforts.

What’s GMass?

GMass home page

GMass is a robust cold emailing and email marketing automation tool that works entirely inside Gmail.

Its powerful features and ease of use make it a favorite cold email marketing tool among B2C and B2B marketers, salespeople, startup founders, small business owners, and even employees at large companies like Google, Uber, and LinkedIn.

With GMass, you can:

  • Save every B2B sales email you send as a B2B email template to reuse later.
  • Automatically personalize your cold emails, including paragraphs, images, links, etc.
  • Create workflows to send auto follow-ups to your B2B sales email leads.
  • Check the effectiveness of your cold outreach emails with detailed email reports.
  • Perform A/B tests to see which cold email variations work best for your target audience.
  • Connect your Google Sheet with personalization data to GMass to send mail merge campaigns.
  • Build a B2B cold email list of your target audience quickly by automatically extracting email addresses from your Gmail search results.

To use GMass, just download the Chrome extension and sign up for a free trial with your Gmail account.

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Next, I’ll answer a few commonly asked questions about B2B cold emails:

2 B2B Cold Email FAQs

Here are my answers to two commonly asked questions about B2B cold emails:

1. Is It Illegal to Send a B2B Cold Email?

It depends.

Is cold emailing illegal? No… as long as what you’re sending is relevant, defensible, and follows some important guidelines.

Sending a cold email to someone who works at a company related to your product/service is generally allowed under U.S.- and European-specific regulations (CAN-SPAM and GDPR, respectively).

However, you may be required to:

  • Provide an opt-out or unsubscribe link.
  • Specify how you’ll store the recipient’s data and for what purpose.

On the other hand, buying an email list of B2B companies may violate such regulations. It’s better to avoid this practice entirely and stay on the safe side of the law.

Read my detailed post on GDPR email marketing for more info.

2. How to Avoid the Spam Filter When Sending a B2B Cold Email?

There’s a big difference between cold email vs spam. Keep these pointers in mind to prevent your B2B cold email campaigns from going to the spam folder:

  • Ensure that your outbound email list is up-to-date and has only valid email addresses.
  • Don’t mention words/ phrases like “cheap”, “bargain”, “cash bonus”, “risk-free”, etc. in your email subject line — essentially, avoid anything that sounds spammy.
  • Request your recipient to add your email address to the safe sender list.
  • Avoid adding attachments to your emails; instead, provide a link to the document’s location on the cloud.
  • Limit the number of hyperlinks you include in your cold email — ideally, keep the number of hyperlinks under five.

Need more help?
Check out my article on why emails go to spam and how to solve it.

Go back to Contents

B2B Cold Email: Final Thoughts

Sending B2B cold emails can help expand your customer base and boost business development.

You can use the templates I’ve provided to get your B2B cold email campaign up and running in no time.

Remember, when sending a cold email outreach campaign, you must personalize your email copy and follow up with the prospects. To automate that, you can use cold email marketing tools like GMass.

GMass’ automatic email personalization, email follow-up, A/B testing, and native Google Sheet mail merge features make it the perfect cold email software for B2B marketers and sales professionals.

Why not try GMass today and take your B2B cold email efforts to the next level?

Further Reading

See why GMass has 300k+ users and 7,500+ 5-star reviews


Email marketing. Cold email. Mail merge. Avoid the spam folder. Easy to learn and use. All inside Gmail.


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Outreach email software makes it easy for you to establish contact with a potential customer.

And with the right software, you can quickly amp up your outreach efforts and build meaningful relationships with recipients.

In this article, I’ll explain what you should look for in outreach email software and list down the 15 best outreach email software solutions, including their key features, pricing plans, and customer ratings.

This Article Contains:

(Click on links to jump to specific sections)

Let’s dive in.

What to Look for in Outreach Email Software?

Here are five features to look for in outreach email tools:

  • Automatic Personalization: Since manually personalizing your outreach emails is a pain, you’ll need the functionality to automatically personalize emails.
  • Email Scheduling: Reaching the prospects’ inboxes at optimal times is a lot easier when you can schedule your outreach emails in advance.
  • Automated Follow Ups: With auto follow-ups, you won’t have to worry about manually following up on all your outreach emails.
  • Email Tracking: Tracking email metrics will help you understand which outreach emails work best and which ones need improvement.
  • Email Templates: Whether it’s for link building, blogger outreach, or approaching influencers, creating outreach email templates can save you a lot of time.

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Let’s now take a look at some great outreach email software solutions:

15 Best Outreach Email Software to Use in 2024

Here’s a curated list of the top 15 outreach email software solutions:

1. GMass

Gmass

GMass is a powerful outreach email tool that works entirely inside Gmail.

Its advanced features have made GMass a top choice for startup founders, small business owners, salespeople, influencers, and even employees at social media powerhouses like Twitter and LinkedIn.

GMass Key Features

Here are five robust GMass features that can ramp up your email outreach efforts:

1. Automated Email Personalization

To grab a prospect’s attention, your email must stand out in their inbox — instead of getting lost in the flurry of other emails.

How do you do that?
A great practice is personalizing your outreach messages based on who you’re emailing.

However, manually personalizing each outreach email is impossible with a long prospect list.

Enter GMass’ automatic personalization feature!

As one of the best cold email software solutions in the market, GMass lets you automatically personalize almost everything about your email, including:

Personalize

2. Automatic Follow-up Emails

There’s no guarantee that a lead or prospect will interact with you right after cold emailing them the first time

You’ll need to send follow-up emails to drive them forward in the sales process.

However, manually sending follow-up emails to prospects is a daunting task.

With GMass’ auto follow-ups feature, you can create an automated workflow and follow up with prospects until they respond to your email.

GMass also lets you customize:

  • The triggers for your follow-up sequences.
  • The number of follow-ups to send.
  • The interval between subsequent emails, and more.

Automated Followups

3. Mass Email Scheduling

Your outreach efforts will be in vain if your email fails to reach the right inbox at the right time.

GMass provides you with a bulk email scheduling feature to maximize prospect engagement through timely outreach emails.

This outreach software lets you schedule your outbound messages to be sent at a pre-determined time or at a custom date/time of your choosing. You can also reschedule the email by altering its date/time in Gmail’s “Draft” folder.

Mass scheduling

4. Campaign Reports

It’s not enough to just send out an email campaign.
You also need to ensure that your outreach email campaign performs well.

How do you do that?

Every time you send an email campaign through GMass, a detailed report gets generated in your Gmail inbox.

It shows key metrics like:

  • Recipients: The number of people to whom you sent the outreach email campaign.
  • Open Rate: The number of unique recipients who opened your outreach email.
  • Click Rate: The number of recipients who clicked on a link in your outreach email.
  • Bounces: The number of outreach emails that failed to reach your prospects’ inboxes.
  • Unsubscribes: The number of subscribers who have opted out of your mailing list.

Campaign Reports

5. Email List Builder

Your email outreach efforts become successful only if you reach out to the right people.

By creating an email list with GMass, you can send an outbound cold email campaign to a targeted group of people easily.

Email List Builder

How do you do that?
Just search for keywords related to your target audience in Gmail, and GMass will automatically build an email list from your Gmail search results.

If you already have an email list stored in a Google Sheet, an Excel, or a CSV file, you can easily connect it to GMass.

In addition to these five features, GMass is equipped with other advanced capabilities.

Additional GMass Features

GMass offers several more advanced features to help your marketing and sales team members with their email outreach efforts:

  • Recurring Emails: Expand your prospect pool by scheduling recurring emails on a daily, weekly, or monthly basis.
  • Reply Management: Automatically organize the replies for your email marketing campaigns by classifying responses as replies, bounces, block notifications, and more.
  • A/B Testing: Split your email into multiple variations to find the email version that draws the most engagement.
  • Drip Campaigns: Create a drip campaign to send out a sequence of automated email messages to your email list based on a set schedule.
  • Google Sheets Mail Merge: Initiate mail merges by connecting your Google Sheet data to GMass.
  • Behavior-based Campaigns: Send automated, customized emails depending on how a prospect engaged with your older emails.
  • Mobile Add-on: Use GMass’ email capabilities with its add-on for Gmail’s Android app.

Ready to get started with GMass?
Simply download the Chrome extension and sign up for free with your Gmail or Google Workspace account!

GMass Pricing

GMass offers multiple pricing plans to suit varying customer needs:

  • Individual:
    • Standard: $25 per month or $225 annually. Includes unlimited emails, contacts, and campaigns. Plus mail merge personalization, Spam Solver, and dozens of other features.
    • Premium: $35 per month or $325 annually. All Standard plan features, plus auto follow-up sequences, API access and Zapier, and triggered emails.
    • Professional: $55 per month or $525 annually. All Premium features plus GMass MultiSend for inbox rotation and high-priority support.
  • Team:
    • Professional: starts at $145 per month for a team of five – supports all features.

GMass Customer Ratings

  • Capterra: 4.9/5 (770+ reviews)
  • G2: 4.7/5 (740+ reviews)

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2. Outreach

Outreach

Outreach.io is a sales engagement platform that lets your sales reps connect with prospects through outreach emails.

Outreach Key Features

  • Connect your mailboxes with Outreach and send email campaigns from them.
  • Leverage email, phone, and social media interactions in your sales process.
  • Track the open and click rates when a prospect engages with your personalized email.
  • Let recipients opt out of your email campaign via unsubscribe links to protect your sender reputation.

Outreach Pricing

Contact their sales team for pricing details.

Outreach Customer Ratings

  • Capterra: 4.5/5 (250+ reviews)
  • G2: 4.3/5 (2,800+ reviews)

3. HubSpot Marketing Hub

Hubspot

Hubspot Marketing Hub, a part of Hubspot’s CRM platform, is an email marketing software solution you can use to send personalized outreach emails at scale.

HubSpot Marketing Hub Key Features

  • Personalize your emails to enhance open and clickthrough rates.
  • Create professional email campaigns with customizable email templates.
  • Schedule your emails to be delivered to your recipient’s inbox at the right time.
  • Conduct A/B tests to understand which emails drive the most engagement and sales.

HubSpot Marketing Hub Pricing

HubSpot has a free plan that includes email marketing and reporting dashboard. Additional features are available with their paid plans starting at $50/month.

HubSpot Marketing Hub Customer Ratings

  • Capterra: 4.5/5 (4,500+ reviews)
  • G2: 4.4/5 (7,400+ reviews)

4. Mailshake

Mailshake

Mailshake is an email outreach tool that lets you transform cold prospects into warm leads through automated email prospecting as well as phone and social media outreach.

Mailshake Key Features

  • Connect with thousands of contacts simultaneously through cold email outreach campaigns and automated follow-ups.
  • A/B test your email campaigns and follow-up emails to boost engagement.
  • Use the Mailshake Lead Catcher to manage your leads and reply to them.
  • Incorporate LinkedIn and other social media in your outreach sequences to improve the customer response rate.

Mailshake Pricing

Mailshake provides an Email Outreach plan at $59/user per month and a Sales Engagement plan at $99/user per month.

Mailshake Customer Ratings

  • Capterra: 4.7/5 (90+ reviews)
  • G2: 4.7/5 (140+ reviews)

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5. Salesmate

Salesmate

Salesmate is a sales outreach software solution that helps you connect with new prospects through simple and personalized outreach.

Salesmate Key Features

  • Import contacts from Google, CSV/Excel files, and mobile, or acquire them with Salesmate’s form integrations.
  • Segment your contact list based on criteria like age, gender, geographic location, etc.
  • Automatically enter contacts’ details and enrich the data with the Clearbit integration.
  • Easily update, delete, or merge your contacts when sending out bulk emails.

Salesmate Pricing

Salesmate has paid plans starting at $15/month per user.

Salesmate Customer Ratings

  • Capterra: 4.7/5 (70+ reviews)
  • G2: 4.6/5 (50+ reviews)

6. Klenty

Klenty

Klenty is a cold outreach software solution that allows you to send personalized sales emails and automated follow-ups to maximize your outbound sales conversions.

Klenty Key Features

  • Use “Playbooks” feature to filter prospects based on clicks, opens, or replies.
  • Filter prospects based on their intent and assign different email cadences to them.
  • Send the right volume of emails with each cadence through Cadence Throttling.
  • Add an unsubscribe link so recipients can opt out of receiving emails without marking them as spam.

Klenty Pricing

Klenty’s paid plans begin at $55/user per month.

Klenty Customer Ratings

  • Capterra: 4.8/5 (30+ reviews)
  • G2: 4.6/5 (150+ reviews)

7. Woodpecker

Woodpecker

Woodpecker is an email marketing software solution and cold email tool that enables you to approach potential customers and follow up with them across multiple channels.

Woodpecker Key Features

  • Personalize every email for your prospects with advanced snippets.
  • Automatically analyze prospects’ replies and mark them as interested or not.
  • Get email addresses of prospects verified in real-time to reduce bounce rate and improve deliverability.

Woodpecker Pricing

Woodpecker has a pricing plan that starts at $39/month per slot.

Note: A slot is a placeholder to connect one email account.

Woodpecker Customer Ratings

  • Capterra: 4.8/5 (15+ reviews)
  • G2: 4.4/5 (30+ reviews)

8. Snov.io

Snov

Snov.io is a sales CRM and outreach software solution that helps businesses scale up lead generation through cold outreach emails and follow-ups.

Snov.io Key Features

  • Quickly discover all email addresses on any given domain.
  • Use personalized email campaigns and automatic follow-ups to onboard and nurture new leads.
  • Keep track of email opens and link clicks from within Gmail.
  • Verify email addresses to build a credible email list.

Snov.io Pricing

The paid plan for Snov.io starts at $39/month.

Snov.io Customer Ratings

  • Capterra: 4.6/5 (100+ reviews)
  • G2: 4.5/5 (160+ reviews)

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9. MixMax

Mixmax

MixMax is a sales engagement platform and email tracking software solution for Gmail that lets you send personalized outreach emails to customers.

MixMax Key Features

  • Get real-time alerts whenever someone opens your message.
  • Identify messages that get the highest replies, content downloads, and link clicks.
  • Schedule your outbound emails to be delivered to the recipients at the right time.
  • Set smart reminders to follow up on outbound emails that haven’t received a reply.

MixMax Pricing

MixMax offers a free plan with email templates and three paid plans for your sales teams, starting at $12/user per month.

MixMax Customer Ratings

  • Capterra: 4.5/5 (175+ reviews)
  • G2: 4.6/5 (530+ reviews)

10. Lemlist

Lemlist

Lemlist is a sales automation tool and cold email software solution that uses personalized cold emails and follow-ups to improve prospect engagement.

Lemlist Key Features

  • Schedule emails so that they are delivered to the recipient’s primary inbox and not the Promotions or Spam folder.
  • Personalize follow-up emails to stand out in the recipient’s inbox and improve engagement.
  • Split test your emails and choose the version that offers the best open rate.

Lemlist Pricing

Lemlist offers free cold email outreach services and provides additional features under paid tiers, starting at $29/month per user.

Lemlist Customer Ratings

  • Capterra: 4.6/5 (320+ reviews)
  • G2: 4.3/5 (80+ reviews)

11. AutoKlose

Autoklose

AutoKlose is a sales engagement platform ideal for entrepreneurs, sales, and marketing professionals.

AutoKlose Key Features

  • Send automated, personalized email campaigns to engage with your prospects.
  • Keep tabs on email metrics like clicks, opens, replies, and take action accordingly.
  • Add prospects to your email sequence and segment them based on their intent.
  • Use the AutoVerify feature to verify email addresses in bulk.

AutoKlose Pricing

The pricing plan for AutoKlose starts at $59.99/month per user.

AutoKlose Customer Ratings

  • Capterra: 4.5/5 (90+ reviews)
  • G2: 4.6/5 (250+ reviews)

12. SmartReach

Smartreach

SmartReach is a cold email outreach tool that can sync all outreach activities to your CRM.

SmartReach Key Features

  • Automatically send cold outreach emails one by one to mimic manual sending.
  • Schedule personalized cold emails to go out at the same time in different time zones.
  • Integrate your emails accounts with SmartReach to send emails and receive replies.
  • Conduct A/B testing to identify subject lines that get the best open rates to take data-based outreach strategy decisions.

SmartReach Pricing

SmartReach offers paid plans, starting at $24/month per user.

SmartReach Customer Ratings

  • Capterra: 4.7/5 (5+ reviews)
  • G2: 4.9/5 (10+ reviews)

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13. Hunter

Hunter

Hunter is an email finder tool and outreach platform lets you find professional email addresses and boost your cold outreach strategy through emails and follow-up messages.

Hunter Key Features

  • Personalize, review, and edit every email in a scheduled email campaign.
  • Track the click, open, and reply rate of the outreach emails.
  • Link Gmail and Outlook accounts to Hunter.
  • Choose from best-performing cold email templates for your campaigns.

Hunter Pricing

Hunter offers a free plan and a premium pricing plan costing $49/month.

Hunter Customer Ratings

  • Capterra: 4.6/5 (480+ reviews)
  • G2: 4.4/5 (400+ reviews)

14. Reply

Reply

Reply.io is a sales engagement platform that automates cold email outreach and helps you with lead generation.

Reply Key Features

  • Draft emails and follow-ups quickly with the AI Sales Email Assistant.
  • Segment prospects based on different criteria for better sales targeting.
  • Track your outreach email performance through detailed reports.

Reply Pricing

Reply provides three pricing plans for different customers to fulfill their cold emailing goals, starting at $29/month per email account.

Reply Customer Ratings

  • Capterra: 4.6/5 (90+ reviews)
  • G2: 4.5/5 (790+ reviews)

15. QuickMail

Reply

QuickMail is an outreach email software tool that helps improve email deliverability and prospect response rate.

QuickMail Key Features

  • Send your cold email campaign from multiple inboxes to avoid triggering spam filters.
  • Changes to an email campaign automatically get applied to all inboxes used to send campaigns.
  • A/B test your email sequences across all assigned inboxes simultaneously.
  • Track the analytics of every outreach campaign (across inboxes) from one place.

QuickMail Pricing

QuickMail offers a free plan as well as paid pricing options, starting at $59/month.

QuickMail Customer Ratings

  • Capterra: 4.8/5 (20+ reviews)
  • G2: 4.7/5 (50+ reviews)

Go back to Contents

Wrapping Up

An outreach email software solution lets you streamline sales outreach efforts and boost engagement with ease.

If you’re looking for a powerful and easy-to-use outreach email tool, try GMass.

In addition to its advanced cold outreach and email automation features, GMass lets you A/B test, analyze prospect behavior using metrics like clicks and opens, and do so much more.

Download the GMass Chrome extension and step up your outreach email game today.

See why 99% of users say they’ve had their best deliverability ever with GMass


Email marketing, cold email, and mail merge all in one tool — that works inside Gmail


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Finding the best cold email automation software for your unique needs can be challenging — especially since it’s a bit different than hunting for general cold email software.

You’ll have to check for essential features like automatic email personalization, bulk scheduling, and auto follow-ups. You’ll also have to test the tool to see if it’s easy to use and suitable for your team.

To help you out, I’ll cover what features to look for in cold email automation software.

I’ll then share my top 12 picks for cold email automation tools, walking you through their key features, pricing, and customer ratings.

Cold Email Automation Tools: Table of Contents

(Click on links to jump to specific sections)

Let’s get started.

7 Key Features You Should Look for in Cold Email Automation Tools

Here are seven features your cold email automation software will need:

  • Automatic Email Personalization: Cold emailing is a volume game, so the functionality to automatically personalize your sales outreach emails is a must-have to boost conversions.
  • Mass Email Scheduling: Engaging with leads in different time zones will be challenging without the ability to schedule emails.
  • Email Analytics Reports: You should be able to analyze your cold emails’ effectiveness by tracking vital email metrics like open, click-through, reply rates and more.
  • Email List Builder: The functionality to build a targeted email list makes it easier to email tons of prospects at once.
  • Automated Follow-Ups: You can improve recipient engagement by automating your follow-up email process.
  • A/B Testing: With split testing, you can efficiently work your way to cold emails with a high conversion rate.
  • CRM Integration: Syncing your cold email tool with a CRM gives you a holistic picture of prospect details and interactions.

12 Great Cold Email Automation Software Picks for 2024

Here’s my hand-picked list of the 12 best cold email automation software:

1. GMass

GMass home page

GMass is a powerful cold email outreach and automation software that works inside Gmail.

Its robust cold emailing capabilities and ease of use make it the go-to cold email tool for salespeople, marketers, small business owners, and even employees at large companies like Google, Uber, and Twitter.

Curious about what GMass offers you?
Let’s find out.

GMass Key Features

Here are five key GMass features that make it perfect for your cold outreach needs:

1. Automatic Email Personalization

Your prospect’s inbox is probably flooded with outreach emails. That’s why sending a generic cold outreach email won’t cut it.

You’ll need to personalize the outreach message based on the prospect’s unique persona and interests. This makes the email relevant to the prospect, improving your chances of receiving a response.

But isn’t personalization time-consuming?
Not when you’re using GMass!

With GMass, you can create an automatically personalized email campaign easily.

You can add personalized:

Automatic Email Personalization

2. Bulk Email Scheduling

GMass lets you schedule your cold email to go out at a future time automatically. You can choose from pre-configured dates/times or enter a custom date/time. This way, your email will reach the recipient’s inbox when they’re likeliest to read your email.

Should your plans change, you can quickly reschedule the email from the Gmail “Drafts” folder.

Bulk Email Scheduling

3. Auto Follow-Ups

In most cases, only a few leads will engage with your first cold email.

But that doesn’t mean cold emails are ineffective.

Instead, it means that you need to follow up on your initial conversation — a study reveals that just one additional follow up email can increase your response rate by 65.8%.

However, managing the follow-up process is tedious if you’ve got a long contacts list.

Is there an easier way to follow up with leads?
There is!

In GMass, you can easily set up an automatic workflow to follow up till a potential customer replies.

And the best part is that you can personalize everything about these follow-ups, including the:

  • Follow-up triggers.
  • Number of follow-ups.
  • Time interval between follow-ups, and more.

Automated Email Follow-Up

4. Campaign Analytics Reports

When cold emailing a potential client, there’s no guarantee your emails will work.

But to understand the effectiveness of your cold emails, you’ll need to measure email performance metrics.

Fortunately, every time you send a cold outreach email with GMass, a detailed Campaign Report gets auto-generated in your Gmail inbox.

The report shows crucial metrics like your:

  • Open Rate: Number of unique recipients who opened your cold email.
  • Reply Rate: Number of unique recipients who replied to your cold email.
  • Click Rate: Number of unique recipients who clicked a link inside your cold email.
  • Bounce Rate: Number of cold emails that went undelivered due to invalid addresses.
  • Unsubscribe Rate: Number of recipients who opted out of your cold email campaigns.

Campaign Analytics Reports

5. Email List Builder

Emailing your cold leads one by one is inefficient.

A better approach is to build an email list of your leads and send them a targeted cold email campaign.

But how exactly do you build the email list?

In GMass, building your email list is as simple as doing a Google search. Just head to your Gmail account and search for keywords related to your target audience. GMass will then automatically compile an email list from your Gmail search results.

Email List Builder

Want to know what more GMass can do for you?

Additional GMass Features

Let’s take a look at five of GMass’ other robust features:

  • A/B Testing: Split test email variants to see which variant achieves the best lead engagement.
  • Send virtually unlimited emailsBreak Gmail’s limits using GMass’s SMTP integration feature to send as many emails on a daily basis as you need.
  • Email Analyzer: Automatically check whether the email addresses you’re cold emailing are valid.
  • Salesforce Integration: Log all your outgoing emails to Salesforce by integrating GMass with the CRM software.
  • Behavior-Based Campaigns: Send emails customized based on how a potential customer responded to your previous emails.

GMass Pricing

  • Individual:
    • Standard: $25 per month or $225 annually. Includes unlimited emails, contacts, and campaigns. Plus mail merge personalization, Spam Solver, and dozens of other features.
    • Premium: $35 per month or $325 annually. All Standard plan features, plus auto follow-up sequences, API access and Zapier, and triggered emails.
    • Professional: $55 per month or $525 annually. All Premium features plus GMass MultiSend for inbox rotation and high-priority support.
  • Team:
    • Professional: starts at $145 per month for a team of five – supports all features.

GMass Customer Ratings

  • Capterra: 4.9/5 (770+ reviews)
  • G2: 4.7/5 (750+ reviews)

Go back to Contents

2. Mailshake

Mailshake home page

Mailshake is a cold email automation tool and sales engagement platform to connect with your prospects.

Mailshake Key Features

  • See which part of your email sequence converts best by monitoring email opens, replies, clicks, etc.
  • Integrate with CRM software like Salesforce, HubSpot, and Pipedrive.
  • Use the “Email Copy Analyzer” to boost readability and deliverability.

Mailshake Pricing

Mailshake offers an Email Outreach plan at $59/user per month (paid in advance annually with no free trial), with features like email personalization and automated email sequences. It also provides a Sales Engagement plan at $99/user per month, supporting social selling features. There is no free trial; you’ll have to sign up for a full paid year to try it out.

Check out our comparison of the campaign creation process in Mailshake, GMass, and Lemlist.

Mailshake Customer Ratings

  • Capterra: 4.7/5 (90+ reviews)
  • G2: 4.7/5 (150+ reviews)

3. PersistIQ

PersistIQ home page

PersistIQ is a cold email outreach tool designed to help small teams find, approach, and convert prospective customers.

PersistIQ Key Features

  • Find your prospects’ email addresses with the LinkedIn email scraper.
  • Log your sent and received emails automatically to the Salesforce CRM.
  • Create a personalized cold email quickly using template variables.
  • Access your cold email template library directly from the Gmail inbox.

PersistIQ Pricing

The tool’s paid plans (starting at $75/user per month) support A/B testing, an unlimited number of prospects, and a Chrome / Gmail extension.

PersistIQ Customer Ratings

  • Capterra: 4/5 (20+ reviews)
  • G2: 4.7/5 (250+ reviews)

4. Lemlist

Lemlist home page

Lemlist is a cold email marketing tool with sales campaign automation and multi-channel engagement capabilities.

Lemlist Key Features

  • Personalize images in your cold email with company logos, screenshots, etc.
  • Incorporate LinkedIn messaging and cold calls into your outreach flow.
  • Connect with Gmail, Outlook, or any other email provider via SMTP.

Lemlist Pricing

Their Email outreach plan ($59/user per month) allows you to personalize images and schedule emails. Additionally, they have a Sales engagement ($99/user per month) plan supporting cold calling and dynamic landing pages.

Lemlist Customer Ratings

  • Capterra: 4.6/5 (320+ reviews)
  • G2: 4.3/5 (80+ reviews)

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5. HubSpot Sales Hub

HubSpot Sales Hub home page

HubSpot Sales Hub is an outbound sales and cold email platform offering deep insights into your prospects and helping you automate the email outreach process.

HubSpot Sales Hub Key Features

  • Personalize your cold email template with CRM data.
  • Know when leads open your emails so you can follow up promptly.
  • Set up a follow up email sequence to stay on top of the prospect’s mind.
  • Optimize your cold email outreach campaign with A/B tests.

HubSpot Sales Hub Pricing

HubSpot’s free plan helps with email tracking and scheduling. Its paid plans (starting at $50/month) support email templates, click notifications, and customizable workflows.

HubSpot Sales Hub Customer Ratings

  • Capterra: 4.5/5 (300+ reviews)
  • G2: 4.4/5 (8000+ reviews)

6. QuickMail

QuickMail home page

QuickMail is a cold email software solution that helps you maximize your email deliverability and response rate through auto follow-up capabilities.

QuickMail Key Features

  • Use inbox rotation to send your cold emails automatically from multiple inboxes without triggering the spam filters.
  • Manage cold email campaigns for multiple clients from the same account.
  • Check the “Audit Log” to see the changes made by team members to your cold email campaigns.

QuickMail Pricing

QuickMail paid plans (starting at $59/month) support multi-touch email campaigns, automated follow-ups, a Zapier integration, and more.

QuickMail Customer Ratings

  • Capterra: 4.8/5 (20+ reviews)
  • G2: 4.7/5 (50+ reviews)

7. Reply

Reply home page

Reply is a sales enablement tool that can automate your cold emails and LinkedIn outreach messages to reach out to potential customers.

Reply Key Features

  • Import your prospects’ email addresses from LinkedIn and LinkedIn Sales Navigator.
  • Evaluate the effectiveness of your cold email copy using AI-powered text quality scoring.
  • Collaborate on your email campaigns and prospects with team members.
  • Sender better cold emails using email quality checks and A/B testing.

Reply Pricing

Reply’s paid plans (starting at $70/email account per month) support up to 1,000 contacts a month and offer unlimited sequences and CRM integrations.

Reply Customer Ratings

  • Capterra: 4.6/5 (90+ reviews)
  • G2: 4.5/5 (790+ reviews)

8. Salesloft

Salesloft home page

Salesloft is a sales engagement platform that allows you to automate lead interactions across phone, email, and social media.

Salesloft Key Features

  • Detect the recipient’s time zone automatically to reach the right inbox at the right time.
  • Know how many recipients have opened or replied to your cold email messages.
  • Verify your email addresses automatically to avoid sending spam emails.
  • A/B test your personalized email variants to discover which marketing email offers the best conversion.

Salesloft Pricing

Contact their sales team for a custom quote.

Salesloft Customer Ratings

  • Capterra: 4.3/5 (160+ reviews)
  • G2: 4.5/5 (2850+ reviews)

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9. Streak

Streak home page

Streak is a CRM system and cold email software solution you can use to manage your customer relationships and send your sales campaign via Gmail.

Streak Key Features

  • Import your prospect data from a Google Sheet or CSV file.
  • View email tracking information directly in your Gmail inbox.
  • Pin important emails at the top of your inbox based on specific criteria.
  • Link together the email communications of different teams to keep everyone on the same page.

Streak Pricing

Streak’s free plan provides email tracking and automatic email sharing capabilities. Its paid plans start at $19 per user per month for 5,000 CRM contacts and 800 emails per day.

Streak Customer Ratings

  • Capterra: 4.5/5 (410+ reviews)
  • G2: 4.5/5 (150+ reviews)

10. ContactMonkey

ContactMonkey home page

ContactMonkey is a cold email outreach and email tracking software solution you can use with your Gmail or Microsoft Outlook accounts.

ContactMonkey Key Features

  • Get notified instantly when a prospect opens your cold email or clicks on a link inside.
  • Use mail merge to create a personalized cold email campaign in Gmail or Outlook.
  • Schedule your emails to reach prospects at their peak hours.
  • Share the best-performing email templates with your sales team.

ContactMonkey Pricing

ContactMonkey’s paid pricing options are only available on request.

ContactMonkey Customer Ratings

  • Capterra: 4.1/5 (80+ reviews)
  • G2: 3.7/5 (60+ reviews)

11. Overloop

Overloop

Overloop is an all-in-one CRM system you can leverage to find email addresses, run cold email campaigns, and improve customer engagement.

Overloop Key Features

  • Build personalized drip campaigns for your prospect list.
  • Automate your email follow-ups to engage with leads at scale.
  • Track your email open rate, click rate, and other metrics in real-time.
  • Search in bulk for the email addresses of multiple prospects.

Overloop Pricing

Overloop pricing starts at $42 per month, which gives you 50 email finder credits and five workflows.

Overloop Customer Ratings

  • Capterra: NA
  • G2: 4.3/5 (60+ reviews)

12. Woodpecker

Woodpecker home page

Woodpecker is a cold outreach and email marketing tool that makes it easy to approach leads and follow up with them across multiple channels.

Woodpecker Key Features

  • Validate your recipient email addresses in real-time and protect your sender reputation.
  • Send in-thread follow-ups to provide context and boost your reply rate.
  • See who’s interested in your cold email campaign with AI-based interest detection.
  • Use outreach cadences combining email, LinkedIn, and call.

Woodpecker Pricing

Woodpecker’s cold email pricing plan starts at $39/month per email account and offers unlimited email follow-ups, email open detection, and other features.

Woodpecker Customer Ratings

  • Capterra: 4.8/5 (10+ reviews)
  • G2: 4.4/5 (30+ reviews)

Go back to Contents

Cold Email Automation Tools: Final Thoughts

With cold email automation, your sales team can engage tons of leads simultaneously.

And while picking the best cold email software solution for your needs is anything but easy, a great place to start is GMass.

Whether you work for a large company or own a small business, GMass is one of the best cold email software out there. Its cold outreach and marketing automation features help you send mail merge campaigns, schedule mass emails, automate follow-ups, and do so much more.

Why not try GMass today and simplify your cold email automation efforts?

Further Reading

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Sales outreach tools help you connect with leads and move them along in your sales cycle.

However, approaching new leads and convincing them to engage with you takes time — time that you could spend actually selling!

Don’t worry.
With the right sales outreach tool, you can personalize messages, schedule emails, automate follow-ups, and do so much more.

In this article, I’ll briefly cover what to look for in a sales outreach tool. I’ll then go over 12 handy sales outreach tools, along with their features, pricing, and customer ratings, to help you pick the best one for your needs.

Further Reading:

This Article Contains:

(Click on links to go to specific sections)

Let’s go.

What to Look for When Choosing Your Sales Outreach Tool?

Here are five features to look for when considering a sales outreach tool:

  • Email Personalization: Sending personalized cold email campaigns at scale is crucial to attracting potential customers.
  • Email Scheduling: Scheduling your sales outreach emails ensures that they reach recipients’ inboxes at the right time, improving lead engagement.
  • Automated Follow-Ups: Manually following up with leads is cumbersome, so it’s better to automate the follow-ups to your outreach campaign.
  • A/B Testing: Split testing different email variations can help you create an email template that maximizes lead engagement.
  • Email Tracking: Tracking your outreach email analytics reveals which campaigns work best and which ones need help.

Go back to Contents

Now that I’ve covered the essential features to watch out for, let’s explore the best sales outreach tools available today.

Top 12 Sales Outreach Tools

Here’s my curated list of 12 robust sales outreach tools:

1. GMass

GMass home page

GMass is a powerful sales outreach and marketing automation tool that works inside Gmail.

Its advanced outreach functionalities have made it a popular email automation tool among sales professionals, sales managers, small business and startup owners, and even employees at powerhouses like Google and LinkedIn.

GMass Key Features

Here are five GMass features that make it one of the most sought-after sales prospecting tools:

A. Automatic Email Personalization

As you’re a stranger to most new customers, your outreach efforts will likely be ignored if you send a generic cold email.

Instead, you should send emails customized to your lead’s unique interests and needs.

But isn’t personalizing emails time-consuming?
Not with an email outreach tool like GMass!

With GMass, you can automatically personalize:

Personalize

And since you’re sending emails personalized to the prospects’ interests or needs, they’ll be inclined to respond.

B. Bulk Email Scheduling

With GMass’ scheduling feature, you can automatically send your sales outreach campaigns at a specific date/time. This way, your email reaches the prospect when they’re most likely to open your messages.

Simply set up your email schedule, and your recipients will receive the campaign at the right time, irrespective of their time zone.

And if you wish to reschedule the campaign, you can easily modify its date/time from the Gmail “Draft” folder.

Bulk Email Scheduling

C. Email List Builder

Consolidating a list of your prospects’ email addresses makes it easier to reach out at scale.

GMass lets you quickly build an email list from your existing contacts. All you’ve got to do is search for keywords linked to your target audience in Gmail, and GMass will automatically consolidate email addresses from your search results.

Email List Builder

For maximum flexibility, you can also import an email list saved as a Google Sheet, Excel, or CSV file to GMass.

D. Automated Email Follow-Ups

You can’t rely on a single sales outreach email to engage leads. Following up with more messages is essential if you wish to hold their interest.

However, manually following up with many leads can exhaust your sales rep.

Fortunately, with a sales engagement platform like GMass, you can automate the follow-up process and keep sending messages until the prospect responds.

When setting up your follow-up workflow, you can choose:

  • The actions triggering your follow-up sequence.
  • The number of follow-ups to send.
  • The interval between follow-up emails, and more.

Automated Follow-Ups

E. Detailed Analytics Reports

When you send a sales outreach campaign with GMass, it automatically generates a Campaign Report in your Gmail inbox.

The analytics report helps your sales professionals gauge email metrics like:

  • Open rate: number of unique recipients who opened your cold outreach email.
  • Reply rate: number of recipients who replied to your sales email.
  • Bounces: number of outreach emails that didn’t reach the prospects’ inboxes.
  • Unsubscribes: number of recipients who opted out of your mailing list., and more.

GMass Campaign Reports

That’s not all!
GMass also equips your sales reps with other features to elevate their sales outreach game.

Additional GMass Features

Here are four more GMass features helping you achieve your sales outreach goals:

  • Behavior-Based Campaigns: Create customized email marketing campaigns based on prospects’ responses to your previous campaigns.
  • Email Templates: Save your outbound sales emails as templates to reuse in future outreach campaigns.
  • A/B Testing: Identify the variation that secures maximum leads by split testing different email variations.
  • Sentiment Analysis: Check the sentiment scores of responses to find your most interested prospects.

To use GMass, download the Chrome extension and sign up for free with your Gmail or Google Workspace account.

GMass Pricing

GMass offers different pricing options to meet your unique needs:

  • Individual:
    • Standard: $25 per month or $225 annually. Includes unlimited emails, contacts, and campaigns. Plus mail merge personalization, Spam Solver, and dozens of other features.
    • Premium: $35 per month or $325 annually. All Standard plan features, plus auto follow-up sequences, API access and Zapier, and triggered emails.
    • Professional: $55 per month or $525 annually. All Premium features plus GMass MultiSend for inbox rotation and high-priority support.
  • Team:
    • Professional: starts at $145 per month for a team of five – supports all features.

GMass Customer Ratings

  • Capterra: 4.9/5 (775+ reviews)
  • G2: 4.7/5 (750+ reviews)

Go back to Contents

2. Pipedrive

Pipedrive home page

Pipedrive is a CRM (Customer Relationship Management) platform offering salespeople advanced email outreach, sales prospecting, and sales automation capabilities.

Pipedrive Key Features

  • Automatically send out personalized email messages to boost lead engagement and drive them forward in the sales process.
  • Optimize your email workflows based on email analytics reports.
  • Import sales lead data from a spreadsheet or another CRM software like Salesforce, HubSpot, etc.
  • Segment high-priority leads based on their responses to your outreach emails.

Pipedrive Pricing

Pipedrive offers four pricing plans:

  • Essential ($18/user per month):
    • Lead and deal management
    • Activity reminder notifications
    • Data import and export
    • And more
  • Advanced ($33/user per month):
    • Supports all “Essential” features
    • Customizable email template
    • Email open and click tracking
    • And more
  • Professional ($59/user per month):
    • Supports all “Advanced” features
    • Subscription revenue reports
    • Revenue forecast reports and view
    • And more
  • Enterprise ($119/user per month):
    • Supports all “Professional” features
    • Web-to-mobile calls
    • Custom onboarding
    • And more

Pipedrive Customer Ratings

  • Capterra: 4.5/5 (2,350+ reviews)
  • G2: 4.3/5 (1,470+ reviews)

3. Mailshake

Mailshake home page

Mailshake is a sales outreach tool that helps you transform a cold prospect into a warm lead through automated outreach.

Mailshake Key Features

  • Leverage email outreach campaigns and automatic follow-ups to connect promptly with prospects.
  • Automatically transfer lead data to the CRM/sales platform with 3rd party integrations.
  • Observe lead interactions across channels like email, phone, and social media.
  • Pause sequences whenever a prospect replies, unsubscribes, or bounces.

Mailshake Pricing

Mailshake provides two pricing plans, both paid annually in full in advance with no free trial:

  • Email Outreach ($59/user per month):
    • Gmail / Outlook / SMTP
    • Email personalization
    • And more
  • Sales Engagement ($99/user per month):
    • Supports all “Email Outreach” features
    • Social selling
    • And more

Mailshake Customer Ratings

  • Capterra: 4.7/5 (90+ reviews)
  • G2: 4.7/5 (150+ reviews)

4. HubSpot Sales Hub

HubSpot Sales Hub home page

HubSpot Sales Hub is a sales tool that helps sales teams engage with prospects and manage their pipeline.

HubSpot Sales Hub Key Features

  • Enhance your sales process through personalized email campaigns and follow-up messages.
  • Improve sales efficiency by prioritizing daily sales calls, recording calls directly from the browser, and logging them in the CRM platform.
  • Transform your best sales emails into templates to share with your team.
  • Track your sales outreach emails and get notified whenever a lead opens an email campaign.

HubSpot Sales Hub Pricing

HubSpot offers a free plan and three paid pricing plans:

  • Free:
    • Contact management
    • Email scheduling
    • 200 email tracking and notifications per month
    • And more
  • Starter ($50/month):
    • Supports all “Free” features
    • Up to 5,000 email templates per account
    • 10 reporting dashboards
    • And more
  • Professional ($500/month):
    • Supports all “Starter” features
    • 5,000 sequences
    • Automatic lead rotation
    • And more
  • Enterprise ($1,200/month):
    • Supports all “Professional” features
    • Salesforce custom object sync
    • Quote-based workflows
    • And more

Hubspot Sales Hub Customer Ratings

  • Capterra: 4.5/5 (300+ reviews)
  • G2: 4.4/5 (8,170+ reviews)

Go back to Contents

5. Lemlist

Lemlist home page

Lemlist is a sales enablement and sales automation tool that lets you personalize every cold email campaign you send, set up automated follow-ups, and improve prospect outreach.

Lemlist Key Features

  • Interact with prospects across phone, SMS, email, LinkedIn, etc.
  • Connect with CRM platforms and lead generation tools to engage your potential customers.
  • Schedule emails and follow-ups regularly to reach the recipient’s primary inbox.
  • Personalize emails to better connect with every prospect and improve engagement.

Lemlist Pricing

Lemlist offers two pricing plans:

  • Email outreach ($59/month):
    • Personalization at scale
    • Automate follow-ups
    • And more
  • Sales engagement ($99/month):
    • Supports all “Sales Engagement” features
    • Import leads from LinkedIn Sales Navigator
    • Email enrichment
    • And more

Lemlist Customer Ratings

  • Capterra: 4.6/5 (300+ reviews)
  • G2: 4.3/5 (85+ reviews)

6. Reply

Reply home page

Reply is an all-in-one sales engagement platform that helps scale your multi-channel cold outreach campaigns and generate more leads.

Reply Key Features

  • Improve lead engagement through LinkedIn outreach with semi-automated connect requests and messages.
  • Validate prospects’ email addresses to improve email deliverability.
  • Segment prospects based on age, gender, geographic location, etc.
  • Use Reply’s AI assistant to improve your response rate.

Reply Pricing

Reply provides two pricing plans to support your sales outreach goals:

  • Email Search (paid plan starts at $49/month):
    • Reply Google Chrome extension
    • LinkedIn Sales Navigator business email search
    • Export data via CSV
    • And more
  • Sales Engagement (paid plan starts at $70/month):
    • Unlimited sequences
    • All channels included
    • Reply Google Chrome extension
    • And more

Reply Customer Ratings

  • Capterra: 4.6/5 (90+ reviews)
  • G2: 4.5/5 (790+ reviews)

7. Mixmax

Mixmax home page

Mixmax is an email tracking and sales engagement tool that helps you send outreach emails from your Gmail and Google Workspace accounts.

Mixmax Key Features

  • Schedule automated follow-ups based on prospect engagement.
  • Automatically sync sales rep activity by connecting Mixmax to Salesforce, DocuSign, and Google Calendar.
  • Include documents, interactive graphics, and videos in your outreach emails.
  • Monitor the real-time opens and clicks on your Gmail outreach emails and follow-ups.

Mixmax Pricing

MixMax offers a free plan and four paid plans:

  • Free:
    • Instant scheduling
    • Track 100 emails per month
    • Email template designs
    • And more
  • Starter ($12/user per month):
    • Supports all “Free” features
    • Chat with email collaborators
    • Branded domains
    • And more
  • SMB ($29/user per month):
    • Supports all “Starter” features
    • Shared email templates
    • CRM auto-bcc
    • And more
  • Growth ($65/user per month):
    • Supports all “SMB” features
    • Sequence personalization
    • Sales intelligence reporting and analytics
    • And more
  • Enterprise (contact their sales team for a custom quote):
    • Supports all “Growth” features
    • Delegated sending
    • Email Tasks
    • And more

Mixmax Customer Ratings

  • Capterra: 4.5/5 (170+ reviews)
  • G2: 4.6/5 (530+ reviews)

8. Cirrus Insight

Cirrus Insight home page

Cirrus Insight is a sales tool equipping you with automated functionalities to increase outreach and set up sales cadences.

Cirrus Insight Key Features

  • Save successful sales outreach emails as templates for future outreach campaigns.
  • Schedule meetings, calls, reminders, and emails to build a successful sales cadence.
  • Analyze sales intelligence reports to help decision-makers prepare better strategies for lead engagement.
  • Automatically sync your tasks, emails, and calendar schedule with the Salesforce CRM.

Cirrus Insight Pricing

Cirrus Insight offers three pricing plans:

  • Salesforce Sync ($10/user per month):
    • Email Sync
    • Calendar Sync
    • Task Sync
    • And more
  • Pro ($21/user per month):
    • Supports all “Salesforce Sync” features
    • Access contacts’ social media profiles from your inbox
    • Supports Gmail and Outlook mobile
    • And more
  • Expert ($29/user per month):
    • Supports all “Pro” features
    • CC and list send
    • Web visitor tracking
    • And more

Cirrus Insight Customer Ratings

  • Capterra: 4.2/5 (100+ reviews)
  • G2: 4.2/5 (1,350+ reviews)

Go back to Contents

9. Salesloft

Salesloft home page

Salesloft is a sales outreach tool that helps B2B sales teams generate leads from multiple channels and close more deals.

Salesloft Key Features

  • Automate personalized outreach emails and follow-ups to boost lead engagement.
  • Use Salesloft Analytics to track the progress of your sales outreach sequences.
  • Use Email Templates and Team Snippets to share common case studies and information with prospects.
  • Analyze your sales pipeline and accurately forecast steps to improve lead engagement.

Salesloft Pricing

Salesloft offers custom pricing based on your needs. Contact their sales team for details.

Salesloft Customer Ratings

  • Capterra: 4.3/5 (160+ reviews)
  • G2: 4.5/5 (2,850+ reviews)

10. Woodpecker

Woodpecker home page

Woodpecker is a sales prospecting platform that helps scale your sales outreach efforts, improve email deliverability, and increase prospect engagement.

Woodpecker Key Features

  • Validate email addresses in real-time and ensure better outreach email deliverability.
  • Set up automated follow-up email sequences based on a prospect’s response.
  • Establish multi-channel outreach combining emails, LinkedIn tasks, and cold calls.
  • Track your outreach email campaign’s open, click, reply, and bounce rates.

Woodpecker Pricing

Woodpecker has a paid plan starting at $39/month per slot:

  • Open, click, and response detection
  • Free email list verification/validation
  • Deliverability monitor and bounce shield
  • And more

Note: A slot is a placeholder to connect an email account.

Woodpecker Customer Ratings

  • Capterra: 4.8/5 (10+ reviews)
  • G2: 4.5/5 (30+ reviews)

11. Yesware

Yesware home page

Yesware is a sales prospecting tool that can track your email outreach performance and help B2B sales teams engage with prospects.

Yesware Key Features

  • Create automated sales campaigns with calls, emails, and social media outreach.
  • Use email templates to approach your prospect list efficiently.
  • Integrate with tools like Outlook, Gmail, Salesforce CRM, LinkedIn, Google Analytics, etc., to maximize sales outreach.
  • Analyze lead engagement reports to optimize your lead outreach strategy.

Yesware Pricing

Yesware provides a free plan and four paid plans:

  • Free:
    • Basic email open tracking
    • Basic attachment tracking
    • Meeting Scheduler
    • And more
  • Pro ($19/seat per month):
    • Supports all “Free” features
    • Personal activity report
    • Recipient engagement report
    • And more
  • Premium ($45/seat per month):
    • Supports all “Pro” features
    • Zoom meeting integration
    • Shared templates and email marketing campaigns
    • And more
  • Enterprise ($85/seat per month):
    • Supports all “Premium” features
    • Bi-directional activity sync
    • Salesforce CRM email sent sync
    • And more
  • Custom (Contact Yesware for pricing details):
    • Supports all “Enterprise” features
    • Managed package reporting
    • Prefer Salesforce Contacts over Leads
    • And more

Yesware Customer Ratings

  • Capterra: 4.3/5 (160+ reviews)
  • G2: 4.4/5 (740+ reviews)

12. SmartReach

SmartReach home page

SmartReach is an email and sales outreach tool that syncs your outreach activity to your CRM platform and automates your sales emails/follow-ups.

SmartReach Key Features

  • Automatically send personalized emails and follow-ups that resemble manual sending.
  • Enhance your email deliverability and reach the recipient’s primary inbox.
  • Segment prospects based on their responses to your outreach emails.
  • Track open, reply, and click rates to tweak your campaigns and maximize lead engagement.

SmartReach Pricing

Some of SmartReach’s pricing plans are:

  • Individual (starts at $24/month per user):
    • Unlimited number of campaigns
    • A/B Testing
    • Prospect management
    • And more
  • Business (starts at $99/month for 5 users):
    • Intelligent reply detection and follow-up pausing
    • Create & share templates with the team
    • Team inbox
    • And more

SmartReach Customer Ratings

  • Capterra: 4.7/5 (5+ reviews)
  • G2: 4.9/5 (10+ reviews)

Go back to Contents

Wrapping Up

A sales outreach tool boosts lead engagement by helping you personalize outbound sales emails and follow-ups, schedule bulk emails, and track the success of your sales strategies.

And if you’re looking for a convenient sales prospecting tool to streamline your outreach efforts, why not try GMass?

In addition to its advanced features, GMass helps you drive behavior-based campaigns, A/B test your outreach emails, and do so much more.

Download the GMass Google Chrome extension and upgrade your sales outreach capabilities today!

Ready to send better emails and save a ton of time?


GMass is the only tool for marketing emails, cold emails, and mail merge — all inside Gmail. Tons of power but easy to learn and use.


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If you go to connect to your Google Sheet only to find a strange dialog box that looks like this…

The alternate interface you’ll be presented with if GMass can’t list your Sheets because of an administrative block

…it’s because your Google Workspace Admin has blocked third-party apps like GMass from accessing your Google Drive. Therefore, we can’t display the normal interface where you can choose your Google Sheets from a pretty drop-down menu — but we do generate this alternate interface so that you can still connect to your Sheet without losing any functionality.

But, you can still connect to your Sheet! There’s just a little bit of extra work involved.

The steps are:

  1. Pull up your Sheet in a separate browser tab.
  2. Find the Sheet’s ID in the URL and copy it to your clipboard.
  3. Paste it into the GMass field.

Pull up your Sheet in a separate browser tab.

Navigate to your Sheet just like you would anytime you want to see or edit your Sheet. Start at sheets.google.com if you’re not sure how to get to your Sheet. Once you’re looking at your Sheet, your browser will look like this:

We’re interested in the URL for the Sheet, and specifically the part of the URL that represents your Sheet’s ID. If the URL is:

https://docs.google.com/spreadsheets/d/1adSMhi3qqfWWk8f0jpnydSp75gCYgQdwu0fGqZOIUSw/edit#gid=0

then the Sheet’s ID is:

1adSMhi3qqfWWk8f0jpnydSp75gCYgQdwu0fGqZOIUSw

Copy it to your clipboard

Copy that to your computer’s clipboard using CTRL+C (Windows) or CMD+C (Mac).

Paste it into GMass

Now all you need to do is paste it into the GMass field in Gmail, and GMass will load the specific worksheets in that Sheet and ask you to choose — just like in the regular interface.

That’s it, and now you’re on your way!

Read on if you’re interested in the technical details behind this alternate workflow.

Why isn’t the Google Picker working?

You might notice that if you click the “Choose Sheet” link, you’ll get a screen that looks like this:

GMass uses the Google Picker (to work around Google Drive access restrictions that your Google Workspace Admin has imposed) to let you pick a file, and when you are able to pick a file, you don’t have to hunt down your Sheet’s ID manually and copy/paste it. Recently, though, it seems that the Google Picker has stopped working, and until we see an update from Google about it, there’s not much we can do.

What should my Google Workspace Admin change?

If you want to see the normal interface where you can choose your Sheet from the standard dropdown menu, your Google Workspace Admin needs to lift the restrictions in place on your Google Drive account. There are two places inside the Google Admin Console where restrictions on Drive may be in place.

Under “Drive and Docs” settings

Change OFF to ON

Hit SAVE.

Under “API controls” settings

Go to third party access.

Under Google services, go to “View list”

Select Drive and change it to Unrestricted if it’s currently Restricted.

Lastly, you can take one final step and whitelist GMass

For good measure, you can “whitelist” GMass by forcing it to be a trusted app. However, even making GMass “trusted” doesn’t avoid all the blocks that your administrator has in place. Trusting GMass will not override the “Drive and Docs” setting above that allows access to the Drive SDK. As long as the Drive SDK API is disabled, the alternate Sheets interface will show in GMass, even if GMass is trusted. However, whitelisting GMass will solve an issue is if Google Drive is marked “Restricted” under “API Controls.” If Google Drive is “restricted” here, then the only way to use GMass with Sheets is to put in an exception for GMass by “trusting” it specifically.

To trust GMass:

1. Choose to “View list” under Configured apps.

2. Then go to Add app and search by OAuth App Name.

3. Then just search for “gmass,” and choose the first “GMass” app that comes up.

4. Choose the only OAuth Client ID that shows up.

5. Set “GMass” to “Trusted.”

 

Email marketing, cold email, and mail merge inside Gmail


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Email sequence software helps you nurture your existing customer base and convert new prospects through timely, automated follow-up messages.

However, finding the perfect email sequence software for your unique needs can be challenging.

In this article, I’ll list the 12 best email sequence software solutions, including their key features, pricing, and customer ratings. Depending on your specific needs, this will help you pick the ideal email sequence tool from this list.

Additionally, I’ll answer two FAQs about email sequences.

Further Reading:

This Article Contains:

(Click on links below to jump to specific sections.)

Let’s dive in!

Top 12 Email Sequence Software for 2024

Here are the 12 best email sequence software solutions that can level up the email outreach game for every marketer and sales rep:

1. GMass

Gmass

GMass is an efficient email outreach tool ideal for creating successful email sequences inside Gmail.

Its superior capabilities have made GMass popular among employees at social media giants like Twitter and LinkedIn. This email sequence software is also suitable for individuals, startups, small businesses, and established enterprises.

GMass Key Features

Here are five GMass features that can elevate your email sequencing efforts:

1. Drip Campaigns

A drip campaign is a sequence of pre-written, automated emails you send to your email list.

With GMass, you can easily set up a drip campaign to send out a sequence of automated emails to your email list based on a set schedule.

Through these drip campaigns, you can provide ongoing value to prospects in the form of:

  • Helpful content
  • Product updates
  • Discount notifications, and more

And slowly but surely, these drip campaigns will nudge your prospect towards sales conversion.

2. Automatic Follow-up Emails

Sending follow-up emails is an excellent way to boost prospect or lead engagement.

However, it’s impossible to follow up on every lead in your sales pipeline manually.

Fortunately, with GMass’ automatic follow-ups, you can create an automated workflow to follow up with prospects until they respond to your email.

It lets you customize:

  • What triggers the follow-up sequences
  • How many follow-ups to send
  • The time interval between subsequent emails, and more

You can even edit or cancel the automatic follow-up campaign at any time!

Follow-ups

3. Automated Email Personalization

For better engagement, your email must be tailor-made to stand out in the prospect’s inbox.

But if you have a long list of prospects, manually personalizing every outbound message is impractical.

Then how do you do it?
Simple: using GMass’ automated personalization features!

GMass lets you automatically personalize:

Personalize

4. Mass Email Scheduling

Reaching the right inbox at the right time is crucial to maximizing your email engagement.

To help you, GMass has a bulk email scheduling feature that lets you pick a pre-configured future time or select a custom date/time to send out your emails.

Once you’ve chosen a schedule for your bulk emails, you can also reschedule by picking a different date/time under the “Draft” folder in Gmail.

Scheduling

5. Campaign Reports

Sending email sequences isn’t enough.

You’ll also need to analyze their effectiveness to understand what’s working and what’s not.

Every time you send a campaign through GMass, you’ll receive a Campaign Report in your Gmail inbox.

The report will contain key email metrics, like these:

  • Number of recipients
  • Open rate
  • Reply rate
  • Bounce rate
  • Unsubscribe rate, and more

Campaign Report

Additional GMass Features

GMass supports many more advanced features to help your marketing or sales team:

  • Recurring Emails: Schedule recurring emails on a daily, weekly, or monthly basis to expand your prospect pool.
  • Google Sheets Mail Merge: Quickly create mail merges by connecting your Google Sheets data to GMass.
  • Reply Management: Automatically organize replies to every email marketing campaign based on bounces, replies, or block notifications.
  • A/B Testing: Split your email into multiple variations to test which version garners the most engagement.
  • Email List Builder: Create a targeted email list directly from your Gmail search results.
  • Behavior-based Campaigns: Send automatically customized emails based on prospect engagement with your older emails.
  • Mobile Add-on: Access GMass’ email capabilities with its add-on for Gmail’s Android app.

Want to get started with GMass?
Just download the Chrome extension and sign up for free with your Gmail or Google Workspace account.

GMass Pricing

GMass offers multiple pricing plans catering to various customer needs:

  • Individual:
    • Standard: $25 per month or $225 annually. Includes unlimited emails, contacts, and campaigns. Plus mail merge personalization, Spam Solver, and dozens of other features.
    • Premium: $35 per month or $325 annually. All Standard plan features, plus auto follow-up sequences, API access and Zapier, and triggered emails.
    • Professional: $55 per month or $525 annually. All Premium features plus GMass MultiSend for inbox rotation and high-priority support.
  • Team:
    • Professional: starts at $145 per month for a team of five – supports all features.

GMass Customer Ratings

  • Capterra: 4.9/5 (760+ reviews)
  • G2: 4.7/5 (740+ reviews)

Go back to Contents

2. Mailshake

Mailshake

Mailshake is an email sequence software solution your sales team can use to convert leads into customers easily.

Mailshake Key Features

  • Set up follow-up email automation sequences to engage with prospects at scale.
  • Keep track of metrics like the email open rate, reply rate, and click rate.
  • Draft email messages using Mailshake’s email template library.
  • Pause an email sequence automatically when a prospect unsubscribes.

Mailshake Pricing

Mailshake provides two pricing plans, both paid annually, in advance, with no trial:

  • Email Outreach ($59/user per month):
    • Email personalization
    • Automated email sequences
    • Advanced scheduling & throttling
    • And more
  • Sales Engagement ($99/user per month):
    • Supports all “Email Outreach” features
    • 10,000 recipients per campaign
    • Customer support
    • And more

Mailshake Customer Ratings

  • Capterra: 4.7/5 (90+ reviews)
  • G2: 4.7/5 (130+ reviews)

3. HubSpot Marketing Hub

Hubspot

HubSpot Marketing Hub is an email marketing and email sequence software solution that helps you nurture prospects effectively.

HubSpot Marketing Hub Key Features

  • Personalize your bulk emails at scale and run A/B tests to enhance reply rates.
  • Create professional-looking email campaigns optimized for mobile devices.
  • Automate cross-functional operations like sales-marketing collaboration.
  • Identify which assets (sales emails, landing pages, etc.) bring the most revenue.

HubSpot Marketing Hub Pricing

HubSpot offers the following pricing plans:

  • Free:
    • Email marketing
    • Ad management
    • Landing pages
    • And more
  • Starter (starts at $50/month):
    • Supports all “Free” features
    • Email health insights
    • Email and in-app chat support
    • And more
  • Professional (starts at $890/month):
    • Campaign management
    • A/B testing
    • Email comparison reporting
    • And more
  • Enterprise (starts at $3,200/month):
    • Behavioral event triggers
    • Multi-touch revenue attribution
    • Adaptive testing
    • And more

HubSpot Marketing Hub Customer Ratings

  • Capterra: 4.5/5 (4,500+ reviews)
  • G2: 4.4/5 (7,400+ reviews)

Go back to Contents

4. Klenty

Klenty

Klenty is a sales outreach tool and email marketing software solution that lets you follow up with leads using personalized sales email messages.

Klenty Key Features

  • Automatically monitor email bounces, unsubscribes, and responses.
  • Customize your email sequence based on recipient engagement.
  • Seamlessly import prospects from your CRM system or Google Sheets.
  • Automatically sync email analytics metrics to your CRM software.

Klenty Pricing

Klenty provides three pricing options:

  • Startup ($55/user per month):
    • Email cadences
    • Gmail plugin
    • Mail merge
    • And more
  • Growth ($85/user per month):
    • Supports all “Startup” features
    • Multichannel outreach
    • CRM integrations
    • And more
  • Enterprise ($145/user per month):
    • Supports all “Growth” features
    • IP based login restrictions
    • Monthly deliverability reports
    • And more

Klenty Customer Ratings

  • Capterra: 4.8/5 (30 reviews)
  • G2: 4.6/5 (150+ reviews)

5. Yesware

Yesware

Yesware is a marketing automation software solution that enables you to send email outreach campaigns easily and set up an automated email sequence.

Yesware Key Features

  • Get notified when prospects open your automated email sequence messages.
  • View the complete engagement history of each prospect directly in your inbox.
  • Craft effective email messages using the email template feature.
  • Use email tracking and engagement reporting to track your progress with prospects.

Yesware Pricing

Yesware’s marketing automation has three pricing tiers:

  • Pro ($15/user per month):
    • Unlimited email tracking
    • Unlimited attachment tracking
    • Unlimited email templates
    • And more
  • Premium ($35/user per month):
    • Supports all “Pro” features
    • Unlimited campaigns
    • Unlimited shared templates
    • And more
  • Enterprise ($65/user per month):
    • Supports all “Premium” features
    • Salesforce inbox sidebar
    • Import leads/contacts to campaigns
    • And more

Yesware Customer Ratings

  • Capterra: 4.3/5 (160+ reviews)
  • G2: 4.4/5 (725+ reviews)

6. Outreach

Outreach

Outreach is a sales sequence and email marketing software solution that replaces manual outreach processes with automated workflows.

Outreach Key Features

  • Control how many prospects you approach per day with the “throttle” setting.
  • Remind clients of the context by replying to your own messages in the email sequence.
  • Level up your email sequences with proven email templates.
  • A/B test your emails to ensure that you’re sending an effective email sequence.

Outreach Pricing

Outreach has an annual pricing plan. Contact their sales team for pricing details.

Outreach Customer Ratings

  • Capterra: 4.5/5 (250+ reviews)
  • G2: 4.3/5 (2,750+ reviews)

Go back to Contents

7. Cirrus Insight

Cirrus

Cirrus Insight is a sales enablement platform and email marketing software solution that helps you create, track, and edit email sequences with ease.

Cirrus Insight Key Features

  • Create personalized email sequences for your prospects.
  • Monitor engagement metrics like email opens and click-through rates.
  • Automatically sync your email communications and attachments to Salesforce.
  • Integrate with Salesforce to manage sales activity data easily.

Cirrus Insight Pricing

Cirrus Insight offers three pricing plans:

  • Salesforce Sync ($10/month):
    • Email sync
    • Calendar sync
    • Task sync
    • And more
  • Pro ($21/month):
    • Supports all “Salesforce Sync” features
    • File emails and attachments
    • Supports Gmail and Outlook mobile
    • And more
  • Expert ($29/month):
    • Supports all “Pro” features
    • Email templates
    • Email tracking
    • And more

Cirrus Insight Customer Ratings

  • Capterra: 4.2/5 (100+ reviews)
  • G2: 4.2/5 (1,350+ reviews)

8. EngageBay

Engagebay

EngageBay is an email marketing software and CRM system that helps you send automated follow-up emails to your target audience.

EngageBay Key Features

  • Create tailor-made emails to connect better with your recipients.
  • Segment your contacts to send more targeted email sequences.
  • Monitor the performance of your email sequences through analytics reports.
  • Set up email sequences for lead conversion.

EngageBay Pricing

This marketing automation tool provides four pricing options:

  • Free

    • Email Marketing
    • Autoresponders
    • Sequences
    • And more
  • Basic ($14.99/user per month):
    • Email templates
    • Lead scoring
    • Third-party integrations
    • And more
  • Growth ($49.99/user per month):
    • Marketing automation
    • Push notifications
    • Broadcast A/B testing
    • And more
  • Pro ($79.99/user per month):
    • Marketing automation
    • Web analytics
    • SMS marketing
    • And more

EngageBay Customer Ratings

  • Capterra: 4.6/5 (150+ reviews)
  • G2: 4.6/5 (110+ reviews)

9. ActiveCampaign

ActiveCampaign

ActiveCampaign helps you enhance customer engagement through its email marketing and CRM capabilities.

ActiveCampaign Key Features

  • Automatically send welcome email messages to your leads and subscribers.
  • Schedule email based on customer triggers — time of purchase, site visit, open rate, etc.
  • Transform hot leads to customers with automated emailing.
  • Segment your leads based on gender, age, and so on.

ActiveCampaign Pricing

This email marketing software offers four pricing plans:

  • Lite (starts at $15/month):
    • Import leads from anywhere
    • Sales email messages
    • Segmented outreach
    • And more
  • Plus (starts at $70/month):
    • Supports all “Lite” plan features
    • Lead scoring
    • Sync inbox with CRM
    • And more
  • Professional (starts at $187/month):
    • Supports all “Plus” plan features
    • Conversion reporting
    • Split automations
    • And more
  • Enterprise (starts at $323/month):
    • Supports all “Professional” plan features
    • Custom sales reporting
    • Contact enrichment
    • And more

ActiveCampaign Customer Ratings

  • Capterra: 4.6/5 (1,400+ reviews)
  • G2: 4.6/5 (8,800+ reviews)

10. AWeber

Aweber

AWeber is an email marketing tool that lets you create mailing lists, design newsletters, and maximize customer engagement.

AWeber Key Features

  • Save time by quickly scheduling your follow-up email messages.
  • Send target emails to your prospects with the help of segmentation.
  • Organize subscribers under tags to send relevant emails to the right audience.
  • Create attractive emails with email templates.

AWeber Pricing

AWeber has a free plan and a paid plan:

  • Free:
    • Up to 500 email subscribers
    • Email templates
    • Sign up forms
    • And more
  • Pro (starts at $19.99/month):
    • All “Free” plan features
    • Unlimited email list feature
    • Advanced email automation
    • And more

AWeber Customer Ratings

  • Capterra: 4.3/5 (170+ reviews)
  • G2: 4.2/5 (580+ reviews)

Go back to Contents

11. ConvertKit

ConvertKit

ConvertKit is an email marketing tool ideal for beginner and professional digital product creators.

ConvertKit Key Features

  • Easily customize your email sequences based on customer engagement.
  • Craft multiple branded email templates.
  • Create custom paths for sales funnels using visual automation.
  • Send perfectly timed messages with automated email marketing.

ConvertKit Pricing

ConvertKit’s pricing plans include:

  • Free (up to 300 subscribers):
    • Unlimited landing pages & forms
    • Send email broadcasts
    • Sell digital products & subscriptions
  • Creator ($15/month for up to 300 subscribers):
    • Supports all “Free” features
    • Free migration from another tool
    • Automated funnels & sequences
    • And more
  • Creator Pro ($29/month for up to 300 subscribers):
    • Supports all “Creator” features
    • Advanced reporting
    • Newsletter referral system
    • And more

ConvertKit Customer Ratings

  • Capterra: 4.6/5 (130+ reviews)
  • G2: 4.4/5 (130+ reviews)

12. Snov.io

Snov

Snov.io is an email sequence software solution suited for email marketers and sales rep teams.

Snov.io Key Features

  • Personalize email messages and email follow-ups to increase your engagement.
  • Edit, A/B test, and add new recipients to your email campaigns.
  • Build customer loyalty with automated onboarding sequences.
  • Scale-up email and social media engagement to maximize prospect outreach.

Snov.io Pricing

Snov.io offers five pricing plans:

  • S ($39/month):
    • 1,000 credits
    • 5,000 unique recipients
    • Unlimited email campaigns, accounts, and follow-ups
    • Unlimited users
  • M ($99/month):
    • Supports all “S” features
    • 5,000 credits
    • 10,000 unique recipients
  • L ($189/month):
    • Supports all “S” features
    • 20,000 credits
    • 30,000 unique recipients
  • XL ($369/month):
    • Supports all “S” features
    • 50,000 credits
    • 50,000 unique recipients
  • XXL ($738/month):
    • Supports all “S” features
    • 100,000 credits
    • 100,000 unique recipients

Note: Users can spend credits on email search, validation, and verification.

Snov.io Customer Ratings

  • Capterra: 4.6/5 (112 reviews)
  • G2: 4.5/5 (157 reviews)

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Now that you have a range of email sequence software solutions to choose from, I’ll answer some of the questions you may have about email sequences.

2 FAQs about Email Sequences

Here are the answers to two frequently asked questions regarding email sequences:

1. What Is an Email Sequence?

An email sequence is a series of automated, follow-up email messages sent at predetermined intervals based on the recipient’s actions.

Some commonly used email sequences include:

  • Welcome email sequence
  • Onboarding email sequence
  • Nurturing email sequence
  • Re-engagement email sequence
  • Abandoned cart email sequence
  • Renewal email sequence, and more

2. Why Should You Use Email Sequences?

Email sequences help you:

  • Acquire new leads and convert them into paying customers.
  • Nurture lasting relationships with existing customers and enhance brand awareness.
  • Ensure that email messages reach prospects when they’re most receptive.
  • Improve your open rate for your email campaign by sending a follow-up email triggered by a lead’s actions.

Go back to Contents

Wrapping Up

Choosing the right email sequence software for your sales rep or marketing team doesn’t have to be difficult. Go through the tools I’ve covered here to select an email sequence tool that best fits your needs.

For instance, GMass lets you set up drip campaigns, automate personalized follow-up emails, monitor email analytics, schedule mass emails, and close deals faster right from your Gmail inbox.

So why not try GMass for free today to step up your email outreach game?

Ready to transform Gmail into an email marketing/cold email/mail merge tool?


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Email outbound software helps you send outbound emails to prospects.

And unlike inbound emails you send to subscribers, outbound or cold emails are personalized emails you send to people you haven’t interacted with before but with whom you would like to connect.

However, since the recipient might not know you, you’ll have difficulty engaging them.

Don’t worry.

With the right email outbound tool, salespeople and marketing teams can send successful outreach campaigns effortlessly.

In this article, I’ll go over what features to look for in an excellent email outbound tool. Then, I’ll cover 12 top email outbound software offerings, including their key features, pricing, and customer ratings.

This Article Contains:

(Click on links to jump to specific sections.)

Let’s get started.

What to Look for When Choosing Your Email Outbound Software

Here are five must-have features in email outbound software:

  • Email Personalization: Since recipients usually ignore generic outbound emails, you’ll need the capability to send personalized emails at scale.
  • Email Reports: Without email performance reports, you won’t know which outbound emails are effective and which ones aren’t.
  • Automated Follow-Ups: You can’t manually follow up on each outbound email, so you’ll need the functionality to send automated emails as follow-ups.
  • Email Scheduling: Scheduling features help your email reach the right inbox at the right time for better open and reply rates.

Now that I’ve covered the essential features, let’s explore the top email outbound software available today.

12 Best Email Outbound Software to Boost Your Sales

Here are 12 email outbound software tools you can use to approach and convert leads:

1. GMass

Gmass

GMass is a powerful email outbound and email marketing automation solution that works inside Gmail. Its advanced cold email outreach functionalities have made it a popular tool used by employees in powerhouses like Google and Twitter.

This cold email tool is also perfect for sales and marketing professionals, startup founders, and small business owners — essentially anyone who uses email.

GMass Key Features

Let’s explore five GMass features you can leverage in outbound email campaigns:

A. Automatic Email Personalization

Most outbound email recipients may not know who you are. Naturally, if you send them a generic email like some amateur sales rep, it’s almost guaranteed to be ignored.

What do you do instead?
Simple: you send them tailor-made emails.

But isn’t that time-consuming?
Not when you’re using GMass!

With GMass, you can automatically personalize:

This way, you can quickly personalize your emails at scale for each recipient, increasing your chances of connecting with them.

Personalize

B. Bulk Email Scheduling

GMass lets you specify a date/time for your outbound email campaign. When it’s time, the tool will automatically send your emails.

This way, you:

  • Don’t have to be online when the sales or marketing campaign goes out
  • Can approach prospects across time zones

The best part?
Your emails reach prospects when they’re likeliest to engage, boosting your email open rate.

Bulk email scheduling

C. Detailed Analytics Reports

When you send an outreach or marketing campaign with GMass, it automatically generates a Campaign Report in your inbox.

This analytics report gives a clear picture of the performance of your tracked emails, including:

  • Open rate
  • Reply rate
  • Bounces
  • Unsubscribes, and more

Campaign reports

D. Automated Email Follow-Ups

A single follow-up email can boost reply rates by 21%. Imagine what multiple follow-ups can do!
However, manually creating and sending follow-ups is tiring.

Fortunately, you can automate the process with the GMass cold email software and send follow-ups until you receive a reply.

You can also choose:

  • What triggers the follow-up sequence
  • How many follow-ups to send
  • The time interval between follow-ups, and more

Automated followups

E. Email List Builder

An email list lets you send an outbound campaign to a large number of people easily.

Here’s how you can build an email list:

  1. Place “lead magnets” on your website to collect email addresses.
  2. Create an email list from your current contacts.

The #2 approach is much quicker and helps create a more targeted email list.

To create an email list in GMass, all you have to do is perform a Gmail search with keywords related to your target audience, and GMass will automatically build the email list for you.

Email list builder

You can also easily connect an email list stored in Google Sheets, Excel, or a CSV file to GMass.

But that’s not all!

GMass supports various other advanced features to take your outbound email campaigns to the next level.

Other Powerful GMass Features

Here are some more useful GMass features:

  • AB Testing: Perform an AB test to identify which email variation has the best responses.
  • Mail Merge: Create a mail merge campaign by connecting your Google Sheets file to GMass. You can also convert your Excel or CSV file to Sheets and connect it to GMass.
  • Behavior-Based Campaigns: Send campaigns customized to how recipients responded to your previous emails.
  • Email Templates: Save any email you send as a template to reuse in your future outbound campaigns.
  • Sentiment Analysis: Discover your most interested prospects by checking the sentiment scores of the responses received.
  • Salesforce Integration: Connect GMass to Salesforce to log your outbound emails automatically inside Salesforce.
  • Mobile Add-On: Access advanced email outbound capabilities from your smartphone with GMass’ add-on for the Android Gmail app.

To use GMass, download the Chrome extension and sign up for a free trial with your Gmail or Google Workspace (formerly G Suite) account.

GMass Pricing

  • Individual:
    • Standard: $25 per month or $225 annually. Includes unlimited emails, contacts, and campaigns. Plus mail merge personalization, Spam Solver, and dozens of other features.
    • Premium: $35 per month or $325 annually. All Standard plan features, plus auto follow-up sequences, API access and Zapier, and triggered emails.
    • Professional: $55 per month or $525 annually. All Premium features plus GMass MultiSend for inbox rotation and high-priority support.
  • Team:
    • Professional: starts at $145 per month for a team of five – supports all features.

GMass Customer Ratings

  • Capterra: 4.9/5 (760+ reviews)
  • G2: 4.7/5 (740+ reviews)

Go back to Contents

2. Mixmax

Mixmax

A sales engagement platform built for Gmail, Mixmax helps you automate outbound email campaigns, track performance, and so on.

Mixmax Key Features

  • Send drip campaigns from Gmail and Salesforce to engage your prospects.
  • Save outbound emails as templates and share the best ones with your sales team.
  • Set reminders so that you don’t forget to respond to important sales email messages.
  • Schedule meetings effortlessly by sharing your availability as clickable dates/times in your emails.

Mixmax Pricing

Mixmax offers four pricing plans:

  • Free Plan:
    • Track 100 email opens/month
    • Undo send
    • Follow-up reminders
    • And more
  • Starter ($12/user per month):
    • Supports all “Free Plan’ features
    • Track unlimited email opens
    • Chat with email collaborators
    • And more
  • SMB ($29/user per month):
    • Supports all “Starter” features
    • Sequences
    • Click tracking
    • And more
  • Growth ($65/user per month):
    • Supports all “SMB” features
    • Personalization
    • Recommended send times
    • And more

Mixmax Customer Ratings

  • Capterra: 4.5/5 (170+ reviews)
  • G2: 4.6/6 (520+ reviews)

3. Yesware

Yesware

Yesware is a cold email software and sales prospecting tool that allows you to send outreach emails at scale.

Yesware Key Features

  • Know who opens your outbound emails, clicks the links inside, etc.
  • Helps you approach leads through emails, LinkedIn InMails, and phone calls.
  • Track your outbound emails and measure performance from your Gmail/Outlook inbox.
  • Integrate Yesware with Salesforce to sync your email activity with the CRM.

Yesware Pricing

Yesware offers the following pricing options:

  • Pro ($19/user per month):
    • Unlimited email open tracking
    • Unlimited link tracking
    • Unlimited personal email templates
    • And more
  • Premium ($45/user per month):
    • Supports all “Pro” features
    • Automated email campaigns
    • Campaign reports
    • And more
  • Enterprise ($85/user per month):
    • Supports all “Premium” features
    • Salesforce sync and reporting
    • And more

Yesware Customer Ratings

  • Capterra: 4.3/5 (160+ reviews)
  • G2: 4.4/5 (720+ reviews)

4. HubSpot Sales Hub

Hubspot

While HubSpot Sales Hub is primarily a CRM system, its email automation and tracking capabilities make it a useful email outbound software solution.

HubSpot Sales Hub Key Features

  • Turn your high-converting outbound emails into reusable email templates.
  • Automate email personalization and follow-up tasks to scale up your outbound efforts.
  • Check the built-in activity stream to see which emails a prospect opened and when.
  • Access your lead’s contact info, company details, and more from your inbox.

HubSpot Sales Hub Pricing

Its pricing plans include:

  • Free:
    • Email scheduling
    • Up to 200 email tracking notifications
    • Up to 5 email templates per month
    • And more
  • Starter (starts at $50/month for 2 paid users):
    • Supports all “Free” features
    • Unlimited email tracking notifications
    • Up to 5,000 templates
    • And more
  • Professional (starts at $500/month for 5 paid users):
    • Supports all “Starter” features
    • Up to 5,000 sequences
    • Sales analytics
    • And more
  • Enterprise (starts at $1,200/month for 10 paid users):
    • Supports all “Professional” features
    • Up to 100 shared inboxes
    • Customizable permission sets
    • And more

HubSpot Sales Hub Customer Ratings

  • Capterra: 4.5/5 (2910+ reviews)
  • G2: 4.4/5 (8050+ reviews)

Go back to Contents

5. Reply

Reply

Reply is an email outbound software solution that also lets you connect with leads via phone and social media.

Reply Key Features

  • Set up multi-channel sales sequences across email, SMS, and LinkedIn.
  • AB test your email content to increase your conversion chances.
  • Leverage the LinkedIn Email Finder feature to automate email search on LinkedIn tools.

Reply Pricing

Reply comes with several pricing plans:

  • Sales Engagement (starts at $70/month per user):
    • Unlimited sequences
    • All channels included
    • Customer success service
    • And more
  • Email Search (paid plan starts at $49/month):
    • Find up to 5,000 business emails
    • Connect with LinkedIn and LinkedIn Sales Navigator
    • Publish contacts to a sequence in Reply
    • And more

Reply Customer Ratings

  • Capterra: 4.6/5 (80+ reviews)
  • G2: 4.5/5 (780+ reviews)

6. Salesforce Engage

Salesforce

Salesforce Engage is an email marketing tool and marketing automation platform you can use to send one-to-one outbound emails.

Salesforce Engage Key Features

  • Log your Gmail/Outlook interactions automatically inside Pardot and Salesforce.
  • Monitor your outbound email campaigns and uncover trends to close the sale faster.
  • View prospect engagement with your email marketing campaigns in real-time.
  • Create your outbound emails quickly using templates.

Salesforce Engage Pricing

Salesforce Engage offers a paid plan at $50/user per month.

Salesforce Engage Customer Ratings

  • Capterra: NA
  • G2: 4.3/5 (10+ reviews)

7. Mailshake

Mailshake

Mailshake is a cold outreach and email sequence software that helps you approach cold prospects through email, phone, and social media.

Mailshake Key Features

  • Send mail merge campaigns as 1-to-1 emails to your prospect list.
  • Select from pre-crafted follow-up email templates to boost your reply rates.
  • Auto-generate your outbound email copy with Mailshake’s AI Email Writer.
  • Integrate with third-party apps like Pipedrive using Zapier.

Mailshake Pricing

Mailshake has two pricing tiers:

  • Email Outreach ($59/user per month):
    • Email personalization
    • Automated email sequence
    • AB testing
    • And more
  • Sales Engagement ($99/user per month):
    • Supports all “Email Outreach” features
    • Custom tasks
    • Social selling
    • And more

Mailshake Customer Ratings

  • Capterra: 4.7/5 (90+ reviews)
  • G2: 4.7/5 (130+ reviews)

8. Close

Close

Close is a CRM software and email platform that supports email outbound sequences, follow-ups, and templates.

Close Key Features

  • Bulk enroll prospects meeting your outreach criteria into an email sequence.
  • Personalize your emails with dynamic lead data using Template Tags.
  • Build outbound email sequences to re-engage cold leads and get more referrals.
  • Log your sales emails to the CRM for better historical context about a lead.

Close Pricing

Here are Close’s pricing options:

  • Starter ($29/user per month):
    • Email and open response tracking
    • Scheduling & reminders
    • Snooze & undo send
    • And more
  • Basic ($69/user per month):
    • Supports all “Starter” features
    • Unlimited templates
    • Sales reporting
    • And more
  • Professional ($99/user per month):
    • Supports all “Basic” features
    • Bulk email sending
    • Email sequence
    • And more
  • Business ($149/user per month):
    • Supports all “Professional” features
    • Custom graphs
    • Custom roles and permissions
    • And more

Close Customer Ratings

  • Capterra: 4.7/5 (130+ reviews)
  • G2: 4.5/5 (200+ reviews)

Go back to Contents

9. Lemlist

Lemlist

Lemlist is a cold email tool you can use to set up multi-channel sequences covering email, landing pages, and more.

Lemlist Key Features

  • Include custom intro lines and call-to-actions in your automatically personalized emails.
  • Run audits to see where your emails land for improving deliverability.
  • Specify email sending limits so that your team doesn’t go overboard with their email marketing campaigns.
  • Use the calendar overview to see which email campaign is up next, what stage a sales lead is at, and more.

Lemlist Pricing

Lemlist is priced as below:

  • Email outreach ($59/user per month):
    • Send cold email campaigns
    • Automated sequences
    • And more
  • Sales engagement ($99/user per month):
    • Supports all “Sales engagement” features
    • Multichannel campaigns
    • Video, chat, and calendar integrations
    • And more

Lemlist Customer Ratings

  • Capterra: 4.6/5 (320+ reviews)
  • G2: 4.3/5 (80+ reviews)

10. Woodpecker

Woodpecker

Woodpecker is an email tool that helps automate your cold outreach campaigns and improve your email deliverability.

Woodpecker Key Features

  • Enhance your sender reputation so that your outbound emails don’t go to spam.
  • Customize your email delivery schedule to reach prospects at optimal times.
  • Receive in-app notifications alerting you of issues with your email account.
  • Leverage If-campaigns that adjust your emails based on the recipient’s interest level.

Woodpecker Pricing

Here are Woodpecker’s pricing plans:

  • Tier 1 ($39/slot per month):
    • Contact up to 50 new people daily
    • Unlimited email follow-ups
    • And more
  • Tier 2 ($44/slot per month):
    • Supports all Tier 1 features
    • Contact up to 200 new people daily
  • Tier 3 ($49/slot per month):
    • Supports all Tier 1 features
    • No daily limit on contacting new people

Note: A slot refers to an email address you connect to Woodpecker for sending emails.

Woodpecker Customer Ratings

  • Capterra: 4.8/5 (10+ reviews)
  • G2: 4.4/5 (30+ reviews)

11. Gmelius

Gmelius

Gmelius is an email automation tool and email sequence software with built-in collaboration capabilities to let you manage the email outbound process more smoothly.

Gmelius Key Features

  • Keep your leads engaged by sending them automated drip campaigns.
  • Convert your Gmail emails into Kanban tasks you can assign to your sales team.
  • Share your outbound drafts with the sales team for feedback and suggestions.
  • Add context to your outbound email conversations through Email Notes inside Gmail.

Gmelius Pricing

Gmelius has the following pricing structure:

  • Plus ($12/user per month):
    • Unlimited email tracking
    • Email notes and comments
    • Email templates
    • And more
  • Growth ($24/user per month):
    • Supports all “Plus” features
    • Email sequence
    • Mail merge campaigns
    • And more
  • Enterprise ($69/user per month):
    • Supports all “Growth” features
    • Unlimited Gmail labels and Kanban boards
    • 5-month analytics window
    • And more

Gmelius Customer Ratings

  • Capterra: 4.7/5 (30+ reviews)
  • G2: 4.4/5 (450+ reviews)

12. Zoho Campaigns

Zoho

Zoho Campaigns is an email marketing software solution that offers cold outreach and sales prospecting capabilities.

Zoho Campaigns Key Features

  • Trigger email messages based on prospect interaction with your outbound campaigns.
  • Implement prospect engagement strategies using the email workflow builder.
  • Schedule an email series to send outbound emails to your prospects at the right time.
  • Manage your outbound campaigns on the go with the Zoho Campaigns mobile app.

Zoho Campaigns Pricing

Zoho Campaigns is available at three price levels:

  • Forever Free:
    • Basic email templates
    • Reports and analytics
    • Merge tags
    • And more
  • Standard (starts at $4/month for 500 contacts):
    • Supports all “Forever Free” features
    • Unlimited emails
    • AB testing
    • And more
  • Professional (starts at $6/month for 500 contacts):
    • Supports all “Standard” features
    • Drag-and-drop email automation workflows
    • Sent-campaign notifications
    • And more

Zoho Campaigns Customer Ratings

  • Capterra: 4.1/5 (180+ reviews)
  • G2: 4.3/5 (820+ reviews)

Go back to Contents

Final Thoughts

With email outbound software, you can easily create tailor-made emails at scale, reach the right inbox at the right time, and automate your follow-up process.

However, choosing the perfect email outbound software for your specific needs can be tricky.

If you’re looking for an easy-to-use tool with advanced outreach features, why not start with GMass?

In addition to essential features, GMass also helps you send behavior-based campaigns, perform sentiment analysis on your replies, and do so much more.

Download the GMass Chrome extension and level up your outbound email capabilities! 

See why 99% of users say they’ve had their best deliverability ever with GMass


Email marketing, cold email, and mail merge all in one tool — that works inside Gmail


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From automatically personalizing emails to sending them at the right time, sales email software helps you spend less time managing your emails, giving you more actual selling time with customers.

But finding the right sales email software for your business can be tiring — you’ll need to review tons of product pages and slog through never-ending lists of customer reviews.

And even after all that effort, you may still pick the wrong tool.

To help, I’ve curated a list of the 12 best sales email software programs, including their key features, pricing, and customer ratings. Use this info to select the ideal email software for your sales team.

Further Reading:

This Article Contains:

(Click on links to jump to specific sections.)

Before we get started with the top 12 tools, I’ll cover some must-have features you should look for when picking your sales email software.

What to Look for When Choosing Your Sales Email Software

Here are six essential features to look for in sales email software:

  • Bulk Email Personalization: Since it isn’t feasible to create a custom email for each lead manually, the functionality to personalize emails automatically at scale is vital.
  • Email Scheduling: If you can’t schedule emails, it will be challenging to reach prospects’ inboxes at optimal times and overcome time zone differences.
  • Auto Follow-Up: Manually following up with leads is tedious, so you’ll need the capability to set up workflows to send automated follow-up emails.
  • Campaign Analytics Reports: Not every sales email will elicit positive responses; by analyzing metrics like the open rate, you can identify which emails worked and which didn’t.
  • A/B Testing: While it’s impossible to predict accurately how an email will perform, A/B testing lets you easily identify the type of email that’s more likely to succeed.
  • Email List Builder: Reaching the right audience is crucial to converting sales. But for that, you’ll need the functionality to compile an email list of your target audience quickly.

Go back to Contents

Now, let’s get started with the best sales email software for 2022:

12 Best Sales Email Software Software for 2024

Here are 12 great sales email software that your sales team can use to approach and convert leads effectively:

1. GMass

Gmass

GMass is an all-in-one email outreach and marketing automation tool that works entirely inside Gmail.

Its easy-to-use and advanced capabilities have made it a popular tool used by employees in powerhouses like Google, Twitter, LinkedIn, and Uber. This email marketing service is also perfect for sales and marketing teams, startups, and small businesses.

GMass Key Features

Here are five GMass features that’ll level up your sales email game:

1. Automatic Email Personalization

Your prospects receive tons of generic emails every day.

To stand apart, your email should look tailor-made for the prospect. But manually personalizing each email isn’t feasible when your sales rep handles an email list of 100+ prospects.

Don’t worry.
With GMass, you can automatically personalize bulk emails, including:

Personalize

2. Automated Follow-Ups

Follow-ups help ensure that your outbound emails get responses — research shows that sending a single follow-up can increase your response rate by 21%.

However, managing the follow-up process is challenging when you have several leads in the sales pipeline.

GMass’ automated follow-up feature is handy in such cases. You can create workflows inside this email sequence software to send automated emails as follow-ups to previous sales emails.

Additionally, you can customize everything about these follow-ups, like:

  • What triggers the follow-up sequence — for example, a prospect clicking on a link
  • How many follow-ups to send
  • The time interval between subsequent follow-ups, and more

Follow ups

3. Campaign Reports

It’s not enough to simply send sales email campaigns; you’ll also need to ensure that they’re performing well.

But how?
When you send an email campaign with GMass, a Campaign Report is generated in your Gmail inbox.

This detailed analytics report shows key email metrics, like:

  • Recipients: Number of people to whom you sent the sales email campaign
  • Open rate: Number of unique email recipients who opened your sales email
  • Click rate: Number of recipients who clicked on a link inside your sales email
  • Bounces: Number of sales emails that didn’t reach the prospects’ inboxes
  • Unsubscribes: Number of subscribers who chose to opt-out of your mailing list

Campaign report

4. Email List Builder

Building your sales email list is a breeze with GMass.

Just open your Gmail inbox, type in keywords relevant to your target audience in the search box, and hit Enter. Once Gmail displays the search results, click the magnifying glass button near the search box to build an email list from Gmail search results.

Email list builder

When your sales email list is compiled, GMass will open a Compose window with those email addresses in the To field. Then, enter your message and hit the GMass button to send a sales email to your new email list.

5. Mass Email Scheduling

To maximize engagement, your sales email must reach the right inbox at the right time.

GMass’ bulk email scheduling feature lets you send emails at a specific date/time, ensuring that these emails reach prospects when they’re most likely to respond. You can choose from pre-configured times or select a custom date/time.

After you’ve scheduled an email campaign, you can also reschedule it by going to the Drafts folder and picking a new date/time.

Mass scheduling

Wondering what else you can do with GMass?

Other Powerful GMass Features

GMass offers other advanced features to make the life of your sales reps easier, like:

  • Google Sheets Mail Merge: Perform Gmail mail merges effortlessly by connecting Google Sheets data to GMass.
  • Recurring Emails: Schedule recurring emails to reach prospects on a daily, weekly, or monthly basis.
  • A/B Testing: Split test multiple variations of your email and see which one has the most engagement.
  • Behavior-Based Campaigns: Send a sales or marketing campaign based on how prospects engaged with your previous emails.
  • Sentiment Analysis: Find interested prospects by looking at the positive or negative sentiment scores in your replies.
  • Conditional Content: Use simple If/Then statements to create smart, personalized cold emails.
  • Mobile Add-on: Access robust email capabilities on the go with the GMass add-on for Gmail’s Android app.

To use GMass, download its Chrome extension and sign up for a free trial with your Gmail or Google Workspace account.

GMass Pricing

GMass offers several pricing options to meet a range of customer needs:

  • Individual:
    • Standard: $25 per month or $225 annually. Includes unlimited emails, contacts, and campaigns. Plus mail merge personalization, Spam Solver, and dozens of other features.
    • Premium: $35 per month or $325 annually. All Standard plan features, plus auto follow-up sequences, API access and Zapier, and triggered emails.
    • Professional: $55 per month or $525 annually. All Premium features plus GMass MultiSend for inbox rotation and high-priority support.
  • Team:
    • Professional: starts at $145 per month for a team of five – supports all features.

GMass Customer Ratings

  • Capterra: 4.9/5 (760+ reviews)
  • G2: 4.7/5 (730+ reviews)

Go back to Contents

2. Klenty

Klenty

Klenty is a sales engagement platform offering email outreach and email automation features for your CRM system.

Klenty Key Features

  • Use dynamic formulas to customize your sales emails based on buyer persona.
  • Embed personalized videos into your email sequence.
  • Auto-sync email analytics data with your CRM to minimize manual data entry.
  • Set random intervals between outgoing sales emails to mimic manual sending.
  • Connect with Pipedrive, HubSpot, Salesforce, or Zoho CRM.

Klenty Pricing

Klenty has three pricing plans:

  • Startup ($55/user per month):
    • Email cadences
    • Mail merge
    • Gmail plugin
    • And more
  • Growth ($85/user per month):
    • Supports all “Startup” features
    • Multichannel cold outreach
    • CRM integrations
    • And more
  • Enterprise ($145/user per month):
    • Supports all “Growth” features
    • Login restrictions
    • Deliverability reports
    • And more

Klenty Customer Reportings

  • Capterra: 4.8/5 (30+ reviews)
  • G2: 4.6/5 (150+ reviews)

3. Woodpecker

Woodpecker

Woodpecker is a cold email tool that lets your sales rep approach and follow up with prospects across multiple channels.

Check out my detailed Woodpecker review.

Woodpecker Key Features

  • Personalize your cold email outreach with custom fields.
  • Oversee the email sending process and identify issues hurting your sender reputation.
  • Show recipients follow-ups in the same thread as the first email to provide better context.
  • Sort email responses automatically based on the prospects’ interest levels.
  • Nurture leads across different channels — reach them via email, phone, and LinkedIn.

Woodpecker Pricing

Woodpecker provides three pricing tiers:

  • Tier 1 ($39/slot per month):
    • Contact up to 50 new people daily
    • Deliverability monitor
    • And more
  • Tier 2 ($44/slot per month):
    • Supports all features in Tier 1
    • Contact up to 200 new people daily
  • Tier 3 ($49/slot per month):
    • Supports all features in Tier 1
    • No daily limit on contacting new people

Note: A slot is essentially an email address you can connect to Woodpecker for sending your emails.

Woodpecker Ratings

  • Capterra: 4.5/5 (90+ reviews)
  • G2: 4.6 (250+ reviews)

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4. Salesforce Engage

Salesforce

Salesforce Engage is an email marketing automation tool built for salespeople.

Salesforce Engage Key Features

  • Send personalized emails from your Gmail or Outlook account.
  • Select from a library of proven templates for your sales email campaigns.
  • Get real-time alerts on prospect activity to send sales follow-up emails at the right time.
  • Uncover who your hot leads are through Engage Reports.
  • Use powerful email marketing capabilities on the go with Engage for Salesforce Mobile.

Salesforce Engage Pricing

Salesforce Engage has a paid plan costing $50/user per month.

Salesforce Engage Customer Ratings

  • Capterra: NA
  • G2: 4.4/5 (10+ reviews)

5. PersistIQ

PersistIQ

PersistIQ is an outbound automation tool that lets you find prospects, send email sequences, and manage sales data effectively.

PersistIQ Key Features

  • Segment your leads based on email opens, responses, and other custom fields.
  • Use analytics reports to gauge the effectiveness of your sales emails and campaigns.
  • Specify sending windows to ensure that your emails go out only at particular times.
  • Log your emails automatically to Salesforce to manage all your interactions in one place.
  • Use historical sync to identify automatically the prospects you’ve communicated with in the past.

PersistIQ Pricing

PersistIQ offers two pricing plans:

  • Essentials ($75/user per month):
    • 300 emails/day per user
    • A/B testing
    • Automation triggers
    • And more
  • Premium ($120/user per month):
    • Supports all “Essentials” features
    • 600 emails/day per user
    • Salesforce integration
    • And more

PersistIQ Customer Ratings

  • Capterra: 4/5 (20+ reviews)
  • G2: 4.7/5 (250+ reviews)

6. Autoklose

Autoklose

Autoklose is sales automation software with email campaign management and reporting features.

Autoklose Key Features

  • Save your email campaign as an email template.
  • Filter your email list to focus on hot leads.
  • Access real-time analytics showing the open, reply, and click-through rates.
  • A/B test your cold email campaigns to identify the most effective emails.
  • Manage your email team effectively with role-based permissions and team reporting.

Autoklose Pricing

Autoklose has three pricing tiers:

  • Starter ($59.99/month per user):
    • 1 email automation account
    • Email tracking
    • A/B testing
    • And more
  • Small Business ($249.95/month for 5 users):
    • Supports all “Starter” features
    • Monthly customer success call
    • Role-based permissions
    • And more
  • Enterprise (contact their sales team for a custom quote):
    • Supports all “Small Business” features
    • Detailed reporting
    • Salesforce CRM integration
    • And more

Autoklose Customer Ratings

  • Capterra: 4.5/5 (90+ reviews)
  • G2: 4.6/5 (250+ reviews)

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7. Mailshake

Mailshake

Mailshake is a sales outreach and cold email platform connecting you with prospects via email, phone, and social media.

Learn more in my Mailshake review.

Mailshake Key Features

  • Scale up your prospecting efforts with cold outreach campaigns and auto follow-ups.
  • Customize your email sending schedule around prospects to maximize engagement.
  • Create your sales or email marketing campaign using built-in email templates.
  • Pause your email sequence automatically when a lead responds or unsubscribes.
  • Get a holistic view of prospect interactions over emails, phone calls, and social messages.

Mailshake Pricing

Mailshake provides two pricing plans:

  • Email Outreach ($59/user per month):
    • Email personalization
    • Gmail / Outlook / SMTP
    • Integration with LinkedIn Sales Navigator via Zapier
    • And more
  • Sales Engagement ($99/user per month):
    • Supports all “Email Outreach” features
    • Sell via social media
    • 10,000 recipients per campaign
    • And more

Mailshake Customer Ratings

  • Capterra: 4.7/5 (90+ reviews)
  • G2: 4.7/5 (130+ reviews)

8. Snov.io

Snov

Snov.io is a sales CRM tool you can use to find, verify, and contact email leads.

Snov.io Key Features

  • Find email leads from company websites, LinkedIn, and Google search results.
  • Nurture your sales leads with email sequences and follow-ups.
  • Send personalized drip campaigns at scale to your subscribers.
  • Track recipient engagement and send customized offers to re-engage inactive leads.
  • Lower your bounce rate by using the email verifier to clean your mailing list.

Snov.io Pricing

Snov.io offers six pricing tiers:

  • Free:
    • Identify technologies on websites
    • Design drip campaigns
  • S ($39/month):
    • 5,000 unique recipients
    • 1,000 credits
  • M ($99/month):
    • 10,000 unique recipients
    • 5,000 credits
  • L ($189/month):
    • 30,000 unique recipients
    • 20,000 credits
  • XL ($369/month):
    • 50,000 unique recipients
    • 50,000 credits
  • XXL ($738/month):
    • 100,000 unique recipients
    • 100,000 credits

You can add unlimited users and use the CRM functionality with every paid plan. Users can spend credits on email verification, bulk/single domain searches, and more.

Snov.io Customer Ratings

  • Capterra: 4.6/5 (110+ reviews)
  • G2: 4.5/5 (150+ reviews)

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9. Lemlist

Lemlist

Lemlist is a cold email software and a sales automation tool, enabling you to engage with prospects across channels like email, phone, and social media.

Find out if this tool is right for you in my detailed Lemlist review.

Lemlist Key Features

  • Close sales across multiple channels — email sequences, cold calls, landing pages, etc.
  • Improve your sales conversions by sending tailor-made follow-ups to prospects.
  • Receive instant alerts as subscribers or leads respond to your emails.
  • Integrate with CRM software like Salesforce and lead generation tools like LeadFuze, etc.

Lemlist Pricing

Lemlist gives you two pricing options:

  • Email outreach ($59/user per month):
    • Text personalization
    • Follow-up automation
    • And more
  • Sales engagement ($99/user per month):
    • Supports all “Email outreach” features
    • Lead enrichment
    • LinkedIn workflows
    • And more

Lemlist Customer Ratings

  • Capterra: 4.6/5 (320+ reviews)
  • G2: 4.3/5 (80+ reviews)

10. Reply

reply

Reply is a sales engagement and email marketing tool that lets you automate cold email campaigns, SMS and WhatsApp messages, and LinkedIn outreach.

Reply Key Features

  • Find emails of prospects automatically with Reply’s LinkedIn Email Finder.
  • Generate sales emails with an AI-powered Sales Email Assistant.
  • Send bulk emails using the Email Sending API.
  • Set up an omnichannel sales sequence combining personalized emails, SMS messages, and more.

Reply Pricing

Reply offers several pricing plans:

  • Sales Engagement:
    • Individual (starts at $70/user per month for 1,000 contacts):
      • Email sequences
      • All channels included
      • CRM integrations
      • And more
    • Business (starts at $70/month per user):
      • Supports all “Individual” features
      • Starts at 3 users
      • Unlimited contacts
      • And more
  • Email Search:
    • Free:
      • Find up to 200 business emails
      • Find emails in LinkedIn and LinkedIn Sales Navigator
      • Export emails via CSV file
    • Paid Tier 1 ($49/month):
      • Supports all “Free” features
      • Find up to 5,000 business emails
    • Paid Tier 2 ($99/month):
      • Supports all “Free” features
      • Find unlimited business emails

Reply Customer Ratings

  • Capterra: 4.6/5 (80+ reviews)
  • G2: 4.5/5 (780+ reviews)

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11. Mixmax

Mixmax

Mixmax is a sales engagement platform, email marketing service, and email tracking software rolled into one.

Check out my Mixmax review for a closer look at this tool.

Mixmax Key Features

  • Run your follow-up emails on autopilot, sharing special offers, meeting invites, etc.
  • Add reminders to follow up on personalized cold emails that got no replies.
  • Discover who’s replying to your emails in real-time with desktop notifications.
  • Identify successful sales emails and attachments through flexible charts and filters.
  • Create email templates and customize them using the email template builder.

Mixmax Pricing

Mixmax provides five pricing tiers:

  • Free:
    • Instant scheduling
    • Email templates
    • Email surveys
    • And more
  • Starter ($12/user per month):
    • Supports all “Free” features
    • Email tracking
    • Side chat
    • And more
  • SMB ($29/user per month):
    • Supports all “Starter” features
    • Email sequences
    • Email templates
    • And more
  • Growth ($65/user per month):
    • Supports all “SMB” features
    • Sequence personalization
    • Zoho CRM and Salesforce CRM integration
    • And more
  • Enterprise (contact their sales team for a custom quote):
    • Supports all “Growth” features
    • Tasks and automations
    • Delegated sending
    • And more

Mixmax Customer Ratings

  • Capterra: 4.5/5 (170+ reviews)
  • G2: 4.6/5 (520+ reviews)

12. Close

Close

Close is a sales-focused CRM system that doubles as an email outreach and email tracking software.

Close Key Features

  • Link your email accounts to the Close CRM to send and receive emails from one place.
  • Sync your email interactions automatically to the CRM software.
  • Stay on the prospect’s radar by sending customized email sequences as follow-ups.
  • Create eye-catching email templates and share them with your sales team.
  • Use the “Undo Send” feature to recall any less-than-perfect emails quickly.

Close Pricing

Close offers four paid plans:

  • Starter ($29/user per month):
    • Store 2,500 leads
    • Two-way email sync
    • Email tracking
    • And more
  • Basic ($69/user per month):
    • Supports all “Starter” features
    • Store unlimited number of leads
    • Unlimited number of email templates
    • And more
  • Professional (99/user per month):
    • Supports all “Basic” features
    • Email sequences
    • Email scheduling
    • And more
  • Business ($149/user per month):
    • Supports all “Professional” features
    • Custom graphs
    • Customer support via screen share
    • And more

Close Customer Ratings

  • Capterra: 4.7/5 (130+ reviews)
  • G2: 4.5/5 (200+ reviews)

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Final Thoughts

Picking the right sales email software for your business can seem challenging, but it doesn’t have to be. Zero in on what you really need, and then find an intuitive sales and email marketing tool that can execute it for you easily.

If you’re looking for a good place to start, consider trying GMass.

You can leverage automatic email personalization, analyze key email metrics, schedule emails to go out at optimal times, and do so much more right from your Gmail inbox.

Why not try GMass for free today and take your sales emails to a whole new level?

Email marketing, cold email, and mail merge inside Gmail


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Email marketing in the European Union has gotten trickier thanks to GDPR.

However, by adopting some easy-to-follow practices, you can ensure that you comply with the EU’s GDPR email marketing requirements.

In this article, I’ll first briefly explain what GDPR is. I’ll then cover its implications for email marketing and highlight five best practices for GDPR compliant email marketing. Later, I’ll describe what impact GDPR may have on your email policy.

As a bonus, I’ll also answer two GDPR email FAQs.

This Article Contains:

(Click on links to jump to specific sections.)

Disclaimer: This article is meant to provide a high-level overview of how GDPR affects emails. It’s not a substitute for legal advice

For legal advice and specific questions on email regulations, please reach out to your attorney or talk to your data protection officer.

Let’s get started.

What Is GDPR?

GDPR means General Data Protection Regulation.

It’s a European Union data protection and privacy law that regulates how the user data of individuals in the EU can be collected, stored, and processed.

There are three key things you should know about GDPR:

  1. GDPR applies to any organization (referred to as the “data processor” or “data controller”):
    • Operating within the European Union
    • Outside the European Union, but offering goods and services to people in the EU
    • Outside the European Union, but processing the personal data of EU individuals
  2. Under GDPR, an EU individual (referred to as the “data subject”) can monitor, control, and delete any user data relating to them. These provisions are applicable even when an organization has a legitimate interest in processing customer data. If a data subject were to object to data processing, the organization would have to respect the individual’s choice and delete their data.
  3. Violation of this personal data protection law can result in hefty fines — up to €20 million or 4% of the organization’s total global turnover.

Essentially, GDPR protects the data privacy and data security of individuals in the EU, levying hefty fines on organizations that violate its rules.

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Now, let’s go over how GDPR impacts email marketing:

What Does GDPR Say about Email Marketing?

The connection between email marketing and GDPR may not be evident at first glance. And even when you explore GDPR, you don’t see many references to email requirements per se.

Does that mean GDPR has nothing to do with email marketing?
No — GDPR does apply to email marketing.

GDPR mandates that organizations must:

  • Ask recipients for an affirmative opt-in to receive direct marketing communications
  • Provide recipients with a clear, unambiguous way to opt-out of marketing communications
  • Offer a method by which customers can request the deletion of their personal data

In short, GDPR seeks to ensure that consumers receive only direct marketing communications to which they’ve consented and that add value to their lives.

Note: If you email an existing customer about similar products, you may not require express consent according to a lawful basis under GDPR. However, it’s always better to stay on the safe side.

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Now that you know what GDPR says about email marketing, I’ll go over what it says about cold emailing your prospects:

Is Cold Emailing Allowed under GDPR?

The answer is a conditional yes.

Under GDPR, marketers can send cold emails to people at companies — aka B2B cold emails. But this doesn’t mean that you can send cold email campaigns to any person in some random company.

Your business should be logically connected to the business activities of the prospect’s company. And you’ll need a solid basis to claim how the prospect’s company can benefit from your services.

Moreover, you’ll need to add a disclaimer in your email copy informing the cold email recipients:

  • What personal data you’re collecting about them
  • How you’ll store their personal information
  • How you intend to use customer data
  • How the recipient can remove their user data from your email list

That’s not all.

You shouldn’t process or store the lead’s personal data longer than necessary. To stay on the safer side, consider deleting the personal data of leads who don’t respond to you after 30 days.

Note: While you’re allowed to send B2B cold emails, businesses cannot send cold emails to individuals (B2C) — for lead generation or other marketing purposes — according to GDPR.

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Next, we’ll take a look at some email best practices you can follow to ensure that you’re complying with GDPR.

5 Best Practices for GDPR Compliant Email Marketing

Here are five best practices you can follow for email compliance with the GDPR:

Best Practice #1: Get Re-Permission from Your Email Subscribers

Your mailing or subscriber lists may include EU residents you added before GDPR came into effect (May 25, 2018).

These are your legacy contacts, and you’ll need to check how you got these subscribers.

You may encounter two categories of people in your mailing list:

  1. People who have explicitly opted-in to receive your marketing communications — in this case, you can continue to send them direct marketing emails and don’t need to ask for permission again.
  2. People who got automatically opted-in (for example, from a pre-checked box or purchased email lists) — in this case, you’ll need to ask for their explicit consent to send them marketing communication messages.

To get GDPR consent in case #2, you have to send re-permission email campaigns asking subscribers whether they’d like to re-opt to your email list.

After your re-permission campaign, any subscriber who has consented to receive your email marketing messages should be added to your new mailing list. People who haven’t responded will need to be removed.

How to Send Re-Permission Email Campaigns

When sending re-permission campaigns, personalizing your emails can encourage existing subscribers to re-subscribe to your mailing list. But doing all of this can be tedious and error-prone, which is why you would use a robust email marketing service like GMass.

With GMass, you can:

Best Practice #2: Be Clear about Your Communication and Privacy Policies

Building a list of email addresses using lead magnets on landing pages is a common marketing strategy.

For example, let’s say your website offers a free ebook on “How to Do a Keto Diet.” To gain access to the ebook, a visitor needs to complete an online form on your website by providing details such as their email address.

Now, this raises a simple question: does this violate GDPR?
That depends.

I’ll cover two scenarios to illustrate when you may be in the clear concerning GDPR and when you violate GDPR:

Scenario A

Your opt-in form includes:

  1. A link to your comprehensive communication policy, which clearly specifies the kind of emails you’ll send (transactional emails, marketing or promotional emails, etc.)
  2. A link to your detailed data privacy policy, which unambiguously explains how you use and safeguard user data
  3. The relevant checkboxes (not pre-ticked) an individual can click to indicate that they consent with your communication policy, data privacy policy, and other terms & conditions.

In this scenario, you’re likely compliant with the GDPR regulation.

Scenario B

Your:

  1. Communication policy is ambiguous or is unnoticeably tucked in within your terms and conditions
  2. Privacy policy doesn’t mention for what purpose you’ll use user data
  3. Webform contains pre-ticked boxes that indicate implicit consent but don’t ask for explicit consent

In this scenario, you’re likely violating GDPR rules.

Essentially, you need to provide — clearly and openly — all the details consumers may need to make an informed decision. Moreover, you shouldn’t trick potential customers into agreeing to your terms and conditions.

Best Practice #3: Include an Unsubscribe Link in All Your Marketing Emails

GDPR emphasizes the consumers’ right to reclaim ownership of their data and easily opt-out of marketing communications.

Now, you probably send emails only to people who’ve explicitly consented to receive your marketing communication messages.

But what if an existing customer or subscriber wishes to opt-out?
You need to give them the option to unsubscribe!

Not just that. You must also make it straightforward for the existing customer (or subscriber) to opt-out.

For this, you can include an unsubscribe link when you’re marketing by email.
Something along the lines of:

  • Click here to stop receiving emails from us.
  • Unsubscribe from all our marketing communications.
  • Opt-out of our emails.
  • You may unsubscribe to stop receiving our emails.

Unsubscribe option

And when someone clicks on the unsubscribe link, you must remove them from your email list and delete all data you’ve stored on the data subject for marketing purposes.

Additionally, you can provide subscribers with options to customize their email subscriptions.

You can let subscribers decide what kind of marketing communication (new products, offers, etc.) they’d like to receive and how often they’d like to receive them. This way, the subscribers have better control over the communications they receive from your marketers.

Best Practice #4: Rethink Your Marketing Automation Strategy

With the right tool, automating your email marketing activities is effortless.

However, in light of the GDPR regulation, you may need to rethink how you leverage marketing automation software in your campaigns.

Why?
For starters, you can’t send automated emails to people who haven’t explicitly consented to receive your marketing emails.

There’s also the issue of how you may segment and process your mailing list.

For example, let’s say you’re a company that offers a suite of marketing tools. Under the EU GDPR, you can send targeted emails to customers (who’ve signed up for your mailing list) with location-specific special offers.

However, let’s assume that you use an algorithm to process the customer’s personal data to identify users who’ve been heavily using your tool and could benefit from your other offerings.

As a result, you use marketing automation software to send targeted emails (with discount offers) to these people.

Doing so could be a violation since the GDPR regulation limits how organizations and businesses can use user data to profile European customers and make automated decisions.

But this is a gray area, and the legality can vary on a case-by-case basis.

Anyhow, it’s best to evaluate how you segment your mailing list and any associated info.
Then, check to see if there are any potential vulnerabilities in how you process consumer data for your automated marketing campaigns.

Best Practice #5: Create a GDPR Compliance Checklist

Ensuring that your email marketing efforts comply with GDPR rules can be tricky.

That’s why I strongly recommend you create a GDPR compliance checklist to evaluate your email marketing strategy.

Here is a list of questions you can use to get started:

  1. Have you received consent from subscribers to send them marketing emails?
  2. Are you aware of which data is protected under the EU GDPR?
  3. Do you maintain detailed records showing evidence of consent from your subscribers?
  4. Do you have a clear idea of how each contact ends up on your mailing list?
  5. Are you aware of where your email subscribers are located?
  6. Do you share your marketing communication and privacy policies with subscribers before signing them up?
  7. Does your communication policy clearly describe what kind of emails you’ll send to subscribers?
  8. Does your privacy policy clearly explain how you’ll collect, process, safeguard, and retain data relating to your email subscribers?
  9. Do all your marketing emails contain an opt-out link?
  10. Do you ensure that all your new email initiatives are in compliance with GDPR requirements?

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Next, I’ll explain how GDPR requirements can impact your email policy.

How GDPR Affects Your Email Policy

Your organization may need to make some changes in its email policy to comply with GDPR rules.

These changes include:

A. Email Encryption

The European Union’s General Data Protection Regulation (GDPR) requires that your organization adopts suitable, proactive measures to ensure data security.

And one feasible way to secure user data is through encryption.

But is it possible to encrypt your emails?
Email encryption is a given when you’re using an end-to-end encrypted email provider like ProtonMail and Tutanota or other cloud-based, secure email services.

Alternatively, you can send encrypted emails using Gmail or Outlook.

Note: Gmail uses TLS encryption preventing hackers from reading your message while en route to the recipient, but Gmail can still read your messages. With Outlook, you can use Message Encryption in Office 365 to ensure that only the recipient can read the email.

B. Organizational Email Security

Your organization must take proactive measures to protect the user data of EU residents and individuals and your employee data against a data breach, accidental loss or destruction, and so on.

How is this different from email encryption?
Unlike email encryption, email security isn’t just about adopting technical measures to protect consumers’ personal data. Instead, your organization needs to develop and put into practice internal policies regarding email safety best practices.

For example, your email and data security policy can specify how to proceed when employees receive emails with a suspicious From address, or how to report phishing or malware emails.

C. Email Retention

Data erasure is one of the key data protection principles under the EU GDPR.

And there are mainly two sides to this principle:

  1. Organizations may retain (or store) data only for as long as necessary for the purpose for which the consumer data was collected.
  2. People in the EU have a “right to be forgotten,” meaning that individuals can request immediate deletion of their personal data.

Wondering how this impacts emails?
We generally don’t delete our emails, especially at work. And there are valid reasons for this, such as:

  • We want to maintain a record of our activities.
  • We wish to retain emails for any potential litigation.

In any case, the more emails you store, the more sensitive data (consumers’ personal data, employee data, etc.) you collect, and the higher the risk in case of a data breach. As a result, your organization might consider reviewing the emails it stores and deleting any non-essential emails.

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Next, I’ll answer some frequently asked questions connecting GDPR and email.

2 GDPR Email FAQs

Here are the answers to two commonly asked questions regarding GDPR requirements and how they affect emails:

1. Should All My Outbound Emails Include an Unsubscribe Link?

GDPR specifies that your outbound or email marketing message must provide an easy way for recipients to opt-out of receiving your emails.

Now, GDPR doesn’t explicitly state that you need an unsubscribe link.

But including an unsubscribe link in your marketing message is standard practice. It allows your recipients to opt-out of receiving outbound and marketing emails. For that reason, I’d recommend that you include the unsubscribe link in all your email marketing campaigns.

2. If I’m Based in the United States, Do I Still Need to Be GDPR Compliant?

The answer to this question depends on whose data you may be processing.

If your company has absolutely nothing to do with storing or processing the personal data of people in the EU, you don’t need to be GDPR compliant. On the flip side, you’ll need to comply with GDPR requirements if your company’s subscribers, prospects, partners, or clients are EU residents or individuals.

Moreover, if you’re a data processor (or data controller) company processing the personal information of an EU citizen or individual, the GDPR applies to you. And this is regardless of whether the data processing activity occurs within the EU or outside.

Not just that.

Generally, GDPR also applies if you’re a business in the EU, and your client is not an EU citizen or resident but has purchased your product/service while in the EU — for example, a tourist traveling in France.

Final Thoughts

For email marketing in the EU, email marketers must obey the personal data protection law — the GDPR.

And this includes sending re-permission campaigns to get explicit consent from your EU subscribers, telling recipients how you’ll be processing customer data, adding unsubscribe links inside your marketing emails, and more.

By implementing the best practices I’ve covered above, you’ll have no trouble enacting GDPR compliant email marketing going forward!

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When I started GMass almost six years ago, it was just a simple extension for Gmail that let you send a few personalized emails at the click of a button. Today, GMass is a powerful email platform that rivals the biggest email companies in the world. To reflect this giant leap in the product’s evolution, we’re updating our pricing on November 15, 2021. Both the pricing plans and what we bill for are changing.

Hopefully you’ve kept up with all the investments we’ve made in GMass recently. In the last few months alone, we’ve added the following to your plan: A/B testing, sentiment analysis, The Gate, a stand-alone SMTP service, webhooks, a Zapier integration, and much more. In fact, over the last five years we’ve added over a thousand features, many of which we invented and are industry firsts.

Nobody likes paying higher prices, but in our case, GMass would not be able to sustain itself at our current pricing. Our current pricing was set over 5 years ago, when the world was a very different place and building apps on top of Gmail was much simpler. Much has changed during this time, including costly compliance requirements set by Google, worldwide wage growth, and just regular inflation. Many software companies adjust prices yearly. We haven’t done that. I really hope you’ll stick with us so we can keep building.

Individual Plans

For GMass to continue on this path, it’s necessary to adjust our pricing — our first adjustment in a 5.5 year history. You can read the details of the price adjustments here, but in essence, our Standard Plan will go from 12.95/month to 19.95/month, our Premium Plan will go from 19.95/month to 29.95/month, and we’re introducing a new Enterprise plan for 49.95/month that will include priority support.

The benefit of subscribing before November 15

Users who are subscribed to the Standard or Premium plans prior to November 15 will have the benefit of being legacied into their current feature sets, whereas starting November 15, certain features that were previously available on the Standard plan will only be available on the Premium plan or higher. These features include A/B testing, API access, and conditional logic.

Team Plans

Team plans will have similar adjustments.

Plan Old Pricing New Pricing Per-User Overage Savings
Team 5-user $89/month $125/month $28/user/month beyond 5 users $5/month/user
Team 10-user $159/month $225/month $25/user/month beyond 10 users $7.50/month/user
Team 25-user $348/month $500/month $23/user/month beyond 25 users $10/month/user
Team 50-user $597/month $900/month $20/user/month beyond 50 users $12/month/user
Team 100-user $994/month $1500/month $15/user/month beyond 100 users $15/month/user

Team Plan Overages

Additionally, for certain team accounts, we’ve had a long-standing bug where overages for team plans weren’t being billed. Meaning, if you’ve been on the Team 5-user plan, but actually had 7 users in your team, we weren’t billing for those 2 extra users. Starting November 15, we will be correcting that and billing for team overages.

Non-profit discount

If you have our 15% non-profit discount attached to your subscription, that same discount will still apply to the new pricing. As a reminder, that discount is automatically given to accounts with a .org or .edu email address.

Team Plans subscribed using PayPal

We’ve always offered subscribing via PayPal as an alternative to traditional credit-card based subscriptions which are handled by our payment processor, Stripe. The issue with PayPal though is that their APIs aren’t nearly as robust, and therefore we aren’t able to allow you to modify your subscription once you’re subscribed via PayPal. Meaning if you want to switch your plan from Standard to Premium, and you’re subscribed via PayPal, you have to cancel your Standard subscription and re-subscribe to the Premium plan. Another consequence is that we’re not able to bill for overages on the team plans. For this reason, starting November 15, users subscribed to a Team plan via PayPal won’t be able to add more team members than their plan allows.

Annual Plans

Just like before, going forward, all annual plans, both Individual and Team plans, will be priced at the monthly price x 10 instead of 12. Meaning, all annual plans offer a discount of 2 months off the monthly rate in exchange for pre-paying for the year. So, there are two benefits to subscribing or upgrading to an annual plan before November 15: a) locking in current pricing for up to a year and b) getting the additional savings of 2 months off.

Usage-based billing for emails sent via SMTP

We have some users who send millions of emails/month through GMass and an integration with a third party SMTP service but still only pay a nominal monthly fee on the Standard plan. This isn’t really fair because this type of account uses far more resources, both with storage, and handling heavy-load features like open tracking, click tracking and auto follow-ups. Therefore in addition to the monthly fees, we’ll also begin billing for high volume senders that send via a third party SMTP service or via our in-house SendGrid account. Regardless of which SMTP service you’re integrated with, we’ll charge a nominal $0.40 (40 cents USD) per 1,000 emails transmitted to an SMTP service, with the first 10,000 emails being free. For 95% of users sending via SMTP, this will have no impact on billing.

Super old legacy pricing

A small minority of users are on some of our very old plans that we no longer offer. These plans were at the price points of $6.95/month and $8.95/month. All of these plans will be migrated to the Standard plan of 19.95/month.

You’ll soon be receiving an email from us about the change to your specific plan.

You can always make changes to your plan by logging in to your dashboard. If you have any questions about these changes, you can reply to the individual email you’ll soon be receiving or comment below.

The price change only goes into effect with your next renewal after November 15, 2021. If you upgrade to an annual plan, such that your renewal does not happen monthly, then you can lock in savings compared to the monthly price and postpone the price increase for up to a year.

In addition to everything we’ve packed in this year, we’re soon going to be launching native Salesforce and HubSpot integrations. For GMass, 2022 will be the year of integrations, with the goal of making it even easier and faster for you to send an email campaign. Here’s to your future success with email!

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If you live in India and use an Indian credit card to subscribe to software and other services, you’ve likely had trouble making payments lately because of the Reserve Bank of India’s new rules on recurring payments that went into effect on October 1.

All existing recurring payments under 5,000 Rs. need a one-time manual approvals now via AFA (Additional Factor Authorization), and all recurring payments over 5,000 Rs. need manual approval for every single charge. This has wreaked havoc on any company that sells subscription services to people in India. Indian customers of services worldwide, including GMass, have found that their transactions are denied and their subscriptions are being cancelled. At partial fault is the credit card issues themselves, many of whom simply weren’t ready for this change.

The impact on GMass

At GMass, about 20% of our user base is from India, so the impact since October 1 has been substantial. Our Indian customers who are used to paying us monthly have had their transactions denied which has led to their subscriptions being cancelled, and new Indian customers trying to subscribe for the first time are finding that their credit cards are being declined and they can’t subscribe.

How we’re working with the new rule

Starting today, we’ve implemented a few new payment flows to help navigate the new recurring payments rule.

If you’re a new subscriber and you’re entering your credit card information on our Pricing page to subscribe, if your transaction is denied, you’ll be taken to a page where you can manually pay your invoice. This is a Stripe-hosted page that will take you through any AFA required by your bank. One the invoice is paid, your subscription will automatically activate.

If you’re an existing subscriber and your monthly payment has been declined, you’ll also be sent a link to a Stripe-hosted invoice where you can manually make payment to keep your subscription active.

If you’re an existing customer and your monthly payment is declined, you’ll get a link emailed to you where you can pay the invoice manually.

Further Reading

An excellent article was published in The Ken about India’s new rule.

Here is a TechCrunch article on the new rule.

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