From the introduction call to the first booked meeting.
6 steps, fine-tuned weekly. After a single introduction call, the system takes over the outbound channel — from targeting to reply handling.
How a campaign runs — in one diagram.
At any step you know where the campaign stands — every decision stays in the audit log.
The journey of an email — from the first line to the booked meeting.
The process breaks down into four stages: what we agree on during the introduction call, what we then execute, the incoming reply, and the possible outcomes.
Introduction call
A 30-minute call. We learn what you sell and to whom.
Ideal customer profile (ICP)
Industry, company size, country, decision-maker roles.
Prospect research
Companies and contacts from public sources.
Personalization
A unique email for each recipient, built on the company's recent news.
9-point safety check
Suppression list, unsubscribe, mailbox health, domain authentication.
Warmed-up sending
Dedicated sending domains, during EU business hours, under the daily limit.
Recipient inbox
Delivered without harming your main reputation domain.
Reply classification
Every reply sorted: INTERESTED, QUESTION, NO, AWAY.
INTERESTED
Sent straight to your sales rep's inbox.
QUESTION
An operator-written reply tailored to the context.
NO
Added to the suppression list (DNC); we never reach out again.
AWAY
Automatically rescheduled for their return.
Introduction call
In a 60–90 minute call, we gather what we need to know: what you sell, to whom, in what tone, what we should never say, and which competitor names we won't mention.
- Time required
- 60–90 minutes
- Frequency
- One-time
- Outcome
- Summary document
- Participants
- Client + operator
// Summary excerpt what you sell: Q3 ERP migration consulting to whom: 50–500-employee manufacturers tone: "direct, practical" DON'T say: "revolutionary", "AI-powered" call: "a 20-minute chat?"
Defining the ideal customer
From the call we build a structured ideal customer profile (ICP): industry, company size, country, decision-maker roles, buying signals, and exclusions — e.g. existing customers and partners.
- Geography
- ISO country code · multiple
- Company size
- Employee range
- Roles
- 2–3 titles per segment
- Signals
- Funding, hiring, news
// Segment: DACH · Head of Supply Chain
country: DE, AT, CH
company size: 200–5000 employees
role: Head of Supply Chain,
VP Operations,
Chief Supply Officer
signals: ERP migration in progress,
opening EU distribution hub
exclusion: existing customer, consultantProspect research and personalization
We research target companies from public sources and write each recipient a separate email built on the company's recent news and the buyer's role. We never use a mass template.
- Contact sources
- Company registry, news, hiring
- Length
- 80–140 words
- Language
- Local (en, de, fr, nl…)
- Evidence
- Recent news, ICP fit
// Email draft Subject: Quick question about your Q3 rollout Hi András, I saw that Mernok.io just opened a Berlin office — thought it might be worth comparing notes. We work with exactly the kind of 50–500-employee SaaS companies like yours. With similar clients we typically see 20–35 booked meetings a month — it depends on the ICP and the offer. Do you have 20 minutes Tuesday at 2 PM?
9 safety checks before every email
DNC list, prohibited words, recipient cool-down, domain authentication (SPF/DKIM/DMARC), mailbox health, daily limit, deliverability score, readiness snapshot, and approval mode.
- If a check fails
- Either it's held or sent for approval
- Logging
- Every check recorded
- Bounce threshold
- > 2% = auto-pause
- Complaint threshold
- > 0.3% = auto-pause
// Safety check — review [OK] Suppression list (DNC) ── no match [OK] Prohibited phrases ── clean [OK] Recipient cool-down ── 47 days [OK] Domain authentication ── SPF·DKIM·DMARC [OK] Mailbox status ── READY [OK] Daily limit (32 / 40) ── under [OK] Deliverability ── 87/100 [OK] Readiness snapshot ── ALLOW [OK] Approval ── manual (approved) → READY TO SEND
Sending from warmed-up mailboxes
Separate, dedicated sending domains and warmed-up mailboxes, during European business hours, under the daily limit. Your day-to-day company email and main domain stay protected throughout — your primary account's reputation is never touched.
- Daily limit
- 5 → 20+ (over 3 weeks)
- Business hours
- Mon–Fri · 9:00 AM–4:00 PM
- Quiet hours
- 10:00 PM–7:00 AM blocked
- Weekends
- Off by default
// Warm-up schedule Days 1–3 5 emails/day warmup Days 4–7 10 emails/day warmup Week 2 15 emails/day warmup Week 3+ 20 emails/day READY mailboxes: 8–30+ (by plan) domains: ~4 .com + 2 .hu/.de/.fr + 1 .eu auto-pause: bounce > 2%, complaint > 0.3%
Reply handling and lead handoff
Every incoming reply is classified. An interested reply goes straight to the client's sales rep. The system handles auto-replies (AWAY), and adds not-interested replies to the suppression list (DNC).
- Classes
- INTERESTED · QUESTION · NOT INTERESTED · AWAY
- Lead handoff
- Instant email + Discord
- Weekly report
- Numbers, leads
- Audit
- Every decision logged
// Incoming reply — classification "I'm interested, does Tuesday 2 PM work?" → INTERESTED · 92% confidence → forwarded to: andras@ugyfel.hu "How much does this cost?" → QUESTION · 88% → reply template: "price range" "Not interested, thanks" → NOT INTERESTED · 95% → added to DNC list
You decide how much you see.
At launch there's always manual approval — you see every email before it goes out. As trust grows, control can be handed over gradually.
Manual
Go-liveEvery email gets human approval before it goes out. We recommend this for the first 4–6 weeks, while the templates and targeting take shape.
Semi-auto
After stabilizingThe first ~100 emails per segment go for approval. After that, the system sends on its own, within the safety check.
Auto
Mature campaignAutomatic sending — only once the campaign is performing reliably and you've agreed on safety rules with us. The 9-point safety check runs on every email; if a check fails, the system stops or the email goes into the approval queue.
An operator oversees everything. Every day.
Reviewing new replies
Confirming the classification of interested and question-type replies, and manually reclassifying ambiguous cases.
Mailbox health check
Bounce rate, complaint rate, deliverability score, and RBL status for every sending mailbox.
Results and fine-tuning
A 30-minute status with the client: the numbers, what could be targeted better, and what the next segment is.
Where do we use it?
We work in B2B markets where the sales cycle runs longer than 30 days and the decision-maker can't be reached through a form.
Product companies
Booking demos, validating the ideal customer profile, probing a new region.
Consulting
Introduction calls, partnership offers.
Logistics · manufacturing
Reaching operational decision-makers in their local language.
Partner program
Finding resellers and integrators across regions.
European B2B campaigns, measurable bounds.
In European B2B campaigns, with personalized emails.
From signing the contract to the first live send.
Separate compliance rules, mandatory footer, tone.
Before every email. Prohibited words, unsubscribe, deliverability.
A software company (SaaS), after three months.
DACH region, 50–500-employee companies, VP Engineering decision-makers. About ~2,000 personalized emails a month (EU plan), fine-tuned weekly.
- 4–7% reply rate, 2.2% interested replies
- 20–35 booked meetings a month
- 0% measured spam reports, main domain and daily email protected throughout
Let's talk about what your company can get out of this.
A 30-minute introduction call. After that, we do the work.