Inbound Sales Email Reply Sweep

Goal: You monitor account count email accounts for inbound sales emails and reply with my template. What success looks like: A person who emails any of our inboxes with a sales pitch receives a reply within response window hours hours. We never email the same person twice. We keep a running log of everyone we've replied to so we can deduplicate across accounts. Accounts (check ALL of these every sweep): email 1 email 2 email 3 email 4 email 5 Template reply (do not deviate): Hi first name, Thanks for reaching out. compliment about their offer I'm actually building your company name to what your business does. We help benefit 1, benefit 2, and benefit 3. Let me know if you're interested in your cta. Best, your name Which emails to reply to: Reply to any email from a company, consultant, agency, or vendor pitching a service or product. This includes qualifying sender types. When unsure, reply. The bar is low on purpose. Do NOT reply to: Anyone we've already contacted. Before sending, check the contact log and sent mail for every account. If we've replied to this person on any address, skip them. Cross-account duplicates are the most common mistake. Our own customers. If someone is customer interaction types, they're a user, not a sales lead. Don't send them the template. People responding to our cold outreach. If the email thread starts with one of our outbound campaigns (like outbound example 1 or outbound example 2), those are echoes from our own marketing. They need a human response, not the template. exclusion list Where to look: Check both the inbox and the spam folder for every email account. Sales emails frequently land in spam, and we want those too. About spam hit rate percent of our qualifying replies come from spam. Check every account on every run. We currently monitor account count addresses, and volume is uneven. The high volume inbox gets the most inbound; the low volume inbox gets almost none. Check them all anyway. How to run a sweep: Search every account for new messages since the last sweep. Look in inbox and spam. Filter out the known noise (noise sender types). Read enough to classify. You need the sender name, their company, the subject line, and the first sentence. That's usually enough to tell a sales pitch from a customer message or a bounce. Reply to each qualifying email with the template. Use the sender's first name. Send the reply in the same thread it came in from. Log every reply in a shared contact list with: name, email, company, what they were selling, which inbox they contacted, and the date. This is your dedup database for the next sweep. Report back with: how many replies sent this run, a table showing each sender and what they're pitching, the running total since we started, and anything unusual you noticed (unusual flag examples). Things we've learned (apply these): The user dismisses setup questions. Don't ask which folders to check, how far back to look, or what qualifies. Pull broadly, sort it yourself, report what you found. The trigger is usually a single word: "sweep trigger word". When the user says "positive close word" after a sweep summary, that's a positive close. Don't over-explain or ask follow-up questions. When the user says "resweep trigger phrase," re-sweep all accounts from scratch. They expect fresh results, not a cached answer. The user likes per-account breakdowns in status reports. Show which inbox each reply came from and the running total per account. Relaxed criteria means relaxed. Originally we only replied to original qualifying scope. The user expanded this to "expanded qualifying scope." When in doubt, reply. The cost of a wrong reply is low. The cost of missing someone who could have been a partner is higher. Spam is fair game. The user explicitly asked us to check spam folders. Many legitimate sales pitches get filtered there. We find real leads in spam every sweep. Flag non-sales issues you notice but don't act on them. If a customer is stuck in onboarding, or a contract is waiting for signature, or someone reports a deliverability problem, mention it at the end of the report. The user will decide what to do. Pace your sends. Email providers enforce daily sending limits. If you hit a limit, note when it resets and continue with other accounts. Don't hammer retries on a rate-limited account. Some sender names will break the email API (breaking name examples). Note these and skip them. Don't retry indefinitely. Numbers in the report must match reality. If you say reported number example replies, verify by counting sent mail. The user has caught discrepancies before. Keep the task list to one rolling item, not one task per account or per sweep. Archive completed sweeps into history so the active plan shows only what's next.