An agency can propose useful work without knowing a prospect’s revenue. It should not claim poor advertising performance or lost customers without evidence. New-client outreach starts with a clear service scope and an honest explanation of the public information behind the contact.
This hypothetical guide follows a small agency offering monthly promotional content production to independent Pilates studios in Seoul. It makes no claim about advertising results or enrollment. Outreach supports published business contacts and sending records; the studio’s plans and outsourcing requirements are confirmed through replies.
What is the agency’s complete prospecting workflow?
Define the service and sector, collect businesses, review fit, test the proposal and manage replies. In this example the scope is monthly content production for Pilates studios. Do not package advertising management, web development and photography into the offer unless you actually deliver them. Keep contacts and sending history in the project, then confirm production volume and approvals after a reply. A collected studio is not evidence of a content problem. If you contact businesses for another client, also make the actual sender and service provider clear.
Outreach connects business discovery, public contact collection, list review, email sending and response records inside a project. Keyword groups can hold a country, region, common search terms and a target. The service finds published business contacts; it does not guarantee a named decision-maker’s private email address.
Which studios are appropriate client candidates?
Confirm that the business runs Pilates classes and distinguish it from instructor certification schools or equipment sellers. Published location and class information can establish relevance. Infrequent posting does not prove a marketing difficulty or a limited budget. A franchise studio may need head-office approval, so establish outsourcing authority in conversation. Distinguish official business accounts from someone’s personal account. Use verifiable service information for qualification rather than assigning guessed membership numbers, revenue or marketing capacity to the business.
How do search terms match the agency’s delivery area?
Search for the customer’s business category: Pilates studio, Pilates center or equipment-based Pilates, using local equivalents. Searching for marketing agencies finds suppliers rather than clients. Set Seoul geography according to whether your service requires visits. If on-site photography is excluded, say so and discuss who supplies imagery. Remote production does not make every region or industry equally suitable. Review whether the terms return studios, instructor schools or equipment shops and adjust them. A collection target is not a forecast of agency contracts.
Use the Keyword section in the Collect tab to define the search and request the list. Give each geographic group conditions that match where you can actually deliver the offer. A project can contain groups for different countries. Similar search terms do not mean identical purchasing needs, so qualification continues after collection.
Should the agency purchase email or Instagram details?
Choose fields for the proposal route the business actually publishes. Require Email for a written scope, and decide separately whether Instagram handles should also be required. Requiring both excludes suitable businesses publishing only one route. Buy Phone only for planned conversations. Contact fields are being purchased to communicate an offer, not to establish a studio’s posting statistics. Budget the selected fields and the later send together. Skip information the agency has no plan to use.
For Email, Phone, Instagram handle and LinkedIn, choose Skip, If available or Required. Every required field must be present; a missing optional field alone does not exclude a business. Skip means you do not purchase or receive that field. Each received contact field costs 1 credit, so purchasing both an email and a phone number costs 2 credits for that business.
What should the agency record during list review?
Record the services, location, public contact route and reason the offer is relevant. A studio listing group and private classes has subjects for content; that is not evidence its current marketing failed. If several branches belong to one brand, establish approval responsibility before repeatedly contacting locations. Keep exclusion reasons in the review file to reduce repeated checking. A colleague who reviews public content still does not know the budget or likelihood of contracting. Verify the sector-specific offer before relying on company-name substitution.
Start collecting gathers candidates for review in Collection results. Keep only suitable businesses in the sending list. Download to Excel produces an Excel-compatible CSV; fields you did not purchase stay blank. A colleague can review the exported file and flag unsuitable businesses.
How do you make the agency offer specific?
Explain what you produce and what the client supplies. For example:
Subject: Class information content for {company_name} Hello, our agency helps Pilates studios produce promotional content. We propose a monthly content scope covering class types and practical visitor information, using materials and photos supplied by your team and approved by you. If you are considering external production, may we send the scope? Advertising management and on-site photography are excluded from this proposal.
Do not guarantee revenue or follower growth, or claim you already completed an analysis that you have not performed.
In Write your message, {company_name} in the subject or body becomes the recipient business’s name. You can save first-contact and follow-up copy. Substituting a name does not establish familiarity with a business. Avoid asserting an unverified revenue figure, staffing problem or current supplier relationship.
Before sending, connect your own mailbox in Settings → Connect email and save your settings. Follow the provider-specific instructions shown there, then send a self-test to your own inbox. Use the account that will handle replies to this campaign.
What should you verify in the proposal self-test?
Check that both the included work and exclusions are readable. In the content-production example, the client-supplied photo requirement should not disappear from the proposal. Verify rights and the actual scope of any portfolio examples you link. Do not disclose another client’s materials without authorization. Revise any wording suggesting that you visited the studio or analyzed its account when you did not. The reply handler should be ready to explain production and approval conditions. Demonstration company records or reactions must not be presented as agency results.
Use Preview, then Send yourself a test first to receive the message in your own connected inbox. Check the company name, links, sender details and reply route. A self-test is not an ordinary paid prospect campaign or a way to collect actual customers. Receiving it yourself does not establish delivery to another business.
How should the agency plan first-contact sending?
Send to a reviewed list small enough for meaningful reply handling. Respect no-contact requests. Do not request members’ personal data in the initial reply. Check timing rather than promise immediate reach across a list. When acting for a client, public contact discovery and permission to send still require separate consideration.
An email costs 2 credits. The sending gap and daily limit are adjustable, with randomized timing available, so do not assume an entire batch goes immediately. Buying a phone field provides a number; it does not make Outreach place calls.
A published address is not consent to marketing. Check the recipient country’s requirements for consent, advertising identification, sender details and opting out before sending. See KISA’s guidance for Korea and the FTC’s guide for the United States. An advertising label alone does not authorize every unsolicited message.
How should the agency interpret clicks and replies?
A click records navigation to material, not a client win. If the hypothetical studio asks about price, discuss volume, client-supplied materials, approvals and contract conditions before quoting. Do not report clicks or replies as acquired clients. Track proposal delivery, agreement, work commencement and payment in the agency’s own records. For selected non-responders, a manual follow-up can restate the useful scope briefly. Answer actual questions for businesses already in conversation. Do not imply that the outreach records automatically synchronize with an external client management system.
After interest, confirm classes to feature, source images, approval responsibility, production volume and revision conditions. Distinguish content delivery from posting work. Agree on account access separately when needed; do not request passwords in the initial sales reply. Verify image rights and member privacy. Schedule material supply and approval separately, then distinguish approved content, publication and client-confirmed inquiries. An added advertising scope needs its own agreement.
In Already sent, use Sent filters for the last 7, 30 or 90 days, send count, Clicks and reply status to narrow a manual follow-up list. Send selected businesses separate Follow-up message copy. Review delivery failures before contacting again. A failure record does not automatically retry an email.
What should a small agency learn from the first run?
The first run should show whether you found operating Pilates studios and whether the production offer is clear. Revise terms if certification schools dominate. Questions about photography may indicate that exclusions need clearer wording. Set the target according to review capacity, not a claimed contract forecast. Budget collection, sending and any later follow-up separately. If few firms fit, refine the service and audience instead of filling the list with unrelated businesses. The example below explains a starting cost; it does not guarantee clients or marketing performance.
You receive 100 free credits on signup, with no monthly subscription. Hypothetically, purchasing 30 email fields and sending 30 emails costs 30 plus 60, or 90 credits. That is arithmetic, not a promise that 30 matching businesses will exist or that every email will be delivered.
For the common screen sequence, see the Outreach walkthrough. For first-contact and follow-up structure, see B2B email examples. Create an account and start your first project.
