The outreach process, week by week
Outreach is not a matter of writing one email and pressing send. Before the first contact, the campaign needs a defined audience, a validated list, separate sending infrastructure and an approved message sequence. Working through these stages in order takes 3–4 weeks.
| Timing | Stage | What happens | Owner |
|---|---|---|---|
| Week 1 | Briefing and market review | ICP, segments, offer and market-size assessment | Strategist and campaign lead |
| Weeks 2–3 | Infrastructure | Separate domains and inboxes, email authentication and reputation preparation | Deliverability specialist |
| Weeks 2–3 | Data and messaging | Target-list research and validation, message sequence and your approval | Data researcher and copywriter |
| Week 4 | Launch | Initial contact waves and monitoring of delivery and replies | Campaign lead |
| Week 4 onward | Replies and leads | Human reply handling, qualification and CRM handover | Reply manager |
The launch timeline is driven by sender reputation. New sending domains need time to establish trust with mailbox providers; compressing that into a few days makes delivery unreliable. That preparation is operational work, not a formality.
Week 1: briefing, ICP and market review
We begin with a 60–90 minute working session. We review your product, deal size, sales cycle and current acquisition channels, then define the ideal customer profile: sectors, company size, regions and decision-making roles.
At the same time, we assess whether the addressable market can support your lead target and which channel fits it: email, Telegram or LinkedIn. For companies entering Russia and the CIS, this matters: local inbox ecosystems such as Yandex 360 and Mail.ru behave differently from Western email environments, Telegram is a practical business channel, and many decision-makers still read their own email.
We will ask you for:
- 60–90 minutes with a founder or commercial lead
- A clear product description and existing sales materials
- A suppression list of current customers and companies you must not contact
- CRM access, if qualified leads will be passed there directly
Weeks 2–3: infrastructure, data and messaging
Three workstreams run in parallel. We prepare separate sending infrastructure so your main corporate domain remains outside the campaign, while the outreach environment is configured for dependable delivery.
The data researcher builds the list against the agreed ICP: companies, tax identifiers where available, websites and relevant decision-makers. Addresses are validated before use. Across 360 campaigns, 97.7% of addresses accepted the email and 2.3% bounced.
The copywriter develops a concise sequence with one clear offer, written as a person-to-person business message. You review and approve every version before launch, and can adjust tone and facts without artificial limits.
Week 4: launching the campaign
We launch in measured waves rather than contacting the entire list at once. We monitor delivery, bounces, complaints and replies, refine the opening where needed, then expand the campaign carefully across the sending pool.
OT9 operates 1,100 sender inboxes across 360 campaigns and 85 regions of Russia. This capacity supports controlled outreach without putting your corporate email at risk.
A reply manager reads every response. Positive replies move to qualification and a meeting or next step; deferred replies are handled appropriately; opt-outs are placed on a permanent suppression list. Your sales team receives qualified conversations rather than an unfiltered inbox.
Reporting and control
Each week, your campaign lead sends a factual report: emails sent, addresses accepted, companies that replied and qualified leads handed over. There is no vague language about momentum—only campaign data.
Across OT9, 3,224,000 emails have been sent to 811,200 companies. 48,100 companies replied, representing 5.93% of companies contacted, and 6,500 gave an explicit yes by requesting details, a proposal or a meeting.
Before launch, we agree what counts as a lead, how quickly it is handed over and what happens if the agreed plan is not met. That keeps expectations commercial and measurable.
When this process is not a fit
Outreach is not a universal channel. We will decline the work or recommend a different route when the starting conditions do not support a credible campaign:
- The target market contains too few suitable companies to justify the launch
- The product is not yet validated and the buyer is still unclear
- The expected deal value cannot support the acquisition cost
- You need a result immediately; preparation time is the minimum needed for responsible delivery
- No one can respond to qualified leads promptly, so conversations expire before sales can act
If Telegram is a stronger route to your buyers, see our Telegram outreach service.