Every prospect is sorted by the kind of page its link would sit on, and each kind gets a different email. Pick one to read a real sample, and change its instructions to change how those emails are written.
Instructions for industry publication pagesThe ask: use us as a source or reference, on their editorial terms.
Editorial outreach only. Lead with something useful to their readers: data, an expert comment, or a source. Never offer money, a link swap, or anything transactional. Follow their contributor or press process if they have one. Be specific about the piece you read.
Every email of this kind follows these instructions. Rewrite sample
Industry publication — sample email
New email
Data offer after your piece on CRM consolidation
Hi Ravi,
Your piece on mid-market teams collapsing three tools into one made a point I have not seen backed with numbers anywhere: that consolidation stalls at the handover, not the migration.
We have anonymised data across 1,400 early-stage pipelines on exactly that, and I am happy to share the methodology alongside it, or to go on record for a follow-up.
No ask attached. If you have a contributor or press process, I will follow it.
Best,
Alex
Written for stackwise.co using your instructions. Real emails also use each prospect’s own research, so no two are identical.
A listicle and a directory get different emails.
Roman reads the page the link would sit on, then asks for what that page can give.
Listicle
Add us as an entry in the list.
Blog article
Mention us as an example inside an existing section.
Marketing page
Add us to the page, usually as part of a mutual arrangement.
Directory
Accept our listing through whatever process they use.
Industry publication
Use us as a source or reference, on their editorial terms.
Other
Include us wherever it fits, however they prefer to handle it.
Finding targets
Links your competitors have, and pages AI cites.
Compare your backlinks against up to four competitors, or import the publications AI engines already cite.
Import prompt citations
Publications AI engines cite for your tracked prompts, from the “Reach out to publications” suggestions. Outreach happens once per site, so the 38 cited pages listed there are grouped into 14 publications here.
Search 14 publications
Publication
Reach-out
Prompts
Pages
stackwise.co
The best CRM software for startups in 2026
High
Independent publication
6
4
toolscout.com
CRM tools compared for small sales teams
Medium
Review directory
4
3
softlist.com
Dealgrid alternatives worth switching to
Low
Competitor-owned · Dealgrid
3
2
2 of 14 publications selectedImport 2 publications
Every site scored before anyone gets emailed.
Roman scores every page on traffic, authority, and how many links it already gives away.
40
Domain score
Traffic against authority, domain rating, and referring domains.
35
Page score
Page traffic, URL rating, and how many links the page gives out.
−15
Link-farm penalty
High authority with almost no traffic loses points instead of earning them.
15
Skipped below this
Scored that low, the site never enters the campaign at all.
62
softlist.com
/best-crm-for-small-sales-teams
NormalListicle
Domain score40 / 40
Traffic to domain rating20/20
Domain rating12/12
Referring domains8/8
Page score27 / 35
Page traffic15/15
URL rating12/12
External links on the page0/8
Penalties-5
Link dump · 62 outbound links-5
DR 71 · UR 44 · Traffic 18,000 · Page traffic 1,900 · Ref domains 5,400Total 62
searchdesk.com
/crm-tools-directory
Link farm -159Skip
Roman finds the person, not the contact form.
Roman reads the page for its author, then checks the address is real before writing anything.
Domain
Contact
Website & playbook
DR
Status
Last activity
stackwise.coHigh-touch
Ravi Menon
ravi@stackwise.co
Industry pubIndustry pub
71
Scheduled
2h ago
softlist.com
Nina Alvarez
nina@softlist.com
DirectoryListicle
62
Opened
5h ago
foundertools.co
Tom Beckett
tom@foundertools.co
BlogBlog article
48
Bounced
1d ago
toolscout.com
Needs research
needs research
ReviewsDirectory
55
Queued
No activity
Showing 1-4 of 87PreviousNext
Recommended contactstackwise.co
RMRavi MenonSenior editor · wrote the cited piece
Address
ravi@stackwise.co
Found on
The article byline
Profile
linkedin.com/in/ravimenon
The byline first
The person whose name is on the page, with their role, before any generic inbox.
Contact check3 of 4 reachable
Mail server accepted the address
ravi@stackwise.coFound on the bylineverified
nina@softlist.comFound on the contact pageverified
Checked, not guessed
Every address is verified against the receiving mail server before it is used.
Contact87 prospects
stackwise.coRavi Menonverified
crmcompass.ioPriya Ramanbest guess
toolscout.comNeeds researchno email
Confidence on every row
Verified, best guess, or needs research — shown in the table, not hidden.
Send queue12 scheduled today
stackwise.coEmail 1 · 2:40 PMScheduled
toolscout.comNo send timeNeeds research
codeshelf.devNo send timeNeeds research
No person, no send
Prospects that come back as needs research wait instead of getting a generic email.
The draft
Written from the page, never from a template.
Roman reads the site and the page first, then writes all four emails as one thread.
Trade publication for sales operations, edited rather than open to contributors. Around 4,000 words a week across two named editors.
Outreach strategy
Editorial only. Lead with the handover data and offer the methodology; no placement language, no reciprocal link.
Contact strategy
Write to the piece’s own author rather than the desk address; the press inbox routes to sales.
Recommended contact
Ravi Menon — senior editor, wrote the cited piece
Useful hooks
Argues consolidation stalls at the handover, not the migrationCites Dealgrid twice and no early-stage tool at allRuns a contributor process, published on the about page
No pricing claims — the publication rejects vendor figures without a source
Day 0, 3, 7, 14, then it stops.
Each follow-up replies inside the original thread, and the sequence stops the moment someone answers.
Day 0
The ask
Written for that page, from that page’s research.
Day 3
Short nudge
A reply on the same thread, two lines long.
Day 7
Offer the draft
Offers the paragraph, so they do not have to write it.
Day 14
Close the loop
Leaves the door open and stops there.
Any reply
The sequence stops
Everything still unsent is cancelled, and the reply is triaged.
All four written together, so each follow-up answers the one before it 30 a day, weekdays, inside the sending hours you set A reply asking to be left alone is paused and never sequenced again
You choose how much runs without you.
Approve every email, approve them in batches, or let the campaign run — switch modes whenever.
QuestionRavi Menonstackwise.co · email 2Happy to look at the handover data — can you send the methodology first? Suggested next · Draft an answer in Gmail2h ago
PositiveNina Alvarezsoftlist.com · email 1We can add Acme in the next update. Send the entry over. Suggested next · Reply and move toward placement5h ago
BounceMail Deliveryfoundertools.co · email 1Address not found: tom@foundertools.co Suggested next · Find an alternate contact email1d ago
Showing 3 of 9See all replies
Suggest
You approve each send. Nothing leaves your mailbox until you say so.
Auto-draft
Roman writes and prepares the whole sequence. You approve batches.
Auto-send
Roman writes and sends inside your cap and your sending hours.
Frequently Asked Questions
FAQ
01Will it send anything I haven’t read?
Only on Auto-send. On Suggest every email waits for you, and on Auto-draft they wait in batches.
You can edit any email by hand before it goes, and the edit keeps its place in the queue.
02How many emails a day?
Thirty, weekdays only, inside the sending hours you set. The cap is fixed rather than configurable.
It is there to protect the mailbox you connected, so it is not something you can raise.
03Whose address does it come from?
The Gmail account you connect. Replies land in your inbox and the relationship stays yours.
Follow-ups are sent as real replies on the original thread, so they arrive threaded in the recipient’s client rather than as four separate emails.
04What happens when someone replies?
The sequence stops immediately. The reply is sorted into positive, question, pass, bounce or auto-reply, and Roman suggests the next action.
A reply asking to be left alone is paused automatically and never sequenced again.
05Can I use my own list?
Yes. Upload a CSV or TSV, paste domains, or import the publications AI engines cite for your tracked prompts.
You can also run a backlink gap against up to four competitors and work from that.
06What stops it emailing junk sites?
Scoring runs before contact. Link farms, link dumps and zero-traffic pages lose points, and anything scoring under 15 is skipped.
Prospects with no usable address are held rather than emailed.
07Do I have to write the emails?
No. You write one instruction per kind of page, and Roman writes every email from it — so you change the instruction, not the email.
Each email also uses that prospect’s own research, so no two are identical.
Backlink outreach
See a campaign built from your backlink gap.
Book a demo and we’ll run the gap against your competitors, then show the emails Roman would send.
