> ## Documentation Index
> Fetch the complete documentation index at: https://unify-19-preview.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Optimizing your email outreach

> Best practices for writing relevant emails, managing outreach, and protecting deliverability.

# Sequence copy

1. **Keep individual Sequences to 4 email touches max.** Alternate between two new threads and two follow-up replies. Follow-up replies can be one or two sentences, but should still give the recipient a useful reason to respond.

2. **Go multichannel from the start.** The best approach involves utilizing a combination of email, phone, and outreach across other channels. This also allows for referencing other channels in messaging (i.e. referencing an email when calling).

3. **Alternate value props and examples between new threads.** Highlight a different relevant pain point, customer story, or proof point in each new thread rather than repeating the same pitch.

4. **Personalize with snippets.** Use Unify’s smart snippets to tailor messaging to a recipient’s role, industry, company, or likely priorities. Meaningful personalization adds variation and makes your outreach more relevant; changing a name alone doesn’t make a generic email personal. Minimizing static copy also helps avoid email security gateways that look for this.

5. **Keep subject lines concise and accurate.** Add relevant personalization where it fits naturally. The goal is to deliver an email that gets read and is extremely relevant.

6. **Keep each email focused on one point.** Aim for 50–200 words, use plain language, and focus on one relevant product, pain point, or use case. Include concise, accurate customer results when they strengthen your message.

7. **Use Unify’s default opt-out footers.** Unify automatically rotates eight opt-out variations across outbound emails, reducing repeated wording while giving recipients a clear way to decline further outreach. These are on by default for all Unify Sequences.

8. **End with one clear call to action.** Make it easy to understand what you’re asking for, whether that’s a brief reply, confirmation of a priority, or a conversation. Each email should make the next step clear.

# Deliverability

1. **Enable bounce protection on your Sequences.** Make this part of your setup before launching outreach. Ask Unify Chat to help enable bounce protection on the Sequences you plan to use.

2. **Avoid exaggerated or misleading language.** Skip unsupported guarantees, manufactured urgency (act now), excessive CAPITALIZATION, and repeated exclamation points (!!!). There is no universal list of words that automatically sends an email to spam - prioritize credible, relevant messaging over trying to work around a keyword list.

3. **Keep links to a minimum.** Include only links that support your message, and avoid unnecessary or duplicate links. Check that each destination works, is secure, and matches what the recipient expects.

4. **Preview and test your Sequence before launch.** Check personalization fields, snippets, links, signatures, and opt-out footers. Make sure every variation reads naturally and doesn’t leave blank fields or broken sentences.

5. **Honor opt-outs.** Stop outreach when someone asks not to be contacted. Unify automatically honors opt-outs within Unify. Ensure those contacts are also suppressed in any other sending platforms you use, and don’t re-enroll them through another rep, Sequence, or sending tool.

6. **Stop automated follow-ups when someone replies.** Unify automatically stops Sequence follow-ups when a recipient replies. Review the response before continuing outreach. If someone mentions that several colleagues are receiving your emails, review activity across the entire account with your team.

7. **Act on delivery problems early.** Review bounces, blocks, complaints, and replies. If delivery errors increase, reduce or pause affected mailboxes and involve your IT admin or Unify support before resuming. Don’t use open rate alone to judge deliverability (a proxy metric at best).

8. **Treat copy variation as a supporting practice, not a guarantee.** Personalization and rotating footers reduce repetition, but cannot guarantee inbox placement or prevent filtering. A complete warmup period, accurate targeting, proper outbound volume, and recipient feedback matter too.

# Sending strategy

1. **Send no more than 150 emails, per rep, per day from primary mailboxes.** Count your sends across all platforms connected to your primary mailbox (not just Unify). This allows for up to 750 sends over a five-day sending week. Treat these limits as ceilings, not targets, and include follow-up emails in your totals.

2. **Contact up to 10 people at the same company per week.** Coordinate across your team and sending platforms so multiple reps don’t independently contact different groups at the same account. This recommendation applies across the company, not separately to each rep or Sequence. Larger corporations often have email security gateways that track inbound messages received from specific domains, and can prevent delivery if spam is suspected.

3. **Send no more than three touches per person per week.** Count all outbound email touches across reps, Sequences, and platforms. Complement email outreach with other channels.

4. **Space out your outreach.** Avoid contacting everyone at an account at once or clustering several follow-ups into a short window. Start with the most relevant contacts and give them time to respond.

5. **Increase sending volume gradually.** Avoid sudden jumps in volume, especially from a new mailbox or after a period of inactivity. Spread sends throughout the day rather than sending in large bursts. Unify will manage your mailbox warmup for secondary mailboxes provisioned through the Unify platform.

# Contact quality

1. **Confirm that each contact is relevant and current.** Check that the person still works at the company, their role is relevant, and their email address is up to date. Recheck older contact data rather than repeatedly sending to a stale list.

2. **Avoid unverified lists and guessed email addresses.** Poor contact sourcing can introduce invalid addresses and spam traps—addresses used to identify problematic sending practices. Email validation and bounce protection are useful safeguards, but neither guarantees that a list is free of spam traps.

3. **Prevent duplicate and overlapping outreach.** Check whether a contact is already in another Sequence or receiving outreach from another rep before enrolling them.

4. **Keep suppression lists consistent across platforms.** Ensure invalid addresses, prior opt-outs, and spam complaints are excluded from future outreach. A new list import or Sequence should not put those contacts back into circulation.

# Sending setup

These checks are primarily for administrators and team leads. Reps should flag issues rather than change domain settings themselves.

1. **Review your domain configuration in Unify.** Unify automatically checks for proper DNS configuration and displays the results under [Deliverability → Domains](https://app.unifygtm.com/dashboard/settings/deliverability/domains). Ask your administrator to review and resolve any flagged issues.

2. **Have your administrator verify email authentication.** SPF, DKIM, and DMARC should be configured correctly for your sending domain and the services sending on its behalf. Use Unify’s domain checks to identify configuration issues that need attention.

3. **Confirm which mailbox your Sequence will use.** To send from your primary mailbox, ask Unify Chat: “*Send this Sequence from my primary domain*.” Include sends from other platforms connected to that mailbox in your daily total.


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