Email Outreach Sequence - Adaptive Intel Playbook

mail Email Outreach Sequence

7-Email Trigger-Based Campaign

Ready-to-send email templates for your outreach campaign. Replace all {{PLACEHOLDERS}} with you and your prospect's information before sending.

Placeholder	Replace With	Example
{{YOUR_NAME}}	Your full name	Damon Davis
{{PHONE}}	Your phone number	(443) 555-1234
{{EMAIL}}	Your email address	damon@adaptiveintel.ai
{{PROSPECT_NAME}}	Prospect's first name or full name	Sarah or Sarah Johnson
{{PROSPECT_COMPANY}}	Prospect's company name	TechGuard Solutions
{{TRIGGER_EVENT}}	Specific event (award, certification, hire)	winning that GSA Schedule award
{{SCHEDULING_LINK}}	Your Calendly or scheduling link	calendly.com/damon/15min

1A The Cold Open (Direct Value)

Quick question about {{PROSPECT_COMPANY}}'s growth strategy

Send to prospects with no prior relationship. Use when you have a specific, researched insight about their business.

Hi {{PROSPECT_NAME}}, I noticed {{PROSPECT_COMPANY}} has been actively bidding on Maryland state contracts — and the competition is getting tougher with the new AI mandates hitting state agencies this year. I work with government contractors your size (10-50 people) who need Fortune 100-level strategic intelligence without the Fortune 100 price tag. Our AI platform analyzes procurement trends, scores opportunities, and helps contractors like you make smarter bid/no-bid decisions. Would it be worth 15 minutes to see how it works on one of your actual opportunities? No pitch — just a live demo on a real scenario. {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: This email leads with a specific observation about their market and your unique value. The "no pitch" language lowers the barrier to response. Aim for 8-12% response rate with good list targeting.

1B The Trigger Event Hook

Congrats on {{TRIGGER_EVENT}} — quick thought

Send within 2-3 days of identifying a trigger event (award, certification, leadership change, news mention).

Hi {{PROSPECT_NAME}}, Saw that {{TRIGGER_EVENT}} — congrats. That kind of momentum is exactly what opens up the next set of opportunities. I work with Maryland contractors who want to turn wins like this into a strategic growth plan. Our AI platform can analyze the competitive landscape around your next target contracts and identify the highest-probability pursuits. I put together a quick analysis of your market space — happy to share it over a 15-minute call. Would [day] or [day] work? {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: Trigger-based outreach has 3-5x higher response rates than cold outreach. The offer of a "quick analysis" is high-value and low-friction. Personalize the day suggestions based on when you're available.

2 The Follow-Up (Day 3)

Re: {{PROSPECT_COMPANY}} growth strategy

Send 3 days after your first email if no response. Add new information to justify another touch.

Hi {{PROSPECT_NAME}}, Following up — I know inboxes get crowded. One data point that might be relevant: Maryland's AI Enablement Strategy now requires 59 state agencies to integrate AI into operations. Contractors who demonstrate AI capability are going to have a significant edge in upcoming procurement cycles. Our platform helps contractors get ahead of this shift without hiring AI staff. Worth 15 minutes to explore? {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: The second touch adds a new, timely data point (Maryland's AI strategy). This reframes the value and gives them a new reason to respond. Keep it brief — respect their time.

3 The Scarcity Close (Day 7)

Last note — then I'll leave you alone

Send 7 days after first email if still no response. This is your final touch before moving them to a nurture sequence.

Hi {{PROSPECT_NAME}}, I know you're busy, so I'll keep this brief. I'm working with a small group of Maryland contractors this quarter to pilot our AI strategy platform. I have 3 pilot spots left and wanted to offer one to {{PROSPECT_COMPANY}} before I fill them. The pilot includes: - Free Strategic Intelligence Audit of your competitive position - Live demo using your actual procurement data - 30-day trial at a reduced rate If the timing isn't right, no hard feelings. But if you're curious, grab 15 minutes here: {{SCHEDULING_LINK}} {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: Scarcity ("3 pilot spots left") creates urgency. The "no hard feelings" language removes the pressure. The direct scheduling link removes friction. This is often your highest-converting email in the sequence.

4 The Post-Call Nurture

Next steps from our conversation

Send within 24 hours of a discovery call, while the prospect is still engaged.

Hi {{PROSPECT_NAME}}, Great speaking with you [today/yesterday]. As discussed, here's a quick recap: - [Summary of their key challenge] - [What the LLM showed during the demo] - [Proposed next step] I'll send over the pilot proposal by [date]. In the meantime, I've attached a brief analysis of [specific market insight from the call] that our platform generated — thought it might be useful for your upcoming [specific opportunity]. Looking forward to working together. {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: This email serves as a recap and keeps momentum. Personalize the bracketed sections with specifics from your call. The attachment (even a simple PDF) increases perceived value.

5 The Post-Assessment Follow-Up

Your Strategic Intelligence Audit — preview

Send after you've completed the initial audit/analysis. This is a high-value touchpoint.

Hi {{PROSPECT_NAME}}, I've completed the initial Strategic Intelligence Audit for {{PROSPECT_COMPANY}}. A few things jumped out: - [Key finding #1 — specific competitive insight] - [Key finding #2 — market opportunity they're likely missing] - [Key finding #3 — risk or threat they should be aware of] I'd like to walk you through the full analysis — it's about 20 minutes and includes specific recommendations. Would {{day}} at {{time}} work? {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: The audit is proof of work and demonstrates value. Specificity (real findings, not generic insights) drives credibility. Offer a specific time to increase conversion to a meeting.

6 The Proposal / Close

{{PROSPECT_COMPANY}} — strategic intelligence partnership

Send after you've had at least one meeting and they've seen the audit results.

Hi {{PROSPECT_NAME}}, Based on our conversations and the audit results, I've put together a partnership proposal for {{PROSPECT_COMPANY}}. The engagement includes: - AI-powered strategic intelligence platform access - Monthly strategy sessions - Procurement trend monitoring and alerts - Competitive landscape analysis for your priority markets Investment: $[AMOUNT]/month for a 90-day pilot. If the results aren't measurable within 90 days, we part ways — no hard feelings. Want to discuss? I have time on {{day}} or {{day}}. {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: Clear pricing, clear deliverables, clear terms. The "no hard feelings" language reduces perceived risk. The pilot framing (90 days, measurable results, exit clause) addresses common objections.

7 The Diagnostic CTA (Lighter Option)

One more option to consider

Send when a prospect has gone silent but hasn't explicitly declined. Offers a lower-friction entry point.

Hi {{PROSPECT_NAME}}, If you're not ready for a full engagement, I have two lighter options: Option 1 — PreDiagnostic ($750): A focused analysis of your market position, competitive landscape, and top 3 growth opportunities. Delivered in a 60-minute strategy session with a written summary. Option 2 — Join our Community: Connect with other growth-focused government contractors building with AI. Weekly insights, peer networking, and exclusive tools. Both are designed to give you a clear picture of where AI can move the needle for {{PROSPECT_COMPANY}} — without a long-term commitment. Interested? Reply or book time here: {{SCHEDULING_LINK}} {{YOUR_NAME}} {{PHONE}} {{EMAIL}}

Strategy: This email offers an on-ramp for prospects who are interested but not ready to commit. The PreDiagnostic ($750) and community options preserve the relationship and keep the door open. Updated pricing reflects current offerings.

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