A campaign sends a sequence of automatic emails to a group of contacts, whether they're leads from an Analysis or a List. You can set up a first email and several follow-ups, which only get sent if the contact meets what you've defined, for example not replying. This is how you do cold outreach inside Mailerfind.

Before you start

Many users think cold email is just about writing an email and hitting "Send", but an effective campaign depends on several factors: choosing the right audience, writing a relevant message, personalizing the content, and having a healthy sending infrastructure.

To create the campaign, specifically, you'll need the following.

• Leads, meaning an Analysis or a List with contacts that have an email.
• At least one connected sending mailbox, whether Gmail, Outlook, SMTP, or a purchased mailbox.
• A plan with campaigns available, since each plan has a campaign limit.

Step 1: Name

Give it an internal name to help you identify it later. Only you will see it, so it can be as descriptive as you like, for example "Marketing Agencies May" or "Dental Clinics Barcelona". Clear names make it easier to track results later on.

Step 2: Leads

Choose the source of your contacts from the Analysis or Lists tabs.

Before moving on, it helps to be clear on who you're targeting. Ask yourself who your ideal customer is, what problem they have, and why they should reply to you. The more specific your audience, the better results the campaign tends to get, since trying to sell the same thing to everyone usually results in very low reply rates.

At this step you can also verify emails to avoid sending to invalid addresses.

Step 3: Sequence

Here you write the first email, with its subject line and body, and you can use variables such as the contact's name to personalize it.

The subject line is the first thing the recipient sees, and its only job is to get the email opened, not to sell. It helps to keep it short, using natural language and sparking some curiosity, while avoiding anything that looks like an ad. Some examples are "An idea for your business", "Quick question", or "Found you on Instagram". On the other hand, avoid excessive capitalization, too many emojis, exaggerated promises, or anything that clearly reads as promotional.

The body of the message should be short and easy to read, since most people spend just a few seconds deciding whether to reply or ignore an email. Short sentences, a single goal per email, and a clear call to action tend to work better than long messages.

Personalization with variables tends to noticeably increase open and reply rates. For example, instead of writing "Hi,", you can write "Hi {{first\_name}},", and Mailerfind will automatically replace the variable with each contact's data.

If you're not sure where to start, the Email AI assistant built into Mailerfind can generate a draft from scratch, give you new ideas, or improve a message you already have. Even so, it's always worth reviewing and personalizing the result before sending it.

Once you have your first email, you can add follow-ups by setting how many days to wait between each one.

Step 4: Sending accounts

Select which mailboxes the campaign will send from. You can choose several at once, which helps spread out sending volume, reduce spam risk, and maintain better reputation across accounts.

Step 5: Settings

Define the sending schedule, meaning the time window and days it will send, the campaign's behavior (when to stop contacting someone), and reputation protection.

As a general rule, it's usually best to send during business hours and avoid nighttime windows.

Step 6: Review and launch

Go over the campaign summary and, if everything looks right, launch it. This is a good time to send a test email to yourself and check that the design looks right, there are no spelling errors, the variables work, and the links are correct. This step can save you from a lot of mistakes before reaching hundreds of contacts.

Once the campaign is running, its view shows the stats along with the list of contacts and each one's status.

Monitor your results

After launch, check the campaign's metrics regularly. Pay close attention to the following.

• Open rate.
• Reply rate.
• Bounces.
• Unsubscribes.

These metrics will help you spot opportunities for improvement and optimize future campaigns. Cold email is an iterative process, and the campaigns that get the best results tend to be the ones that are reviewed and optimized constantly.

Final recommendations

• Prioritize the quality of your segmentation over volume.
• Keep emails short and direct.
• Use personalization whenever possible.
• Run a test before every launch.
• Scale up your sending volume gradually.
• Analyze your results and keep optimizing.

Limits and things to keep in mind

• To detect replies, the mailbox needs to have its inbox connected. A mailbox set up only to send (send-only SMTP) won't detect replies, so the campaign won't be able to stop automatically when someone replies. The platform warns you if none of the campaign's mailboxes have their inbox connected.
• Sending happens automatically from a mailbox with the same provider as the recipient's (Gmail to Gmail, Outlook to Outlook) to improve deliverability. This isn't configurable.
• Sending pace is calculated only from the time window and each mailbox's daily limit, there's no "every X minutes" setting.
• Follow-ups take priority over first emails when there's a large sending queue.
• There's a campaign limit depending on the plan.

Frequently asked questions

It's not detecting replies, or the campaign doesn't stop when someone replies.
The mailbox being used doesn't have its inbox connected. It needs to be connected for detection to work.

The campaign isn't sending, or it's stuck.
This can happen if there are no valid mailboxes, if it's outside the configured time window, or if the mailbox's daily limit has been reached. It can also pause itself if the bounce rate rises too much, as part of reputation protection.

I can't create any more campaigns.
You've reached the campaign limit for your current plan, so you'd need to upgrade.

It's not sending to some contacts.
Those emails likely came back invalid during verification, or the contact has already been reached before, if the option to avoid re-contacting is enabled.

Updated on: 07/08/2026