How to Automate B2B Prospecting Without Spamming

Automation vs spam: where's the line?

Automation doesn't mean spam. Spam is unsolicited, irrelevant, mass-sent garbage. Automated prospecting is targeted, personalized, relevant outreach sent at scale with proper opt-out mechanisms.

The difference comes down to three things: targeting, personalization, and respect.

The smart automation stack

Here's what a proper B2B prospecting automation looks like:

1. List building (targeted, not scraped)

• Industry
• Company size (employees or revenue)
• Job title / role
• Geography
• Technology they use

Use tools like Apollo, LinkedIn Sales Navigator, or industry databases to build your list. Never buy random lists.

2. Email verification

Before importing, verify every email address. This prevents bounces that damage your reputation.

Target: 95%+ valid addresses in your list.

3. Sequence design

A good sequence has 3-4 emails over 2-3 weeks:

• Email 1 (Day 1): Introduction + value proposition
• Email 2 (Day 3-4): Follow-up with social proof or case study
• Email 3 (Day 7-8): Different angle or additional value
• Email 4 (Day 14): Break-up email ("Should I stop reaching out?")

Never send more than 4 emails. After 4 unanswered emails, the prospect isn't interested.

4. AI personalization

AI can generate personalized emails at scale, but give it good inputs:

• Your value proposition in plain language
• The specific pain points you solve
• Tone and style guidelines
• Examples of good emails you've written

Always review AI-generated emails before approving. The AI creates the first draft; you refine it.

5. Deliverability check

• Deliverability score 80+ on every email
• No spam trigger words
• Proper length (50-150 words)
• 0-1 links
• Unsubscribe link present

6. Sending with limits

What NOT to automate

• Replies: Always respond personally to replies
• Unsubscribe processing: Should be automatic (HeraMail does this), but don't automate the decision
• List building from scraping: Manual curation > automated scraping
• Follow-ups to negative replies: If someone says no, stop

Automation checklist

• [ ] ICP clearly defined
• [ ] Email addresses verified
• [ ] Sequence is 3-4 emails maximum
• [ ] Each email is personalized (not just {first_name})
• [ ] Deliverability score checked on each email
• [ ] Sending limits set (30-50/mailbox/day)
• [ ] Multiple mailboxes with rotation
• [ ] Unsubscribe link in every email
• [ ] Replies handled personally
• [ ] Opt-outs respected immediately

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Automate responsibly — HeraMail gives you AI, deliverability scoring, and compliance in one tool: heramail.io