Cold Email Agency
COLDICP is a cold email agency for B2B teams. We build the list, the sending domains and the copy, run and test the campaign, and answer the first reply — so qualified prospects land on your calendar and your team takes the conversation from there.
30-minute call · A clear yes, no or not yet, and the angle to try first
- A verified, ICP-scored list Bad addresses removed before anything sends
- Dedicated, warmed domains Your main domain never sends cold email
- Copy tested on live cohorts Reply data picks the winner
- Replies answered and qualified Good fits booked onto your calendar
Technical, pricing and closing conversations go to your team, with the full thread and our notes.
Who our cold email agency works with
Three kinds of B2B company get the most from managed cold email. The work is the same. What changes is the market size, and so how we test.
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01
B2B SaaS
Large markets with clear signals: headcount, tech stack, funding, hiring. Enough contacts to test several messages at once and find a winner fast, so the sales team’s calendar fills with accounts that match your ICP.
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02
Agencies and consultancies
High value per client and a smaller market. We run fewer variants and put more research into each message, because every contact counts.
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03
High-ticket B2B services
Long sales cycles and a narrow buyer, where one good meeting can pay for the quarter. We check the market is large enough for cold email before you spend anything.
What you get
| Deliverable | What it means in practice |
|---|---|
| Sending infrastructure | Dedicated domains and mailboxes sized to your monthly target audience, with SPF, DKIM and DMARC, warmed up and monitored daily |
| A verified list | Your ICP across the market, enriched, verified and scored, refreshed every 30–60 days |
| Researched sequences | Copy written for each segment of your market |
| Testing | Variants tested on live cohorts, with winners promoted on reply data |
| Reply handling | Every reply reviewed the same business day, within response hours agreed at onboarding, and handled the right way: answered, suppressed or scheduled |
| Qualification | Interested prospects checked against the criteria you sign off before launch |
| Scheduling | Qualified prospects booked straight onto your calendar |
| CRM routing | Replies, notes and status written to HubSpot, Salesforce or Attio |
| Weekly reporting | Replies, meetings and opportunities, reported separately |
Engagement and costs
The commercial terms, up front, so the fit call can be about your market.
| Term | How it works |
|---|---|
| Minimum term | Six months. Testing needs several cycles to find a winning message and scale it. |
| Management fee | A fixed monthly fee, scoped on the fit call to your market size, segments and reply volume. You get the written scope and price before you commit. |
| Infrastructure and tools | Domains, mailboxes, the email sequencer and data tools are billed separately at cost and paid in advance. Or you buy them and give us access. |
| Ownership | Domains, mailboxes, the verified list, sequences and test results are yours, during the engagement and after it ends. |
What a cold email agency does
A cold email agency runs outbound email to new prospects on your behalf. Done properly, that is seven jobs, and the first four decide whether the last three ever happen.
Need more than email? See our B2B outbound agency-
Infrastructure
Sending domains and inboxes, set up and authenticated so email reaches the inbox. We send from dedicated domains that are warmed and monitored, so your main domain stays out of cold sending.
Cold email infrastructure services -
Data
A list of the people who match your ICP. Every list is enriched, verified and scored before the campaign exists. Bounce rates show whether an agency does this.
B2B data enrichment services -
Copy
Messages researched for your market, not adapted from a template library.
Why custom research beats swipe files -
Sending and testing
Campaigns sent at a pace the domains can sustain, and watched every day. Hooks, offers and calls to action compete on live cohorts; the reply data picks the winner, not an account manager’s taste.
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Replies
Every reply reviewed and handled the right way: interested prospects answered, opt-outs suppressed, out-of-office replies scheduled for later.
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Qualification
Interested prospects checked against the criteria you sign off before launch.
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Booking
Qualified prospects booked onto your calendar, with the thread and our notes written to your CRM.
HubSpot CRM data cleanup
Three kinds of cold email program
| Approach | What you get | Breaks when |
|---|---|---|
| Template blast | Volume and hope | The market has seen the message, usually within weeks |
| Good copy, weak system | Occasional wins nobody can repeat | Deliverability erodes under volume |
| Testing-led system | Reply rates that improve over time | You stop feeding the test loop |
What you provide, and what we handle
Cold email works when both sides know their part before launch. Here is the split.
If something on your side is missing on launch day, launch moves. We would rather start a week late than send from a half-built system.
You provide
- Your offer: what you sell, to whom, and why now
- Your ICP, and who to leave out: customers, open deals, partners, competitors
- The criteria that make a reply qualified
- Sending domains and mailboxes, which stay yours: paid to us in advance so we buy them for you, or bought by you with access given to us
- Access to your email sequencer, CRM and calendar
- Sign-off on the first campaign’s copy; later changes reviewed within two business days
- One person who takes the meetings and answers escalations
We handle
- Domain and mailbox setup, authentication and warm-up
- List building, verification and scoring
- Copywriting and testing
- Sending and daily monitoring
- First replies, qualification and booking
- CRM notes, weekly reporting, opt-outs and suppression
How onboarding works
Seven steps from the first call to a live campaign. You are involved in the first four.
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Fit call
Thirty minutes. We learn your offer, market size and deal value, tell you whether cold email fits, and suggest which angle to try first.
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Onboarding
We agree the offer, the ICP, the exclusions and what counts as a qualified reply — and go ahead.
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Setup
We set up sending domains and mailboxes sized to your monthly target audience. Either we buy them for you, paid in advance, or you buy them and give us access. They are yours either way; we only manage them. We connect your email sequencer, and set up or connect your CRM and calendar.
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Approval
We send you the copy to review. The first campaign never sends without your sign-off. After launch, routine copy changes within the agreed scope go ahead if we have not heard back in two business days.
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Launch
The first cohorts go out, and reply handling starts the same day.
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Testing
Messages compete on live cohorts. Winners go to more of the market; losers are retired.
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Reporting
A weekly report, and a sweep of your market every 30–60 days with the current winner — leaving out exclusions, anyone who has already replied, and anyone past the contact frequency we agree.
Your first 30 days
Most of the first month is setup: DNS configured and propagation checked, then 21 days of warm-up before the first launch. Skipping warm-up is how domains get burned.
| Week | What we do | What you do |
|---|---|---|
| Week 1 | Run onboarding, set up domains and mailboxes, start warm-up, start mapping your market | Join onboarding; send offer notes and exclusions; pay for domains or give us access to yours |
| Week 2 | Verify and score the list, draft the copy, connect your sequencer, CRM and calendar | Give access to your sequencer, CRM and calendar; confirm the qualification criteria |
| Week 3 | Send the copy for review, finalise it, set the test plan; warm-up continues | Sign off the copy for the first launch — nothing sends without it |
| Week 4 | Launch the first cohorts; start handling replies | Answer escalations; take meetings as they are booked |
After launch
- First week after launch First positive reply Our target: the first interested prospect within a week of the first send. A target, not a guarantee; it depends on the offer.
- First full testing cycle Results judged One week is a signal, not a result. We judge the campaign over at least one full testing cycle.
Who handles the conversation?
We manage the first response so interested prospects do not sit unanswered. We answer basic questions, apply your qualification criteria, and book suitable prospects onto your calendar. When a prospect needs a technical answer, pricing discussion, proposal or strategic conversation, your team takes over with the original thread and qualification notes.
We answer replies the same business day. Response hours, the timezone they run in, and escalation rules are agreed during onboarding and written into your scope. Pricing questions and replies from accounts you have flagged reach you straight away.
Every handoff arrives in your CRM with the full thread and our qualification notes, so your team never starts cold.
We handle
- Interested replies
- Basic questions about what you do
- Qualification questions
- Booking meetings and sending reminders
- Offering no-shows a new time
- Referrals to a colleague
- “Not now” follow-ups
- Opt-outs and out-of-office replies
Your team takes over
- Technical and product questions
- Pricing, proposals and contract terms
- Strategic or custom-scope conversations
- Attending the meeting and recording the outcome
- Closing
- Replies from current customers or open deals
What we report, and what we don’t
Every weekly report shows each of these numbers separately. None of them is folded into a single “reply rate”.
| Metric | What counts | Accountable |
|---|---|---|
| Total replies | Any reply from a person. Auto-replies and bounces are left out. | COLDICP |
| Positive replies | Replies that show interest or ask about your offer | COLDICP |
| Qualified replies | Positive replies that meet the criteria you signed off | COLDICP |
| Meetings booked | Qualified prospects with a confirmed time on your calendar | COLDICP |
| Meetings held | Booked meetings that took place. No-shows are listed separately. | Shared — we send reminders and rebook no-shows; you attend and record the outcome |
| Opportunities | Meetings your team marks as an opportunity in the CRM | Your sales team — we report it |
| Revenue | Closed deals from the campaign, as reported by your team | Your sales team — we report it |
Who this fits, and who it does not
This works when
- Your market has at least 5,000 contacts who match your ICP (our fit guideline)
- Your offer already has paying customers
- Someone on your team can take meetings every week
- You are happy to send from dedicated domains
- Your deal value supports a managed service
It works badly when
- Your whole market is a few hundred named accounts
- You are still looking for your first ten customers
- Nobody has time to take the meetings
- You want to send from your main domain
- Each sale is small and transactional
How market size changes our approach
- Under 5,000 contacts Outreach by hand wins Below our fit guideline, account-based outreach done by hand usually beats a managed cold email program.
- Around 5,000 contacts Works, with more research Fewer variants tested at once, and more research put into each message.
- Well above 5,000 Fastest to a winner More messages tested at once, so a winning message is found sooner.
If cold email is the wrong channel for you, the fit call is where we say so.
Cold email agency FAQ
What does a cold email agency actually do?
It runs outbound email to new prospects for you: sending infrastructure, the contact list, the copy, sending, and the replies. The sending is the visible part. Whether it works is decided earlier, by the domains, the data and the testing, so that is where we start.
How much does a cold email agency cost?
Our pricing is custom. It depends on how large your market is, how many segments we write for, how many sending domains that needs, and how many replies we handle. You get a written scope and price after the fit call, before you commit to anything. Engagements run on a six-month minimum term, because testing needs several cycles to find and scale a winner.
What reply rate should we expect?
We plan campaigns against a target of 1% to 15% of contacted prospects replying, counting every reply from a person. The offer decides most of where a campaign lands: a clear, in-demand offer to a well-defined market aims for the top of that range; a new or complex one starts near the bottom while testing finds the angle. It is a target, not a guarantee. We report total, positive and qualified replies separately, so you can see which kind you are getting.
How long until the first campaign goes out?
About four weeks. We set up DNS, check that it has propagated, and warm the domains for 21 days before the first launch. Warm-up cannot be rushed safely. After launch, our target is the first positive reply within the first week. It is a target, not a guarantee.
What access do you need?
Your email sequencer, a calendar we can book meetings onto, and a CRM user that can create and update contacts and notes. Sending domains and mailboxes are yours: either we buy them for you, paid in advance, or you buy them and give us access. Either way, we never send from your main domain and never need access to your company email.
Who replies to prospects?
We do, first. We answer basic questions, qualify interest and book meetings. Technical, pricing, proposal and strategic conversations go to your team with the full thread and our notes.
Who owns the domains, list and copy?
You do, including the sending domains and mailboxes, even when we buy them for you. We only manage them. When the engagement ends, the domains, mailboxes, verified list, sequences and test results all stay with you.
Is cold email legal?
Cold email to business contacts is allowed in many markets, but the rules differ by country and by campaign. In the US, CAN-SPAM sets rules on sender identity, opt-outs and a postal address. In the UK and EU, GDPR and rules such as PECR decide who you can contact and on what basis. We build accurate sender identity, working opt-outs and suppression into every campaign, and check your target regions with you before launch. For regulated industries, take legal advice before you start.
What if our market is too small, or our last agency didn’t work?
If your market is under about 5,000 matching contacts, it is below our fit guideline. We will tell you on the fit call and suggest what to do instead. If a previous agency didn’t work, the cause is usually one of three things: sending from rented or unwarmed domains, a bought list that bounced, or copy that never changed based on replies. Setup checks all three before anything sends.
Book a cold email fit call
In thirty minutes we look at your market size, your offer and your deal value, and explain how replies would be handled. You leave with a clear yes, no or not yet, and the reason. If it is a yes, we suggest the angle to try first, and the next step is onboarding and a written scope.