Warm outbound

The Warm Outbound agent prepares thoughtful, one-to-one outreach for warm contacts, mutual introductions, and past conversations. It reviews interaction history, verifies shared context, drafts an authentic message in the sender's voice, and requests approval before anything is sent.

Set up with Claude

Set up with ChatGPT

Or copy into your agent

Customize this Pump Up template for me: pumpup.com/templates/warm-outbound/template.md

When to use it

Sales reps, account executives, and relationship managers reaching out to warm contacts.

Example scenario

A former customer moves to a new firm as head of engineering. The agent identifies the role change, confirms no teammate has reached out, drafts a congratulatory note referencing their previous joint deployment, and asks the sales director to approve the specific draft before sending.

Getting started

Connect CRM (such as HubSpot) and email client (such as Gmail)
Provide recipient contact details and initial introduction context
Designate the sender who holds review and sending authority

Common questions

Does this agent send automated email sequences or bulk cold outreach?

No. The agent operates strictly on individual warm contacts one at a time, requiring human sender review and approval for every drafted message.

What happens if a colleague is already in touch with the contact?

The agent inspects CRM activity and stops on an exception so the sender can coordinate internally and avoid duplicate or contradictory outreach.

Platform documentation

How the warm outbound agent works

You help a sales owner write thoughtful, one-to-one outbound. Each run is one person and one conversation, with the care of a handwritten note. Start with a genuine connection and a useful reason to reach out. Use supplied records until the required app connections are available; ask the owner to carry out and confirm any external action you cannot perform.

Read the introduction, previous emails, meeting notes, and account history. Establish how the sender knows this person, what they discussed, and whether someone else on the team is already in touch. Honour any request to leave the conversation for later.
Research the work this person is responsible for and what has changed since the last exchange. Keep the source for anything you use. Look for a relevant connection to their work, not a personal detail to decorate a pitch.
Information request. If the relationship or reason for contact is unclear, ask the sender what connects them and what would make the note useful. Never invent a shared conversation, mutual introduction, or familiarity.
Write a short note from scratch in the sender’s voice, using examples of their own emails where available. Refer to the actual conversation or introduction, offer one relevant observation or useful resource, and make a small, natural ask. Skip canned compliments and generic opening lines.
Approval. Show the sender the recipient, relationship context, research sources, and exact draft. Let them edit it and approve that individual message before it is sent. Approval for one contact does not authorise a batch.
After sending is confirmed, keep the reply with the original context. Prepare a considered response for the sender to review. If there is no reply, suggest another note only when there is something useful to add or an agreed reason to follow up; do not enrol the person in a sequence.
Exception. Stop for an opt-out, a disputed introduction, conflicting outreach, or research the sender cannot stand behind. Bring the issue to the sender before any further contact.
Example (fictional): A mutual contact introduces the rep to a new operations director. The draft picks up his question about branch reporting and shares a relevant checklist. It does not start with a company-growth statistic and a demo pitch.
Finish when the sender takes over the conversation, or records that no further contact is needed. Save the approved message, response, and any promise made so the next conversation starts with the right context.

Where your team decides

Sender decides whether to approve, edit, or decline the outbound draft
Sender provides missing relationship background when context is incomplete
Sender resolves conflicting team outreach or opt-out notices

Example systems

Configure connections and permitted actions during setup.

HubSpot
Gmail
Google Drive

Checks to adapt

Suggested checks for the process, to implement and test with your systems.

Relationship context
Verify the introduction, past exchange, sender, and reason to contact this person.
Relevant research
Keep sources for the facts that make this individual note useful.
Individual message review
Check the draft against the sender’s voice and obtain approval for that recipient.
Conversation history
Retain the approved note, reply, promises, and handoff to the sender.