HOW WE BOOKED 230+ APPOINTMENTS IN 6 MONTHS FOR A CLIENT

How did we book over 230 appointments in just six months for our client—without spending thousands on ads or dealing with a flood of no-shows?

We achieved these results using the Hybrid-Outbound strategy, a proprietary method developed at OptimaLeads. This strategy has also led to:

• €138,000 in sales opportunities in 90 days for a SaaS company

• 17 booked appointments in 30 days for a growth marketing agency

• 80+ appointments for our own agency

I’m Jani Purovirta, the founder of OptimaLeads. We specialize in cold email outreach and email marketing strategies that drive real results.

Now, let's break down the exact five-step process we used to book these appointments.

Step 1: KISS (Keep It Simple, Stupid)

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One of the biggest mistakes I see in outbound marketing is overcomplication.

I read cold emails every day that are so complex I can't even understand what they’re selling. If I—someone in the industry—can’t understand them, how can their prospects?

Here's the holy three of KISS you can follow:

• The simpler your message, the better it will perform.

• Write your emails so clearly that even your grandpa would understand them.

• If it takes more than 5 seconds for the reader to grasp your offer, it's too complicated.

Step 2: Building the Outreach Machine

To book 230+ appointments, we sent 10,000 emails over six months. But here’s the catch:

You cannot send 10,000 emails from a single email address—Google will flag it as spam.

How to Build an Email Outreach System That Works:

1. Use Multiple Email Addresses – We used 10 email addresses per client, sending 30 emails per address daily.

2. Set Up SPF, DKIM, and DMARC – These authentication records help your emails land in the inbox, not spam.

3. Stick to Gmail Accounts – Despite industry noise about deliverability dropping, our emails still get results.

4. Skip the Fancy Software – Most external tools overcomplicate things. A simple, well-structured system works best.

Result: Even with email deliverability challenges, our setup ensured high inbox placement and consistent bookings.

Step 3: The List is Everything

Your outreach success is 80% about the list and 20% about the message.

Too many agencies rely on Apollo.io for lists, but in smaller markets (like Finland), these databases are limited. Instead, we used Profinder to build a precise, high-quality list.

Targeting the Right People.

Let’s say you’re offering newsletter services. Consider these two list-building approaches:

Broad Targeting: Scraping every CEO’s email and pitching newsletter services.

Precise Targeting: Scraping only CEOs of bathroom remodeling companies already using email marketing software.

Why does this work?

• A precise message to a precise audience feels personal.

• When prospects feel like you’re talking directly to them, they engage.

Step 4: Writing the Perfect Cold Email

Forget long, generic emails. Here’s our winning framework:

The 3-Step Formula for Cold Emails

1. Give a reason for the email

2. Show what the prospect gets

3. Keep it short

Example Cold Email:

Subject Line: Question {{first_name}}

"Hey John,

I subscribed to your newsletter and noticed that it’s not generating customers as effectively as it could. Its efficiency could potentially be improved by up to 100%.

We write newsletters that help businesses consistently acquire customers. I’d love to help you get the most out of your newsletters. Let’s do a quick 20-minute virtual meeting—as a bonus, I’ll draft a welcome message for you (which I noticed was missing when I signed up).

Would this be of interest to you?"

Why this works:

• The recipient knows why they got the email.

• They clearly see what's in it for them.

• The message is short and value-driven.

Step 5: The System That Turns Replies into Meetings

Once the emails started working, we needed a system to convert replies into actual booked meetings. Here’s what we did:

4 Systems to Manage Replies and Book More Meetings

Inbox Management Templates

• We pre-wrote responses to common objections and questions.

• This saved time and ensured high-quality responses.

Segmenting Replies

• Every lead who agreed to a meeting but didn’t schedule one went into a “Meeting Proposed” category.

• Every two weeks, we followed up via call and converted 4-9 extra meetings per hour.

Warm Calling for Tough Questions

• If a prospect asked a complex question, we called them immediately instead of going back and forth via email.

• This allowed us to qualify leads instantly and increase booking rates.

Pre-Appointment Confirmation Calls

• Initially, our show-up rate was 50%.

• We started calling every booked appointment 24 hours before the meeting.

• Result: Our show-up rate jumped to 94.74%.

Conclusion - A Proven, Scalable Client Acquisition System

This is the exact strategy that allowed us to book 230+ appointments in 6 months for our client. As you can see, success in cold outreach is not just about sending emails—it’s about having a systematic approach to client acquisition.

At OptimaLeads, we generate high-quality appointments, so you don’t have to lift a finger.

If your company needs more qualified appointments, I’m currently accepting 3 new clients.

• 1 new email campaign launched every week

• Record-breaking number of appointments

• Winning message in record time

Book a free, no-obligation consultation below!