How We Booked 230+ Appointments in 6 Months for Our Client?

Learn how we booked 230+ sales appointments in just 6 months without expensive ads or no-show meetings. Discover our Hybrid-Outbound strategy—a proven cold email system that generates real results. Read now!

1/27/20253 min read

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:

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)

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!