Crafting Outreach Notes that Secure Client Calls: A Step-by-Step Guide for Consultants

In a crowded inbox, your outreach note has mere seconds to make an impression. But how do you craft a message that cuts through the noise and resonates with your target client's needs? In this blog, we'll explore strategies for writing outreach notes that not only get noticed but also pave the way for successful consulting engagements.

Why your outreach note matters‍

First impressions are crucial in getting a potential client’s attention. An outreach note is your chance to highlight your professionalism, demonstrate an understanding of the client’s needs, and differentiate yourself from the competition. A well-crafted note does more than introduce you; it makes you memorable and encourages the recipient to engage further. By investing in a compelling message, you significantly increase your chances of securing a phone call, which is essential for discussing potential projects, building trust, and ultimately converting prospects into clients.

What makes an outreach note stand out?

Crafting an outreach note that stands out requires a blend of personalization, clarity, and a strong call to action. I once received an outreach note on LinkedIn that really stood out to me. It read:

Thanks for connecting, Bradley. Pleasure to meet you. Wanted to ask, how are your marketing efforts going? Are you personally managing a lot of the efforts, or do you have someone else leading the charge? As some quick background on myself, I'm a fractional CMO that works with founders like yourself. My priority is to be surgical with your marketing efforts and leverage your current resources to maximize your reach. I'm also here to help you with your marketing efforts. I'm also here to remove marketing workload off a busy founder's shoulders. Open to connecting sometime?‍

Here are some key elements that made this outreach note truly exceptional:

• Casual and conversational tone: the relaxed and informal style is straightforward and easygoing. There are no overused phrases, complicated language, or jargon. This makes the note understandable, relatable, and approachable, encouraging a positive response.
  
• Specificity and relevance: the note is targeted to my specific challenges, showing that the sender understands my unique situation and empathizes with my pain points. This personalized approach grabs my attention, builds immediate rapport, and makes the outreach feel valuable. It demonstrates a genuine interest in solving my specific problems.
  
• Unique value proposition: the note highlights being "surgical with your marketing efforts" and utilizing "your current resources to maximize your reach." This clear, specific offering sets the sender apart from generic pitches and demonstrates a tailored approach.
  
• Direct call to action: While "open to connecting sometime" is somewhat ambiguous, it directs the recipient toward action. A clear, actionable step encourages immediate engagement and helps move the conversation forward. 

Constructing your own outreach note

• Identify your ideal customer profile (ICP): be highly specific about your target customer. For example, "Founder of an early-stage, 10-employee, B2B fintech company without a marketing lead.” Knowing exactly who you’re addressing helps tailor your message and increase its relevance.
  
• Detail the pain point: understand and articulate the specific pain your ICP is experiencing. Including emotions helps resonate deeply with the recipient. This deeper connection shows empathy and makes your outreach more compelling, as it directly addresses their struggles.
  
• Describe your unique value: clearly and tangibly explain how you alleviate the ICP’s pain points. Avoid vague, consultant-speak language. Provide concrete examples and outcomes to demonstrate your effectiveness, making it easy for the recipient to see the benefits of your solution.
  

Steps for drafting the outreach note

1. Greeting: start with a pleasantry such as, “Thanks for connecting.”
   
2. Pain point questions: ask questions that highlight the recipient’s pain points, such as, "How are your marketing efforts going? Are you managing them by yourself?"
   
3. Introduction: briefly introduce yourself, emphasizing your alignment with the ICP. For example, "I'm a fractional CMO who works with founders like you to streamline marketing efforts."
   
4. Unique value: explain how you can help in clear, simple terms. For example, "My priority is to leverage your current resources to maximize your reach without a large budget."
   
5. Call to action: include a clear call to action, either starting a conversation or proposing a call. For example, "Would you be available for a quick call next week to discuss how we can work together?"
   

Testing and iterating

The key to this process is to approach it with a flexible mindset. You won’t get it perfect on the first few attempts. Focus on creating something that feels satisfactory and get it out into the world. It's important to gather feedback, and the Mylance community is a fantastic resource for this. You can also request feedback in any of the Slack channels, especially those dedicated to asking for help. Many members are eager to assist and exchange feedback. The community is full of skilled professionals, so take advantage of their insights and launch your outreach note.

Leveraging tools and resources

You can send your outreach notes manually through LinkedIn or email, or you can automate the process using tools like Expandi or Woodpecker. The critical step is to start sending out your notes and getting feedback. Monitor your response rates to identify which messages are most effective. By dedicating time to this and reaching out to 100 contacts, you're likely to receive positive responses and secure phone calls with potential clients. From there, you can outline projects, send proposals, and close deals.

‍Final thoughts‍

Nailing down the art of crafting outreach notes can change the game for securing client calls. By mixing a casual tone, pinpointed specifics, a client-first mindset, a compelling value proposition, and a strong call to action, you can up your success rate. Remember, the secret is to keep iterating and refining based on feedback and what’s working. Stick with it, pay attention to the details, and you’ll soon be writing outreach notes that resonate and convert.