How to Set Up Email Systems for Influencer Outreach

Reaching out to influencers is a critical step in influencer marketing campaigns, and setting up an efficient and professional email outreach system is key to gaining their interest and forging fruitful partnerships. Let’s explore how to set up a streamlined email system that will maximize your outreach efforts.

Crafting Your Email Outreach Strategy

Before diving into the technical aspects of setting up an email system, it's important to have a clear strategy outlining your goals, identifying the influencers you want to reach, and understanding the best practices for communicating with them.

Understanding Your Objective:

  • Brand Awareness: Are you aiming to introduce your brand to a new audience?
  • Product Promotion: Is the goal to have influencers promote a specific product?
  • Long-term Collaboration: Do you wish to establish ongoing relationships with influencers?

Each objective may require a tailored approach in your email outreach.

Setting Up Your Email Outreach System

Here’s a step-by-step guide to setting up a powerful email outreach system for your influencer campaigns:

1. Choose the Right Email Platform

Select an email service provider (ESP) that offers automation, customization, and tracking capabilities. Options like Mailchimp, SendGrid, dedicated outreach tools such as Instantly or Mail Meteor can provide the necessary features.

2. Create a Professional Email Address

Having a professional email address (e.g., is crucial for credibility. Avoid using generic or personal email accounts, as they can be less trustworthy to influencers.

3. Build Your Email List

Once you’ve identified potential influencers using a tool like SwipeMagic — which provides influencer emails at scale — you’ll need to prepare your list. Ensure you segment your list based on factors like niche, audience size, engagement, etc.

4. Personalize Your Outreach

Influencers receive numerous outreach emails daily. To stand out, personalize your emails with their name, a reference to their recent content, and a clear reason why they are a good fit for your brand.

5. Craft a Compelling Email Template

While personalization is essential, you can save time with a template that outlines your campaign goals, what you’re offering, and what you expect in return. Always leave room for customization in every email.

6. Automate Where Possible

Use your ESP's automation features to schedule follow-ups and track responses. However, ensure that automation doesn't compromise the personal touch. One template we like is a simple introduction of who you & your brand are and then a call to action for the influencers that are interested to show that interest.

7. A/B Testing

Test different subject lines, email copy, and call-to-actions to see what gets the best response rates. A/B testing is a powerful way to refine your strategy over time.

8. Track and Analyze

Utilize tracking features to monitor open rates, click-through rates, and responses. This data will help you adjust your approach and improve the effectiveness of your outreach.

9. Follow Up Respectfully

Following up is essential, but do so respectfully. Wait a reasonable amount of time before sending a second email and avoid being pushy.


Effective email outreach requires a blend of strategic preparation, technical setup, and thoughtful communication. By using a tool like SwipeMagic to find influencer contacts and setting up a professional email system, you can ensure that your outreach efforts are structured, personalized, and impactful.

Take the time to set up your email outreach system correctly — it's the backbone of your influencer communication and a critical driver of campaign success. And remember, while finding emails is crucial, the real magic happens in the relationships you build through thoughtful, personalized outreach.