Email Automation Workflow

Send personalized emails at scale with AI

What you’ll build

A workflow that fetches contacts, generates personalized email content with AI, and sends targeted emails automatically.

Time to build: 15 minutes

Nodes used: Google Sheets, Loop, LLM, Email Sender

The problem

Sending personalized emails manually is time-consuming:

• Writing individual emails takes hours
• Personalization is often superficial
• Hard to scale beyond a few dozen contacts
• Difficult to maintain consistency

This workflow automates personalized outreach while maintaining quality.

Workflow overview

graph LR
    A[Contact List] --> B[Loop]
    B --> C[LLM Personalize]
    C --> D[Email Sender]
    D --> E[Log Results]

Step-by-step guide

Step 1: Prepare your contact list

Create a Google Sheet with your contacts:

The Context column helps the AI personalize effectively.

Step 2: Create the workflow

1. Click New Workflow
2. Name it “Email Outreach”

Step 3: Fetch contacts

Step 4: Loop through contacts

Step 5: Generate personalized email

Write a personalized outreach email for this contact.

Contact Information:
- Name: {{name}}
- Company: {{company}}
- Role: {{role}}
- Context: {{context}}

Email Guidelines:
- Subject line: Catchy, personalized, under 50 characters
- Opening: Reference the context/how we connected
- Body: Explain our value proposition briefly
- CTA: Clear, specific ask
- Tone: Professional but friendly
- Length: Under 150 words

Our Value Proposition:
[Your product/service description here]

Output format:
{
  "subject": "...",
  "body": "..."
}

Step 6: Send the email

Step 7: Log results

[[
  "{{email}}",
  "{{subject}}",
  "{{timestamp}}",
  "sent"
]]

Sample output

Subject: Quick question about Acme’s growth strategy, John

Body:

Hi John,

Great connecting at the SaaS conference last week! Your talk on 
scaling marketing teams really resonated with our approach.

I noticed Acme is expanding rapidly - we've helped similar 
companies automate their content workflows, saving 15+ hours 
per week.

Would you have 15 minutes this week to explore if this could 
help your team?

Best,
[Your name]

Advanced options

Add research enrichment

Scrape the contact’s company before writing:

graph LR
    A[Contact] --> B[Web Scraper]
    B --> C[LLM with Research]
    C --> D[Email]

Update your prompt:

Company Website Content: {{WebScraper_0.content}}

Use this information to reference specific things about 
their company, recent news, or products.

A/B test subject lines

Generate multiple versions and track performance:

Output format:
{
  "subject_a": "...",
  "subject_b": "...",
  "body": "..."
}

Then use a Conditional node to alternate between versions.

Schedule sends

Spread emails over time to avoid spam filters:

1. Add a delay between emails
2. Set max emails per hour (20-30)
3. Schedule workflow to run at optimal times

Best practices

Warm up your sending

Start with small batches:

Personalization quality

More context = better personalization:

Monitor deliverability

Track key metrics:

• Open rate (target: 40%+)
• Reply rate (target: 5%+)
• Bounce rate (keep under 2%)
• Spam complaints (keep under 0.1%)

Respect opt-outs

Add logic to check unsubscribe list:

Conditional: 
  If email NOT in unsubscribe_list
    → Send email
  Else
    → Skip and log

Results you can expect

Next steps