7 Smart Ways to Use Automated Email Follow-Up Software Without Sounding Like a Robot

So you sent the perfect email… and got silence.

That's where automated email follow-up software comes in. The right tool can help you stay top-of-mind without annoying your audience—or burning bridges. But let's be honest: nothing screams "unsubscribe" like robotic, generic follow-ups.

In this guide, you'll learn how to master automated follow-up emails that feel personal, get replies, and outperform your competitors using Instantly, Mailshake, or Lemlist.

---

1. Why Email Follow-Up Automation Matters

Whether you're in sales, marketing, or customer success, most people won't respond to your first message. That's not rejection—it's just reality.

Email follow up automation helps you:

• Save hours of manual follow-ups
• Stay consistent across campaigns
• Scale outreach with precision

In fact, automated follow-up emails can increase reply rates by up to 40% when used strategically.

---

2. Choose the Right Automated Email Follow Up Software

The best automated email follow up software doesn't just send emails. It empowers you to:

• Personalize every touchpoint
• Track opens, clicks, and replies
• Integrate with your CRM or Google Workspace

Great options include:

• HubSpot: CRM-first with marketing automation
• Mailshake: Built for cold outreach and deliverability
• Lemlist: Known for personalization (including video)
• Instantly: Focuses on sending volume + inbox rotation
• GMass: Gmail-native automation powerhouse

Need Outlook integration? Look for tools that support automated email follow ups Outlook directly.

---

3. Write Like a Human (Even If It's Automated)

Robotic emails kill deals. Make sure every automated follow-up email sounds like it came from a person, not a system.

✅ Reference your last message ✅ Keep it brief (3–5 sentences max) ✅ Include a low-pressure CTA (e.g., "Is this still relevant?") ✅ Use a friendly, natural sign-off

Template:

Hey {`{`{{FirstName}}`}`},  
Just checking in—let me know if this is something worth exploring or if timing isn't right.  
Cheers,  
{`{`{{YourName}}`}`}

---

4. Time Your Follow-Ups Like a Pro

Timing is everything. Too early and you're spam. Too late and you're forgotten.

Suggested cadence for automated follow-ups:

• Day 0: Original email
• Day 2–3: First follow-up
• Day 6–7: Second follow-up
• Day 10–14: Final gentle nudge

Use your automated follow up tool to test different sequences. Platforms like Lemlist and Instantly let you tweak delays based on opens or clicks.

---

5. Personalize at Scale With Smart Variables

Automation ≠ generic. Use merge tags and custom fields to keep it real.

Examples:

• First name
• Company or product name
• Last interaction (download, signup, webinar)

Instead of:

Just checking in...

Try:

I saw you signed up for our {`{`{{ToolName}}`}`} demo last week—curious what you thought?

This is where tools like automate follow up emails engines really shine.

---

6. Monitor, Iterate, and Respect Boundaries

You won't win every lead—and that's okay. But don't burn your list.

Track:

• Replies
• Unsubscribes
• Bounce rates

Make it easy to opt out. Most major tools like HubSpot or Mailshake include built-in unsubscribe handling. Don't skip it.

And if you're in e-commerce, Amazon automated follow up emails for more sales use similar logic—respectful, timing-based nudges that build trust.

---

7. Scale Without Losing Your Voice

Once you find your winning sequence, scale it—but wisely.

Tips:

• Split test subject lines and CTAs
• Use warm-up tools to protect domain health (especially in tools like Instantly)
• Focus on value, not just volume

Remember: you're not just sending emails. You're building relationships.

---