How To Send Thousands of Outbound Emails Every Month

Reaching new donors, corporate sponsors, and volunteers doesn’t have to take up all your time. With email outreach using Instantly, your animal welfare organisation can connect with hundreds of potential supporters every day — automatically.

This guide will show you how to run effective, time-saving email campaigns, so you can focus on what matters most: helping animals in need.

What You Can Achieve with Instantly

In just 30 minutes of setup, you can:

✅ Reach hundreds of potential supporters every day
✅ Create personalized email sequences — no more copy-pasting
✅ Automate follow-ups, so no opportunity is missed
✅ Connect with local businesses for partnerships and sponsorships
✅ Find new donors, volunteers, and fosters to grow your impact

Bonus: Once set up, Instantly runs in the background, while you focus on your animals.

Getting Started with Email Outreach 🔍

1. Build Your Contact List

🎯 Start by identifying who can help you:

  • Local businesses and decision-makers

  • Animal lovers in your community

  • Companies with CSR (Corporate Social Responsibility) programs

2. Set Up Your Email Campaign

🛠 Follow these key steps:

  • Warm up your email domain (to improve deliverability)

  • Create simple, kind, and personalized templates

  • Set up automated follow-ups (so you don’t have to chase people)

  • Schedule when emails go out (avoid sending too many too fast)

  • Monitor delivery and responses

Sample Email Strategy

Email 1 (Day 1): Friendly Introduction

  • Who you are and what your charity does

  • One quick story or impact stat (e.g., “We’ve rescued 50 dogs this year”)

  • Clear way they can help (donate, partner, volunteer)

Follow-up 1 (Day 3): Success Story + Invitation

  • Reference your first email

  • Share a short success story (with a happy ending!)

  • Invite them again to get involved

Follow-up 2 (Day 7): Final Reminder

  • Polite check-in

  • Offer a different way to help (e.g., in-kind gifts, hosting a fundraiser)

  • Make it easy to say yes — e.g., “Just reply and let me know!”

Example Snippet:
"Hi [Name], I know how busy things get — I just wanted to see if you'd be open to a quick chat about helping animals in [your town]. Even small support can change lives."

Best Practices for Success

1. Writing Great Emails

✍️ Keep it short and personal:

  • Clear, simple subject lines (e.g., "Quick question about helping animals in [Town]")

  • Personal opening lines (mention their business, town, or shared interest)

  • Specific impact: "Your support could help us rescue 10 more animals this month."

  • One clear ask: "Would you be open to sponsoring a rescue?"

2. Managing Your Campaign

📊 Start small, learn, and grow:

  • Begin with 50 emails/day

  • Test different messages

  • Watch open and reply rates

  • Adjust as you go to get better results

Opportunities You Can Offer

For Businesses:

🤝 Corporate Partnerships

  • Sponsorships (events, rescues)

  • Matching donations

  • Employee volunteer days

  • Hosting donation drives

  • In-kind gifts (supplies, food, services)

For Individuals:

❤️ Personal Support

  • Monthly giving

  • Fostering or adopting

  • Volunteering

  • Attending events

  • Donating supplies

Realistic Results You Can Expect

With a good setup, you could see:

📬 15-25% open rates (people reading your email)
💬 2-5% response rates (starting conversations)
📈 100-200 new contacts daily (with scaling)
🤝 5-10 meaningful conversations a week
🎉 1-3 new partnerships or donors monthly

Checklist: Getting Started Fast

Setup Phase (Day 1-2):

✅ Sign up for Instantly
✅ Warm up email domain
✅ Write 1-2 email templates
✅ Build a starter contact list (50-100 contacts)
✅ Set up tracking and replies

Launch Phase (Ongoing):

✅ Start with 50 emails/day
✅ Monitor responses daily (15-30 min)
✅ Adjust emails based on feedback
✅ Scale up as you get replies

Pro Tips for Animal Charities

✨ Include a recent rescue story with a photo (one image max to avoid spam filters)
✨ Use specific numbers (e.g., “We saved 12 cats this month”)
✨ Make it super easy to reply — e.g., “Just hit reply and say ‘I’m interested!’”
✨ Offer multiple ways to help — people love options!

Time Commitment Overview

⏱ Setup (one-time): 2-3 hours
⏱ Daily check-ins: 15-30 minutes
⏱ Weekly review: 1 hour
⏱ Monthly refresh/planning: 2 hours

Instantly does the outreach — you focus on conversations that help animals.